Administrative Support Officers

Department of Education; Canberra; On-site; AUD 65,000 - 85,000; Full time

Job summary

The Department of Education in Canberra is seeking Administrative Support Officers (APS4) across Parliamentary, Audit and Risk, and People Branch roles. You will deliver high‑quality administrative support, coordinate ministerial and parliamentary documentation, and manage executive workflows for the Assistant Secretary.

You will handle mail, calls, correspondence tracking, and meeting coordination while ensuring compliance with departmental processes and PDMS usage.

Qualifications

• Strong organisation and communication skills with a customer service focus.
• Ability to support various administrative functions within the Division.
• Experience providing administrative and executive support in a government environment.

Responsibilities

• Monitor shared mailboxes, answer calls, and action messages and tasks.
• Arrange meetings and events; print/prepare briefing materials.
• Track correspondence, briefs and submissions for quality and compliance.

Skills

Organisation

Communication

Customer service

Administrative support

Tools

PDMS

Job description

The People, Parliamentary and Communications Division has several opportunities available for Administrative Support Officers (APS4). These opportunities include roles as a parliamentary officer within the Parliamentary, Audit and Risk Branch and an Executive Assistant within the People Branch.

While the roles share common administrative and coordination responsibilities, they provide distinct support in either a parliamentary coordination environment or an executive support environment.

As an Administrative Support Officer, you will demonstrate strong organisation and communication skills, with a customer service focus, to support various administrative functions within the Division.

Within the Parliamentary, Audit and Risk Branch, the Officer will support the efficient coordination of ministerial correspondence, parliamentary documentation, submissions, and question time briefs within the Parliamentary Document Management System (PDMS). The role also provides advice and assistance to departmental staff on parliamentary document management processes and requirements.

Within the People Branch, the Officer will provide high level administrative and executive support to the Assistant Secretary, ensuring the effective and efficient operation of the branch. The role manages executive workflows, coordinates priorities and commitments, and serves as a key point of contact for internal and external stakeholders.

The key duties of the position include:

As an Administrative Support Officer, you will be responsible for the following:

• Monitoring and actioning shared mailboxes, answering phone lines and taking relevant messages and actions items, tracking workflows, and flagging urgent or sensitive emails.
• Providing administrative and coordination support, including printing and packaging hard copy meeting packages and briefs for the Executive and Minister’s Officers, and organising meetings and events.
• Assisting with the tracking and quality assurance of correspondence, briefs and submissions, ensuring compliance with departmental standards.
• Preparing correspondence, minutes and other written material.
• Supporting team members to deliver high-quality outcomes in a dynamic environment.
• Managing record keeping processes using departmental systems such as PDMS, in accordance with departmental processes.

In addition, roles within the Parliamentary, Audit and Risk Branch, will also be responsible for:

• Coordinating the tracking, workflow management and quality assurance of parliamentary documents, correspondence, briefs and submissions.
• Assisting with the preparation and distribution of ministerial and parliamentary documentation.
• Monitoring timeframes and ensure compliance with parliamentary document management requirements.
• Providing administrative support for PDMS users, delivering accurate advice, guidance and assistance for moderately complex enquiries.

In addition, roles within the People Branch, will also be responsible for:

• Managing the Assistant Secretary's diary, inbox and workflow priorities.
• Organising and booking travel where required and undertake relevant financial approval processes, under direction.
• Providing additional support for the branch as required, including property needs, support for Committees and coordination of branch events.

Eligibility

Employment at the Department of Education is subject to conditions prescribed within the Public Service Act 1999 including:

• Citizenship: Under section 22(8) of the Public Service Act 1999, employees must be Australian citizens to be employed in the APS unless the Agency delegate has agreed, in writing.
• Security Clearance: This is a designated security assessed position. The successful candidate will have the ability to obtain and maintain the required security clearance.

Notes

Contact Officers:

Cate Leyland

************@education.gov.au

(02) 6240 0***

Bernadette Murphy

***************@education.gov.au

(02) 6240 8***

Getting to know the Department of Education

The Department of Education contributes to Australia's economic prosperity and social wellbeing by creating opportunities and driving better outcomes through access to quality education and learning.A strong early childhood education system built around early learning and child care gives children the best start in life-supporting them to build social and behavioural skills to help prepare them to transition to school.For parents and carers, affordable child care enables them to participate in the workforce, pursue further education or other opportunities to contribute to their community - bolsturing the social wellbeing and economic prosperity of the nation.As children continue their journey through school, access to quality education creates the foundation for a bright future it opens a world of possibilities and equips children and young people with the skills, knowledge, and career advice to prepare them for further work or study to fulfil their dreams.An affordable, and accessible higher education sector allows Australians and international students to pursue their passion in life or reskill for the jobs of the future. A strong higher education and research sector in step with national priority areas provides people with an opportunity to choose a career path that addresses skill shortages or the challenges of the future including, clean energy, advanced manufacturing, health, and education.Through education and learning, we change lives, create opportunities, and support Australia's economic success and social wellbeing.