Administrative Professionals Level 5-6

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1 S E L E C T I O N D O C U M E N T A T I O N Administrative Professionals Level 5-6 ASIS is Australia s overseas secret intelligence collection agency. Its mission is to protect and promote Australia s vital interests through the provision of intelligence services as directed by the Government. Its work can involve collecting intelligence relating to national security, international relations and economic issues. It also contributes to Australia s coordinated national efforts against terrorism, proliferation of weapons of mass destruction, and transnational issues such as people smuggling. ASIS is seeking to place enthusiastic and capable administrative professionals in a number of positions across the Service. We anticipate that vacancies in the following areas may be filled over the coming 12 months from merit lists arising from this recruitment round and as such ask that you indicate which areas you would like to be considered for in your application. General Administrative Officer As an Administrative Officer within the Service, you will play a key role in the administration of a wide-variety of functions. We are seeking administrative professionals who have some experience at delivering high levels of administrative and project support. ASIS administrative employees work as part of a team, have excellent interpersonal skills, sound judgement and the ability to learn and apply their experience to a number of administrative tasks which support the work of the Service. Some of the duties may include: Provide general administrative support and assistance; Provide secretariat support to interagency forums; Provide support and guidance on relevant policy and procedures; Maintain business systems for intelligence production and dissemination; Develop and maintain significant stakeholder relationships; Contribute to corporate planning and reporting processes; reporting to key internal and external stakeholders; Coordinate or draft submissions and briefing, including for Ministers and Cabinet; Undertake project management responsibilities; Mentor and supervise junior level staff; and Develop and implement relevant policies and process documentation. Learning and Development The role of Learning and Development is to develop, organise and deliver a range of learning and development activities, including e-learning. The Learning Development officer is an innovative, resourceful problem solver who enjoys interacting and working with a range of people both internal and external to the organisation. The officer must be able to manage multiple tasks and deal with emerging issues in an efficient and effective manner. This role is an exciting opportunity

2 for a person to work in collaboration with operational and corporate branches and teams to understand their training needs and develop and implement relevant solutions. Some of the duties may include: Work in partnership with Operational and Corporate branches to identify training needs and provide recommendations to support ASIS s operational objectives; Contribute to the design and development of training program (including e-learning); Assist in preparing, maintaining and facilitating quality training materials and related documentation; Contribute to training policies, business processes and systems; Provide quality client service and resolving client issues in an efficient and courteous manner; and Liaise, support and build rapport with trainees and external stakeholders, and maintain effective relationships with management and staff. The following education, qualifications and/or experience will be highly regarded: Experience as a workplace trainer, course facilitator or teacher; Knowledge and experience in the development of training activities; Experience with e-learning software; Certificate IV in training and Assessment and/or higher education qualification in adult education; Excellent verbal and written communication skills; and Program planning and management skills. Records Management As an administrative professional in the Records Management team you will be required to contribute to the delivery of effective records and information management, and policies and procedures for ASIS. Some of the duties may include: Provide support and advice on relevant policy and procedures to clients and stakeholders; Manage records and the archiving, sentencing and disposal of records; Oversight of the records management and safe hand roles; Provide records research assistance to stakeholders; Contribute to the development and management of electronic information management systems; Process external requests for access to ASIS material under the Archives Act; and You may also be called upon to assist with the preparation of items for secure despatch and undertake courier duties delivering items to customers. The following education, qualifications and/or experience will be highly regarded: Relevant tertiary qualifications (or equivalent) in a Records Management discipline e.g. Certificate III in Records Management; Demonstrated experience in records management; and Applicants must hold a current driver s licence.

3 Executive Officer As the Branch Executive Officer you will assist the Branch with various tasks and support functions during the delivery of a major program of work. Your role will include stakeholder engagement and consultation, both within the organisation and across other government agencies, in support of the program and associated projects. You will work within a small team where you will have the opportunity to use your skills in a high-profile, fast-paced environment. Some of the duties may include: Provide secretariat functions for the multiple governance boards, including setting agendas, collating papers and taking minutes; Support facilities requirements (accommodation, IT support, office equipment); Support and facilitate regular assurance reviews across all projects, including various assurance reviews; Provide a helpdesk facility for enquiries/issues/problems, record requests and assign them to program team members and track the requests to resolution; Create and maintain document management systems and keep reference material up to date, including developing and managing document control procedures and naming and filing conventions; and Control the receipt, storage and issue of all program products, and provide broader administrative support, including internal and external engagement with stakeholders. As an Executive Officer, previous secretariat support and strong written and spoken communication skills would be an advantage. EDUCATION / QUALIFICATIONS / EXPERIENCE The following education, qualifications, and/or experience will be highly regarded for all Level 5-6 roles: Demonstrated experience in providing excellent customer service; Demonstrated high level of personal efficiency, effectiveness and organisational skills; A proven track record in teamwork; Demonstrated experience in developing solutions and implementing outcomes; Effective written communication and interpersonal skills; Demonstrated maturity and ability to manage sensitive matter discreetly; and Relevant experience and/or qualifications in any of the advertised sections. SELECTION CRITERIA Supports Strategic Direction Supports shared purpose and direction; Thinks strategically; Harnesses information and opportunities; and Shows judgement, intelligence and common sense.

4 Achieves Results Identifies and uses resources wisely: Applies and builds professional expertise; Responds positively to change; and Takes responsibility for managing work projects to achieve results. Supports Productive Working Relationships Nurtures internal and external relationships; Listens to, understands and recognises the needs of others; Values individual differences and diversity; and Shares learning and supports others. Displays Personal drive and Integrity Demonstrates public service professionalism and probity; Engages with risk and shows personal courage; Commits to action Promotes and adopts a positive and balanced approach to work; and Demonstrates self-awareness and a commitment to personal development. Communicates with Influence Communicates clearly; Listens, understands and adapts to audience; and Negotiates confidently. Job Specific Requirements Demonstrated experience and education relevant to the role. APPLICANT INSTRUCTIONS To apply, complete the online application form. You will be required to provide answers to the questions below and also provide a current resume which includes previous employment and educational qualifications. 1. Of the sections listed in the selection documentation, which sections/s are you applying for, and why? 2. Describe a time when you have used your skills and experience to build internal relationships and deliver a high level of customer service. 3. Describe a time when you had competing priorities and had to plan and coordinate your work to get things done. What did you do? What impact did that have on the way you did things afterwards? TO APPLY, please submit an application ONLINE via the website. For more information and tips on applying for jobs in the Public Service, go to the APSC Website.

5 More information on the ILS can be found at APPLICATIONS CLOSE: Sunday, 19 July 2015 WHAT HAPPENS NEXT? Please do not tell anyone about your application with our organisation at this stage of the process as doing so may harm your suitability for employment with us. You may be contacted via SMS regarding the next stage of the process. A merit list will be established for candidates who are suitable and will remain valid for a period of 12 months. We thank you for the time and effort you have put into your application; however we are unfortunately unable to provide feedback to unsuccessful candidates.

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