Job Description Executive Assistant APS 5 – Multiple positions Job Reference 2025/765 Classification APS 5 - $84, 794 – $ 93,020 per annum plus 15.4% superannuation (pro-rated for part-time hours) Division Various Branch Various Section Executive Location Canberra Employment status Both Ongoing (permanent) and Non-ongoing (temporary) Hours Full-time or Part-time Office arrangement Flexible working arrangements, including hybrid office/home attendance may be considered based on operational requirements. Security clearance Baseline Vetting Contact Bronwyn Hill (02 6268 9711 or DCCEEW@chandlermacleod.com ) Who we are The role of the Department is to lead Australia's response to climate change and sustainable energy use, and protect our environment, heritage and water. Our vision is an Australia that is prosperous because it is sustainable, with community and Country at the heart of our actions. We provide innovative and expert advice to the Australian Government grounded in science and evidence. We develop policy, deliver programs, manage assets, administer legislation, and regulate. We work collaboratively and in partnership with First Nations Peoples, communities, regions, industry, states and territories, other government departments and international partners to achieve outcomes for the environment, the economy, and all Australians. The work we do today, matters for tomorrow. Read more about the work we do on our website . There are multiple vacancies for Executive Assistants across several divisions and this job advertisement will be used to fill immediate and future vacancies. The key duties of the position will vary depending on the specialist area of the role. Who we are looking for Are you someone with solid admin skills looking for a great job in a senior executive’s office? Do you have: good time management and organisational skills? good verbal and written communication skills? good digital literacy? Do you like: being busy? helping people? doing lots of different things, sometimes all at once? And are you: a team player? a problem solver? able to work independently under limited direction? able to connect with and influence others to get things done? proactive and willing to learn new skills? If your answer is yes to any, many or all of these questions, then we would welcome an application from you! Job overview A DCCEEW APS Level 5 Executive Assistant (EA) performs complex administrative work in a Division Head’s office. They exercise discretion, judgement, and maintain confidentiality in a position of trust. Division Heads rely on their EAs to anticipate business needs, rearrange priorities, and manage business flows through their office effectively so their work is delivered on time. EAs work under limited direction and are influential, adaptable, and agile. EAs also work collaboratively with other EAs across the department to ensure the senior executives are well supported. EAs have a wide range of duties which may include: Present as the first point of contact for business in the Division Head’s office: Monitor emails and respond to phone calls. Prepare responses to routine and moderately complex enquiries. Coordinate divisional responses and provide a document QA function. Track ministerial workflows. Track and follow-up on information to ensure deadlines are met. Manage finances: Arrange travel and acquit expenses. Track the Division Head’s expenses and reconcile financial statements. Organise and manage meetings, briefings, and events: Arrange meeting papers, minutes, reports, and briefs. Arrange meeting rooms. Arrange sustenance for meeting attendees. Represent their Division Head and develop and maintain professional networks with stakeholders. Mentor, coach and guide less experienced EAs across the department. Provide administrative support to the division executive group. What we are looking for Knowledge and experience Demonstrated e xperience working in a senior manager’s office in the public or private sectors is highly desirabl e . Good knowledge of the Microsoft Office suite of applications (Outlook, Word, Excel, PowerPoint) or the ability to learn these quickly. Skills and capabilities Ability to achieve results by showing initiative, agility, and adaptability in a fast-paced environment. Ability to communicate effectively and be influential by delivering information clearly in a variety of formats. Ability to collaborate across teams by using great interpersonal skills that enable you to speak up and engage with senior leaders and a broad range of stakeholders. Ability to think ahead by scanning current and emerging priorities, anticipating, and identifying the criticality of tasks, and managing outcomes appropriately. E xercise discretion by using good judgement and maintaining confidentiality. Eligibility and other requirements Citizenship - t o be eligible for employment with the Department of Climate Change, Energy, the Environment and Water you must be an Australian citizen. Security Clearance - this position requires a minimum of a Baseline Vetting security clearance. You will be required to obtain and maintain a clearance at this level. Pre-employment checks - your s uitability for employment will be assessed through a pre-employment screening process. This process includes a requirement to undergo and satisfy a National Police Check, referee checks, character clearance and where required a pre-employment medical assessment, specified mandatory qualification(s) validation and a probation period. RecruitAbility RecruitAbility applies to this vacancy. Under the RecruitAbility scheme your application will progress for further assessment if you declare you have a disability, choose to apply under the scheme, and meet the minimum requirements for the position (listed under What we are looking for). For more information about RecruitAbility see the APSC website. Don’t meet all the role requirements? At DCCEEW, we are dedicated to building a diverse and inclusive workforce and seek to recruit staff with a wide range of backgrounds, skill levels, disciplines and working styles. If this role resonates with you and you’re excited about making an impact, but your past experience doesn’t align perfectly, we encourage you to apply anyway. How to apply Apply for this role by submitting your application through our online recruitment system (eRecruit) located at the Department of Climate Change, Energy, the Environment and Water (DCCEEW) People and Jobs. Applications sent via email cannot be accepted. Please note: Your email is our primary method of contacting you - please make sure the email address you provide us is correct, current and accessible. We strongly recommend that you use a personal email address rather than your work email address to ensure you don’t miss updates and invitations to participate in the assessment process. Please also regularly check your junk or spam folders. Your application Applicants are required to submit: A current CV/resume; Referee contact details (name, position, phone number and email) - one being your current (or most recent) supervisor; and the second being a professional referee . A statement of claim s : The Australian Public Service Commission has produced an excellent guide to applying for jobs in the Australian Public Service. You can access this information at APSCs Cracking the Code . Statement of claims Applicants are required to submit a statement of claims ( 500 words maximum ) demonstrating why you are interested in this position and why you believe that you have the skills, capabilities, knowledge and experience to be considered for this role. Address the key points set out above in the What we are looking for section. Provide examples from your current or past role(s) which demonstrate how you meet each of the key areas or points. You should focus on how your experience, achievements and capabilities will enable you to successfully undertake the responsibilities of the role(s). Closing Date Applications close at 11:00 pm (AEST/AEDT) on 13 April 2025 Contacts If you have questions about this opportunity, please reach out to the contact officer Bronwyn Hill (02 6268 9711 or DCCEEW@chandlermacleod.com). If you experience issues with your online application, please email the SES Unit : SES.Unit@dcceew.gov.au 1
