We are the Office of the Commonwealth Ombudsman, National Student Ombudsman and ACT Ombudsman (the Office). The Office safeguards the community in its dealings with the Australian Government, some private sector organisations and higher education providers. The Office primarily does this by handling complaints, conducting investigations, performing audits and inspections, making recommendations and encouraging good administration. For more information about who we are and what we do, please visit our website. We're looking to fill several Executive Assistant vacancies at the APS 4 and APS5 classifications, as well as a Senior Executive Assistant at the APS 6 classification. These roles will support a number of executive members, including the Commonwealth Ombudsman and First Assistant Ombudsman. The successful candidates will be self-starters with good judgement, advanced organisational, interpersonal and communication skills. You will have great attention to detail and have a proven ability to adapt to competing priorities in a fast-paced environment. You will be working in a sensitive environment and therefore will show discretion, judgement and maintain confidentiality. Full and part time roles are available. Operational needs will often require you to work part of the week in your local office with flexibility requests considered on a case-by-case basis. The key duties of the position include Under limited direction, all Executive Assistants will: Provide administrative and office support to the leadership team, including inbox and calendar management, travel arrangements and minute taking. Undertake a range of administrative tasks including the management of and responding to correspondence, enquiries and requests. Work closely with your branch to provide general administrative support including onboarding of new staff, escorting visitors, stationery orders and mail services. Organise and prepare for meetings, including collation and dissemination of materials, drafting agendas, correspondence, talking points, briefs and other communications. Develop and manage relationships with internal and external stakeholders, acting as the main point of contact between them and the executive. Provide support to other Executives and Executive Assistants where required Other duties as directed by your assigned executive As an APS5 , in addition to the above, you will be required to support the 2 executive members of the National Student Ombudsman who work in different locations. You will be required to assist the First Assistant Ombudsman to plan and execute a significant program of stakeholder engagement by ensuring meetings are scheduled well in advance, materials are collated and disseminated, and action items are collected and addressed. Your experience means you have high attention to detail, can manage conflicting priorities, engage with colleagues and executive members across a distributed network and well work well under pressure. You will take a lead role in proactively supporting the National Student Ombudsman executive and leadership team and represent the office with professionalism. As an APS6 Senior Executive Assistant, you will be required to lead and coordinate the Executive Assistant team. As the individual supporting the Commonwealth Ombudsman, you will take a lead role in: Oversight and planning of the Ombudsman' diary, providing administrative support to make best use of their time. Oversee the day-to-day operations of the executive support team, ensuring efficiency in workflow, processes and administrative functions. Provide Secretariat duties including drafting agendas, minutes, actions and commissioning of papers as required. Act as the main point of contact and liaison for the office. Establishing, promoting and managing positive and productive relationships with external stakeholders. Manage minor procurements, invoice processing and acquittals. Support the Executive in building organisational culture in line with the APS values.
