Executive Assistant (Naval Coordination), PN 7108 - maternity cover

Australian Defence Staff, London (ADS-L)

 

 

Contract: Maternity cover (up to 12 months)
Full-time: 36.75 hours per week
Security Assessment: Negative Vetting Level 1 (Australian National)
Starting salary: £32,379 per annum, pro rata

Anticipated start date: 1 September 2015

 

Applications are sought from persons interested in employment at the Australian High Commission in London as Locally-Engaged Staff.
 

Please note: It is a condition of this appointment that any candidates applying for this position must be able to obtain and maintain an Australian National Security Clearance to Negative Vetting Level 1 (Secret), and must therefore be an Australian Citizen. It is desirable, but not essential, for applicants to already hold a current Australian National Security Clearance.

 

About the Department of Defence

The Australian Defence Force (ADF) is constituted under the Defence Act 1903, and its mission is to defend Australia and its national interests. In fulfilling this mission, Defence serves the Government of the day and is accountable to the Commonwealth Parliament which represents the Australian people to efficiently and effectively carry out the Government's defence policy.

The primary role of Defence is to defend Australia against armed attack. Australia's defence policy is founded on the principle of self-reliance in the direct defence of Australia, but with a capacity to do more where there are shared interests with partners and allies.
To support those goals the role of the Australian Defence Staff London is to:

• Support the Australian High Commissioner in conducting engagement with the United Kingdom, and represent the Government of Australia on Defence matters;
• Support the Secretary, Chief of Defence, and their Group Heads in achieving their engagement objectives with the United Kingdom
• Look after our people in the United Kingdom.

 

About the Position

The Executive Assistant (Naval Coordination) is one of four members of the Executive Assistant team within the restricted area of the Australian Defence Staff London responsible for providing administrative support to Defence staff outcomes. The Chief of Staff provides coordination for the Executive Assistant team.

Key responsibilities of the position include but are not limited to:

• Provide executive support to manage diary appointments, organise meetings and conferences, receive and escort visitors and prepare and respond to invitations
• Manage travel (to include for overseas visitors if directed), submit movement requisitions, confirm required bookings for mode of travel and accommodation, compile itineraries
• Maintain financial records including formulate bids and track phasings and reconcile travel commitments
• Reconcile monthly summary of expenditure
• Assist with maintenance of the Representational Allowance Log (if required)
• Coordinate functions, obtain quotes for and co-ordinate representation functions which may include annual/quarterly Defence receptions/functions and ordering of goods from diplomatic suppliers
• Coordinate functions, obtain quotes for and co-ordinate representation functions which may include annual/quarterly Defence receptions/functions and ordering of goods from diplomatic suppliers
• Support Navy Senior Officer visits, coordinating with respective staff
• Act as first point of contact for all Navy out-posted personnel, in regard to their welfare, including official travel, leave, TCD requests, AB644
• Support Navy with lateral recruitment, coordinating interviews and correspondence
• Support Navy with their engagement duties associated with the membership of Attaché Associations, including assistance with banking, correspondence, and functions
• Respond to routine enquiries, initiating routine correspondence and interfacing with common services and Defence Administration staff as required.
• Provide input into the Navy Monthly Report of Activities by week two of each month
• Establish and maintain a network of relationships at the appropriate level in the UK (and Europe as required) in organisations as directed by the relevant Service Adviser / Counsellor, including, MoD Front Office Staff, Foreign Liaison Service, other Embassies and Missions, Defence-related industries, Charities and Trusts
• Maintain a database of contacts including biographies for principal contacts.

Research and Analysis:

• Research issues and compile information using a variety of media, present findings/data in a report or verbally as directed. Appraise/analyse information and produce relevant reports or summaries and attend conferences/meetings as directed and write up summary reports
• Complete other broader Defence tasks including, event coordination, project management, industry liaison and representational support.

Ceremonial:

 • Management of Ceremonial events including but not limited to ANZAC Day, Remembrance Day, Senior Government visits and Department of Veteran Affairs Missions through:

 - Liaison with the onsite contracted facility management staff of the Australian War Memorial at Hyde Park Corner
 - Work within prescribed budgets
 - Identify and coordinate personnel and other resource requirements
 - Update associated documentation and event plans
 - Provide SME advice to public and Defence ceremonial enquiries.

Projects:

• Act as the Work Group Coordinator and Workplace Trainer for Objective for the DPN (Defence Protected Network) and DSN (Defence Secret Network) IT systems.
• Provide SME guidance in relation to record management within the Objective environment including:

 - WG hierarchy and structure
 - Use of templates
 - Process change
 - Reduction of duplication.

 

Qualifications/Experience

• IT knowledge and skills including Microsoft Office, Objective and Access databases
• Knowledge of Freedom of Information regulations.
• Knowledge of UK and Australian administrative, finance, military and ceremonial rules and regulations and guides.
• Political knowledge, awareness and sensitivity particularly when dealing with events attended by a number of different nations.
• Detailed London and UK knowledge desirable
• Experience in day to day office administration and administration, project development and implementation, time-management, work prioritisation, event management, interpersonal, relationship/rapport building and communication (including presentation) skills and research.
• The ability to provide support to multiple service branches, including multiple ADF advisers based across multiple sites
• Experience in event management
• Experience managing multiple budgets and risks.

 

Selection Criteria

A. Experience in day to day office administration, project development and implementation, time-management and work prioritisation

B. Excellent interpersonal, relationship/rapport building and communication skills (written and oral) including the delivery of presentations and conduct of research for reporting

C. Sound IT knowledge and skills including Microsoft Office, Objective and Access databases that will easily translate to the DPN and DSN IT Systems

D. Understanding of the Australian Defence Organisation (ADO) including the Australian Defence Force (ADF), in particular the Royal Australian Navy (RAN), and enabling organisations like the Capability Acquisition and Sustainability Group and the role of the Australian Defence Staff in London.

E. Experience in event management including Protocol and political/cultural awareness, particularly when dealing with events attended by a number of different nations of military and civilian seniority.

F. Experience in financial governance (including advice to the Delegate), formulation of bids and management of multiple budgets, phasing of expenditure and risks.

 

 

How to Apply

Applications close at 9:00 am (BST) on Thursday 2 July 2015.

Late, incomplete and/or ineligible applications will not be considered for engagement.

Candidates interested in this position must submit a complete application, including the following documents as separate attachments:

1. UK-Based Application Form (including an address to the each of the selection criteria);
2. Your current CV.
3. The Diversity and Equal Opportunities Monitoring Questionnaire.

Applications are to be submitted to: [email protected]

 

Please note: the Diversity and Equal Opportunities Monitoring Questionnaire will not be passed to the selection committee for this role. It will be held confidentially by the Human Resources Department for statistical monitoring purposes only. You may submit this attachment in a separate email if you wish, to [email protected].

Note: Please check that your application form has been completed in full upon submission. In some circumstances application forms can come through blank and require resending.