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Executive Assistant and Executive Support Officer (Several Vacancies)

Undefined
Chief Executives and Managing Di
Contract Full Time
Canberra
7 days ago
70,516

Ministerial and Parliamentary Services (MaPS) provides parliamentarians, their staff, and others (e.g. federal judiciary) with a range of facilities and services to assist them in undertaking their duties.

MaPS is responsible for:

  • the Parliamentary Business Resources (PBR) Framework under which it:
    • administers non-travel related parliamentary expenses, including office expenseS
    • manages property and office facilities (including Commonwealth Parliament Offices and the ministerial wing of Parliament House)
  • the Members of Parliament (Staff) Act 1984 (MOP(S) Act) employment framework and other legislation under which it:
    • provides HR support, including payroll and WHS support to almost 2000 parliamentary staff.
  • COMCAR services (car-with driver) in conjunction with our whole of government fleet provider (sgfleet), administration of private-plated vehicles and Canberra-based self-drive vehicles for parliamentarians and a range of programs.
  • provides policy and service advice, support and education across all of its functions.


MaPS consists of four Branches each responsible for specific policy advice and service delivery.

  • PBR Framework Branch provides policy advice to the Minister, including preparing determinations to approve resources under the PBR Act and provides services to parliamentarians and MOP(S) Act employees in relation to the PBR Framework.
  • HR Frameworks Branch manage all employment and HR functions within the Division and provides policy advice on the MOP(S) Act and employment framework, including WHS issues and case management.
  • COMCAR and Programs Branch provides COMCAR services and administers grant programs.
  • Workplace Culture and Reform Branch is responsible for providing policy advice on reforms to Commonwealth parliamentary workplaces, managing the MaPS website and external MaPS communications, and administering the Professional Development Program for MOP(S) Act employees.


ABOUT THE ROLES

APS 4 – Executive Support Officer (Several Vacancies)

The Executive Support Officer (APS 4) provides high-level administrative support to Assistant Secretaries within MaPS, and works closely with and works closely with the Strategic Adviser to and Executive Assistant to the First Assistant Secretary ensure the Division is managed effectively and in a coordinated manner.

The Executive Support Officer acts as the first point of contact for the relevant Assistant Secretary and their Branch, and their duties include:

  • Liaising with a variety of internal and external stakeholders.
  • Monitoring and managing SES inboxes and calendars.
  • Tracking and coordinating incoming and outgoing tasks at the Branch level, consolidating weekly reports, drafting meeting agendas and recording meeting minutes.
  • Screening telephone calls and referring matters to relevant business areas.
  • Arranging travel bookings and approvals for SES as required.
  • Conducting quality assurance checks to documents that require AS clearance.
  • Financial management activities (e.g. credit card reconciliation and stationery orders).
  • Records management.
  • Act as a surge member of the Division and learn systems and processes to assist teams throughout peak periods.
  • Assist with any Divisional tasks as required (e.g. urgent administrative tasks to support Divisional priorities).
  • Drive governance initiatives at the Branch level.
  • Ad-hoc administrative tasks.


APS 5 – Executive Assistant to the First Assistant Secretary

The Executive Assistant (APS 5) provides high-level administrative support to the First Assistant Secretary, and Assistant Secretaries within MaPS, and works closely with the Strategic Adviser to ensure the Division is managed effectively and in a coordinated manner.

The Executive Assistant to the First Assistant Secretary acts as the first point of contact for the First Assistant Secretary and their duties include:

  • Liaising with a variety of internal and external stakeholders.
  • Monitoring and managing SES inboxes and calendars.
  • Working alongside the Strategic Adviser to track incoming and outgoing tasks, coordinate weekly reports, draft meeting agendas and record meeting minutes.
  • Screening telephone calls and referring matters to relevant business areas.
  • Arranging travel bookings and approvals for SES as required.
  • Conducting quality assurance checks to documents that require FAS clearance.
  • Financial management activities (e.g. credit card reconciliation and stationery orders).
  • Records management.
  • Organising training for the Divisional Executive Support team.
  • Act as a surge member of the Division and learn systems and processes to assist teams throughout peak periods.
  • Drive governance initiatives at the Divisional level.
  • Ad-hoc administrative tasks and other duties as required.


DETAILED VACANCY INFORMATION

For detailed information about these roles, including the job specific capabilities, please refer to the downloadable job pack, which can be accessed by clicking the hyperlink at the bottom of this page.

ELIGIBILITY ADVICE & CANDIDATE NOTES

  • Under section 22(8) of the Public Service Act 1999, employees must be Australian citizens to be employed in the Australian Public Service (APS) unless the Agency Head has agreed otherwise, in writing.
  • Successful applicants will be required to undergo the process to obtain and maintain, or continue to hold the required security clearance level for the role as indicated in the downloadable job pack. All Finance staff are required to have a minimum baseline security clearance prior to commencement.
  • This role is being advertised as both ongoing and non-ongoing. Roles may be offered as either ongoing or non-ongoing subject to business needs and/or candidate preference. Where a non-ongoing position is offered, the role will be filled as a specified term vacancy for an initial period of six months. Specified term vacancies may be offer for a maximum of 18 months initially, and be extended up to a maximum period of three years.


CONTACT INFORMATION

  • For questions relating to the online lodgement of your application, please email the Recruitment team via jobs@finance.gov.au or call (02) 6215 1717 between 8:30am - 5:00pm AEST Monday to Friday.
  • For specific questions relating to this job vacancy, please refer to the details on the contact officer located in the downloadable job pack.
Salary Details*
NameAmount
Salary Type Normal Wages
Base Salary $70,516
Superannuation 9.5%
Bonus offered No
Total Package $77,215
* Salary details are calculated without bonus and monthly payout as per tax bracket without tax threshold and other allowances. Its always good to confirm these details with the employer or recruiter.
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Visa Requirements
Student Visa
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Salary Requirements
Normal Wages
Job Type
Contract Full Time
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