Australian High Commission
United Kingdom

Passports Officer, LE3 - Part - Time, DFAT

Contract: Fixed Term Contract (12 months)

Part-Time: 21 hours (approximately 3 days per week)

Starting Salary: £28,340 pro rata + competitive benefits


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

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 (NVL1) and must therefore be a citizen of Australia.

About the Australian Passports Office, London  

The Passports Office at the Australian High Commission, London is a busy processing environment, providing passports services to Australian citizens in the UK.   In accordance with the Australian Passport Act and the guidelines contained in the Online Passports Information (OPI) and the Consular Operations Handbook, and under the direction of the Passports Manager.


About the position

As a team member, assist with passport processing functions utilising the Australian Government specific passports operating systems, and delivering high quality outcomes for clients by providing a prompt, efficient and professional service.


The key responsibilities of this position include, but are not limited to:

  • Process applications for new and replacement Australian travel documents including:
  • Interview applicants and respond to counter enquiries.  Receipt payments for travel documents and complete daily financial reconciliations.
  • Prepare documentation, scanning, verifying data, and cropping photographs                 
  • Print, laminate, writing to the biometric chip, perform quality assurance checks and despatch the personalised travel document
  • Respond to telephone and written enquiries from applicants and members of the public
  • Assist to contribute to comments on draft policies and procedures proposed by Canberra regarding relevant overseas passport operations
  • Contribute to the administration of the passport office, including monitoring/ordering stationery and shipping supplies, paying bills, performing stocktakes, maintenance of equipment



  • Ability to obtain and enact knowledge of legislation and policy related to the issuing of passports:
  • Passports Act and associated Minister’s Determinations
  • Passport policy manual (OPI)
  • Consular Operations and Policy Handbooks
  • Privacy Act
  • Family Law Act, as it relates to parental responsibility
  • Financial Management Manual (collection of public monies and accountable documents)
  • UK passport policy (HMPO)
  • UK immigration procedures (UKVI), including the deportation and removal process
  • European/Middle East and African entry and visa procedures as they relate to Australian passports


  • Detailed end-to-end knowledge of overseas passport operations in order to provide advice to the public and overseas posts an advantage
  • Excellent communication and customer service skills
  • Specialised passport interview skills to deal with all types of applications, ranging from routine to very complex and sensitive, including fraudulent applications
  • Decision making skills and judgement
  • Ability to perform facial recognition tasks, in person and electronically
  • Coordination and logistical skills to coordinate workflow
  • Technical skills to operate and maintain expensive custom-built machinery, both computer-controlled and manually operated, and to provide technical advice to other users
  • Knowledge of Australian, UK and foreign identity and vital record documents, and related fraud issues.



In your written statements, you must include relevant but succinct, high-level examples that support your claims against the role.


A. Well-developed planning and organisational skills to manage multiple administrative tasks and priorities in a high volume, client-focussed environment in order to achieve required outcomes.


B. Proven decision-making skills, and the ability to exercise good judgement and apply legislation and policies to meet strict benchmarks and timelines in a busy office environment.


C. Well-developed communication, interviewing and liaison skills including the ability to communicate empathically, clearly and simply with people from diverse backgrounds both in person, over the phone and in writing.


D. Ability to work effectively with other team members in a busy, processing environment by demonstrating flexibility, reliability, adaptability, initiative and resourcefulness.


E. An aptitude for IT-based and technical work processes, including experience using Microsoft Office products, particularly MS Word and Excel.


How to Apply

Applications close at midnight (GMT) on 25th April, 2017

Applications must be submitted to

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:

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.

Referee reports will only be requested for candidates who are shortlisted.  Incomplete or late applications will not be considered.

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,