Bulk Round – Executive Assistants and Business Support Unit

General details

About the team and what we offer

The Climate Change Authority is recruiting to fill multiple positions in the Executive Support Team. Vacancies to be filled are at the APS 5 Executive Assistant, and APS 5 and APS 6 levels for the Business Support Unit. Applicants who possess a strong background in Executive Assistant or similar roles with strong communications skills and well developed administrative and organisational skills are encouraged to consider development opportunities available in the Business Support Unit roles.

Our ideal candidate

Executive Assistant roles:

• Has a strong background working in an Executive Assistant, or similar, role with strong communications skills.
• Ability to drive and maintain effective working relationships, build professional networks, fostering rapport and trust and take a client-centred approach.
• Has well-developed organisational skills, including the ability to manage competing priorities and delivering a very high standard of work.
• Exercises sound judgement and shows a high degree of initiative, integrity and discretion when dealing with confidential and sensitive matters.
• Strong problem solving skills, experience in contributing to continuous business improvement.
• Sound understanding or ability to quickly obtain an understanding of Authority processes, governance and policies.
• Strong teamwork, interpersonal and communication skills.
• Is proficient in the use of MS Office applications (e.g. Word, Excel, Outlook and PowerPoint).

Business Support Unit roles:

• Ability to drive and maintain effective working relationships, build professional networks, fostering rapport and trust and take a client-centred approach.
• Has well-developed organisational skills and strong communications skills, including the ability to manage competing priorities and delivering a very high standard of work.
• Exercises sound judgement and shows a high degree of initiative, integrity and discretion when dealing with confidential and sensitive matters.
• Strong problem solving skills, experience in contributing to continuous business improvement.
• Sound understanding or ability to quickly obtain an understanding of Authority processes, governance and policies.
• Strong teamwork, interpersonal and communication skills.
• Is proficient in the use of MS Office applications (e.g. Word, Excel, Outlook and PowerPoint).

What you will do

The successful applicant will:

APS 5 Executive Assistant:

• Provide high level administrative support, including coordinating and arranging meetings (including audio visual bookings) and events, ensuring papers and meeting materials are available in advance, anticipating and resolving competing priorities and commitments.
• Manage the office of the CEO and/or General Managers and CFO, including fielding telephone calls, emails and in-tray including prioritising tasks and actions in accordance with CEO and GM expectations, coordinating busy calendars, prioritising schedules as necessary and effectively managing the workflow in and out of the offices.
• Provide appropriate management of confidential and sensitive information.
• Act as the first point of contact for the Authority, ensuring a high level of customer service to all staff and external stakeholders.
• Book and arrange domestic and international travel and accommodation and coordinate comprehensive itineraries.
• Ensure all financial reconciliations and acquittals are completed accurately and in a timely manner on a monthly basis, on behalf of the CEO and General Managers.
• Complete the financial reconciliation and acquittal of the Authority’s travel card on a monthly (or as required) basis.
• Manage the distribution and acquittal of the Authority’s cabcharge e-tickets, ensuring accurate records are maintained.
• Maintain stationery supplies and complete orders as required, ensuring adequate stock, on behalf of the Authority.
• Respond to requests from stakeholders, and senior management, for information or advice on policy, administrative or operational matters.
• Manage the Authority’s incoming requests, outgoing briefs and other material through the Parliamentary Document Management System (PDMS).
• Manage responses to coordination requests, including consolidating responses, arranging appropriate clearance and ensuring deadlines are met.
• Liaise with a diverse range of stakeholders, including the Ministers and their offices, departmental staff and external authorities and organisations.
• Provide assistance with preparation of correspondence and reports as required.
• Undertake ad hoc projects, and general research tasks, as directed.

APS 5 Business Support Advisor:

• Liaise with the Chair and Authority Members, in consultation with the Authority’s Senior Executives, to schedule regular Authority Board meetings. Coordinate and prepare consolidated meeting papers pack for Authority Board meetings.
• Provide high level administrative support, including coordinating and arranging meetings (including audio visual bookings) and events. Provide logistical support for Authority Board meetings and stakeholder engagements.
• Coordinate updates to Senate Estimates briefs and prepare final consolidated pack for Senior Executives.
• Coordinate and track responses to public enquiries.
• Develop and maintain relationships with senior internal and external stakeholders.
• Assist with preparation of standard words to be utilised across the secretariat, where appropriate, to respond to enquiries received.
• Assist with preparation a functional directory for use by internal Authority staff, to assist with delegation of requests and enquiries.
• Update and maintain the Authority’s new starter welcome packs for Board Members and staff.
• Provide appropriate management of confidential and sensitive information.
• Provide assistance with preparation of correspondence and reports as required.
• Undertake ad hoc projects, and general research tasks, as directed.

APS 6 Senior Business Support Advisor:

• Liaise with the Chair and Authority Members, in consultation with the Authority’s Senior Executives, to schedule regular Authority Board meetings. Coordinate and prepare consolidated meeting papers pack for Authority Board meetings.
• Provide high level administrative support, including coordinating and arranging meetings (including audio visual bookings) and events. Provide logistical support for Authority Board meetings and stakeholder engagements.
• Coordinate updates to Senate Estimates briefs and prepare final consolidated pack for Senior Executives.
• Coordinate and track responses to public enquiries.
• Provide secretariat duties for the fortnightly Executive Board and Project Board meetings, including coordinating and distributing meeting papers and drafting meeting minutes.
• Develop and maintain relationships with senior internal and external stakeholders.
• Assist with preparation of standard words to be utilised across the secretariat, where appropriate, to respond to enquiries received.
• Assist with preparation a functional directory for use by internal Authority staff, to assist with delegation of requests and enquiries.
• Update and maintain the Authority’s new starter welcome packs for Board Members and staff.
• Provide appropriate management of confidential and sensitive information.
• Provide assistance with preparation of correspondence and reports as required.
• Undertake ad hoc projects, and general research tasks, as directed.

Eligibility and security clearance

To be eligible for employment in the APS and the Authority, applicants must:

• Be an Australian citizen or going to be granted Australian Citizenship before commencement. You may be asked to provide evidence of this.
• Undertake a pre-employment security assessment and subsequent security clearance. All staff are required to have a minimum baseline security clearance, however some roles will require a higher level security clearance. If you are offered a role and do not have a current security clearance, the Authority will work with you to arrange for this to be undertaken.
• Be medically fit to undertake the duties of the job.

These positions require a Baseline security clearance. The successful applicants will be required to obtain and maintain a clearance at this level.

Notes

These are on-ongoing roles. This advertisement aims to fill current vacancies and create a merit pool for future ongoing or non-ongoing vacancies arising over the next 12 months.

The successful applicants will be assessed against the Australian Public Service (APS) work level standards. Information on the APS Level and Executive Level classifications can be found at the Australian Public Service Commission website: https://www.apsc.gov.au/working-aps/aps-employees-and-managers/work-level-standards-aps-level-and-executive-level-classifications

The Authority offers Individual Flexibility Arrangements where appropriate to ensure competitive salaries compared with similar roles elsewhere in the APS. The Authority is based in Canberra.

The Authority’s Enterprise Agreement and policies provide for a flexible working environment to assist staff balance their work and home life. Staff and managers work together to balance the operating needs of the work unit with the needs of the individual. Options may include full time/part time working arrangements or other arrangements as agreed by all parties.

The Authority is committed to a workplace culture that is respectful, inclusive, and diverse, where all employees have a sense of belonging and can bring their authentic whole selves to work every day. We encourage applications from Aboriginal and/or Torres Strait Islander people, mature age, people with disability, culturally and linguistically diverse people and people of the LGBTIQA+ community, including transgender, gender diverse, and intersex people.