Secretariat Officer

Australian Department of Veterans' Affairs; Canberra; On-site; AUD 70,000 - 95,000; Full time

Job summary

The Australian Department of Veterans' Affairs in Canberra is seeking a Secretariat Officer to support the International and Stakeholder Relations team. You will coordinate papers, prepare meeting materials and manage action items for high-profile forums and committees.

The role requires clear communication, attention to detail and the ability to manage competing priorities while working with internal and external stakeholders to deliver timely secretariat services.

Responsibilities

• Provide secretariat and administrative support for committees, consultative forums, stakeholder meetings and related events.
• Coordinate meeting arrangements, including scheduling, invitations, room bookings, ICT support, agendas, meeting packs and other materials.
• Support the preparation and maintain core secretariat products, including agendas, minutes, records of meeting, action item registers, forward work plans and meeting documentation.
• Liaise professionally with internal and external stakeholders to coordinate papers, follow up actions, respond to enquiries and support timely delivery of meeting requirements.
• Assist with the planning and administration of international visits, travel, events and stakeholder engagement activities.
• Prepare clear written material, correspondence, briefs and reports under guidance, ensuring accuracy, consistency and attention to detail.
• Manage records, shared mailboxes, task trackers and administrative processes in line with departmental requirements.
• Support continuous improvement by contributing to procedures, checklists, templates and practical ways to improve secretariat processes.
• Work collaboratively with team members and other areas of the section to manage competing priorities and deliver shared outcomes.
• Demonstrate sound judgement, taking responsibility for allocated tasks, communicating clearly, building productive working relationships and contributing to a positive team culture.
• Conduct other duties as required.

Job description

Australian Department of Veterans' Affairs - Canberra ACT

Are you an organised, practical and people-focused professional who enjoys supporting high-profile meetings, forums and stakeholder engagement? As a Secretariat Officer in the International and Stakeholder Relations team, you will help deliver important forums and engagement activities across government, the department, international partners and the veteran community.

The International and Stakeholder Relations Section oversees the coordination, planning, secretariat support and delivery of a range of high-profile external forums and committees. This includes supporting the Commission and Partnership Forums, The National Consultation Framework forums, Defence-DVA partnership forums and the interjurisdictional Veterans' Ministerial Council and the Commonwealth, State and Territory Committee. The section also manages international visits to the department, international travel for the Minister, Secretary and departmental SES and the departments involvement in bilateral and multilateral international discussions and forums.

This role is suited to someone who communicates clearly, has strong attention to detail and can manage competing priorities while working collaboratively with others. You will contribute to the smooth delivery of meetings, events and secretariat processes by coordinating papers, preparing meeting materials, following up action items and supporting stakeholders to build productive working relationships.

The key duties of the position include:

• Provide secretariat and administrative support for committees, consultative forums, stakeholder meetings and related events.
• Coordinate meeting arrangements, including scheduling, invitations, room bookings, ICT support, agendas, meeting packs and other materials.
• Support the preparation and maintain core secretariat products, including agendas, minutes, records of meeting, action item registers, forward work plans and meeting documentation.
• Liaise professionally with internal and external stakeholders to coordinate papers, follow up actions, respond to enquiries and support timely delivery of meeting requirements.
• Assist with the planning and administration of international visits, travel, events and stakeholder engagement activities.
• Prepare clear written material, correspondence, briefs and reports under guidance, ensuring accuracy, consistency and attention to detail.
• Manage records, shared mailboxes, task trackers and administrative processes in line with departmental requirements.
• Support continuous improvement by contributing to procedures, checklists, templates and practical ways to improve secretariat processes.
• Work collaboratively with team members and other areas of the section to manage competing priorities and deliver shared outcomes.
• Demonstrate sound judgement, taking responsibility for allocated tasks, communicating clearly, building productive working relationships and contributing to a positive team culture.
• Conduct other duties as required.

Eligibility

• Under section 22(8) of the Public Service Act 1999, employees must be Australian citizens to be employed in the Australian Public Service (APS).
• Any successful candidate external to DVA offered employment will be required to undergo pre-engagement screening checks, even if they currently have a security clearance. The screening checks are conducted in accordance with the Australian Government Protective Security Policy Framework requirements.
• Any successful candidate will be required to obtain and/or maintain, a Baseline Vetting (AGSVA) security clearance as a minimum.

Notes

This recruitment process may be used to fill ongoing and/or non-ongoing position/s. For more information about the role, please see the Candidate Information Pack.

A merit pool of suitable applicants may be created which may be used to fill future ongoing and non-ongoing vacancies should they become available over the next 18 months.

Successful applicants engaged into the APS will be subject to a probation period.

We welcome people with diverse skills, experiences and perspectives. DVA is committed to building a workforce that reflects the community we serve and encourages applications from:

• Veterans and former Australian Defence Force members, whose skills and experience are highly valued across the APS
• Aboriginal and Torres Strait Islander peoples
• People with disability
• People who identify as LGBTQIA+
• People from culturally and linguistically diverse backgrounds

We are a Veteran Employer of Choice! This means you benefit from a workplace actively supporting veterans and families of veterans - one that understands and values military experience. You're joining an organisation publicly recognised for its commitment to fostering veteran-friendly employment pathways and long-term career success.

Getting to know the Department of Veterans' Affairs

The Department of Veterans' Affairs (DVA) exists to fulfil the nation's duty to support our serving and ex-serving Australian Defence Force members and their families. We do this through programs of care, compensation, commemoration, income and Defence support services. Our aim is to enhance self-sufficiency, quality of life, financial wellbeing and community recognition for those we support.DVA is both a policy and service delivery agency. We have strong relationships with Australian ex-service organisations, Federal and State Government agencies and the veteran community.DVA's vision is to honour veterans, and empower them and their families to continue life after service, within a society that understands and values their military service and their ongoing contribution to the community.