APS4 - Ministerial Service Officers, Government & Business Services

Department of Infrastructure, Transport, Regional Development, Communications, Sport and the Arts; Canberra; Presencial; AUD 70.000 - 90.000; Jornada completa

Descripción de la vacante

Department of Infrastructure, Transport, Regional Development, Communications, Sport and the Arts is seeking an APS4 Ministerial Services officer to support the ministerial workflow process, provide guidance on documents, and manage a daily courier function across seven offices. You will work with a small team to ensure timely, secure handling of briefs, submissions, and correspondence.

The role requires alignment with APS standards, ability to engage with stakeholders, and capacity to operate

Formación

• Supporting strategic direction – linking goals to operational tasks. Demonstrating judgment and common-sense, problem-solving, and contributing to work improvements.
• Achieving results – manage resources, respond to change, deliverables, monitor progress, quality.
• Supporting productive working relationships – building positive relationships, actively listening, valuing diverse perspectives and inclusivity.
• Displaying personal drive and integrity – professionalism, integrity, following APS values, resilience under pressure, ongoing development.
• Communicating with influence – clear, audience-appropriate communication.

Responsabilidades

• Process ministerial correspondence in accordance with ministerial and departmental requirements.
• Exercise discretion and judgement, including actioning tasks within established work practices and priorities, and identifying matters for escalation.
• Provide courier services to the ministers’ offices and secure handling of documents and the department’s courier fleet car.
• Provide information and advice to stakeholders under direction.
• Provide helpdesk services through the group mailbox and phone hotline.
• Assist with review and implementation of improvements to systems and processes, and preparation and maintenance of guidelines and information for staff.
• Build positive relationships with internal and external stakeholders.

Descripción del empleo

The opportunity we have available Operating in a dynamic and complex environment, the Government and Business Services Branch is a trusted, client-focused branch which enables the department to support Ministers’ Offices through fit-for-purpose services and expert advice to support ministers and the department to make informed decisions and satisfy ministerial and parliamentary obligations. It is a respectful, inclusive and enjoyable place to work and grow. There are several expected opportunities in our Ministerial Services and Cabinet Section. The Ministerial Services team leads and is responsible for the delivery of the ministerial workflow process and provides advice to the department and agencies on ministerial business processes and documents such submissions, briefs, and correspondence. The team manages workflows via PDMS+ ensuring documented procedures are followed and provides a daily courier service to ministers’ offices.

What you will do

The Ministerial Services team provides support on all aspects of the ministerial workflow process and provides advice to the department and agencies on ministerial business processes and documents such submissions, briefs, and correspondence. The team manages workflows via PDMS+ ensuring documented procedures are followed and performs a quality check ensuring business documents meet ministerial preferences. The team supports departmental staff by ensuring accurate and current instructions, guidance and templates are available in PDMS+, which is the real-time, secure whole of Australian government parliamentary document management system to support the end-to-end ministerial business process. The team also manages a daily courier function to each of the seven offices. Ministerial Services is a small team consisting of one EL1, one/two APS6, two APS5 and two APS4 officers. The APS4 Ministerial Services position has a varied and dynamic role, with the following key duties to:

• Process ministerial correspondence in accordance with ministerial and departmental requirements
• Exercise discretion and judgement, including the ability to action tasks within established work practices and priorities, and identifying matters for escalation
• Provide courier services to the ministers’ offices and the safe and secure handing of documents and other items, including the department’s courier fleet car and operate it in accordance with protocols
• Provide information and advice to stakeholders under direction
• Provide helpdesk services through the group mailbox and phone hotline
• Assist with the review and implementation of improvements to systems and processes, and preparation and maintenance of guidelines and information for staff
• Building positive relationships with internal and external stakeholders

Inherent requirements for the role

The inherent requirements for this role include demonstrated capability against the APS4 Work level standards and:

• Supporting strategic direction – Supporting shared purpose and direction by linking goals to operational tasks. Demonstrating judgment and common-sense, problem-solving, and contributing to work improvements.
• Achieving results – Effectively manage resources by reviewing performance, responding positively and flexibly to change, taking responsibility for deliverables, monitoring progress, adjusting plans, committing to quality, and seeking feedback to improve outcomes.
• Supporting productive working relationships – Building and maintaining positive relationships with team members and stakeholders. Actively listening, valuing diverse perspectives and working styles, and fostering respect and inclusivity.
• Displaying personal drive and integrity – Demonstrating professionalism and integrity by following APS and departmental values, identifying risks, and effectively representing the Department. Taking responsibility for deliverables, maintaining resilience under pressure, and committing to continuous personal development.
• Communicating with influence – Communicating confidently and clearly by focussing on key points, actively listening and adapting communication to the relevant audience.

Desirable requirements

Desirable requirements include experience in using relevant information management systems such as the Parliamentary Document Management System (PDMS+), or the ability to quickly learn use of these systems.

Cultural capability requirement

• Demonstrate a sound understanding of Aboriginal and/or Torres Strait Islander histories and contemporary issues.
• Communicate sensitively and effectively in day-to-day interactions.
• Actively seek cultural advice when needed and applies learnings to improve work practices.