Administrative Support Officers

Australian Government Department of Education; Canberra; On-site; AUD 85,000 - 91,000; Full time

Job summary

The Australian Government Department of Education is seeking Administrative Support Officers at APS4 level in Canberra. The roles span Parliamentary, Audit and Risk Branch and People Branch, delivering strong administrative and executive support with a focus on coordination and documentation management.

As an Administrative Support Officer, you will demonstrate organisation and communication skills, support ministerial correspondence, and manage executive workflows.

Qualifications

• Strong organisational and communication skills with a customer service focus.
• Experience providing administrative support in a government environment.
• Ability to manage ministerial documents and coordination tasks.

Responsibilities

• Monitoring and actioning shared mailboxes, answering phone lines and tracking actions.
• Providing administrative and coordination support, including assembling meeting packages and organising meetings and events.
• Assisting with the tracking and quality assurance of correspondence, briefs and submissions.
• Preparing correspondence, minutes and other written material.
• Supporting team members to deliver high-quality outcomes in a dynamic environment.
• Managing record keeping processes using PDMS and related systems.

Skills

Organisational skills

Communication skills

Customer service

Tools

PDMS

Job description

About the Department of Education

We contribute to Australia's economic prosperity and social wellbeing by creating opportunities and driving better outcomes through access to quality education and learning.

The Role

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.

Duties and Responsibilities

• 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.

• APS Level 4
• Canberra, ACT
• $84,828 - $90,720

Additional Responsibilities – Parliamentary, Audit and Risk Branch

• 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.

Additional Responsibilities – People Branch

• Managing the Assistant Secretary's diary, inbox and workflow priorities.
• Organising and booking travel where required and undertaking 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

• Citizenship - to be eligible for employment with the Department, you must be an Australian Citizen or, in limited circumstances, in the process of obtaining it.
• Security Clearance - our successful candidate is required to hold, or have the ability to obtain, and maintain a Negative Vetting 1 security clearance.