Administrative Officer 1 (Level 3) - Border Protection Division

Job Purpose

Under the direction and supervision of the Senior Executive, the incumbent is responsible to:

• To provide research, technological, and administrative support.
• To manage office support systems and resources to ensure the effective and efficient functioning of the office.
• To write correspondence and create reports.

Key Responsibility Areas

Technical/Professional Responsibilities

• Assist with compiling the supplies and material resources of the Branch/Section budget by advising on usage patterns of the various collections, materials and services and their costs.
• Manage the inventory and distribution of office supplies for the Branch/Section.
• Obtain quotations and finalise arrangements for goods and services, including monitoring approval of payments made by the procurement guidelines.
• Manage the documentation system for the Branch/Section by maintaining the document classification, filing, storage and retrieval system and the security of confidential files and documents.
• Support staff in implementing the PMAS by providing forms and copies and ensuring the Executive team completes documentation within the required timeframe.
• Assist with the arrangements and orientation of new staff.
• Assembles and disseminates information to internal and external personnel as required.
• Prepare reports and written materials for presentations, meetings and conferences and respond to routine and other correspondence as directed.
• Reproduce manuscripts and briefs prepared by the Manager/Director, including information dictated accurately and presentable.
• Process incoming and outgoing correspondence according to established procedures, check emails sent to the Branch/Section and bring items that must be dealt with at that level to the Manager/Director.
• Maintain copy files of official correspondence received by email and computer-generated documents.
• Coordinate travel arrangements and prepare itineraries for local and overseas business trips.
• Provide receptionist/telephone services for the Manager/Director.
• Maintain an effective filing system that allows security and speedy retrieval of documents/information by established standards.

Management & Administrative Responsibilities

• Coordinate logistics for meetings hosted by the Manager/Director, including preparing agenda; organising relevant information and documents; securing venue and refreshments; taking minutes at meetings; and reproducing and distributing according to established guidelines.
• Collaborate on heavy calendar management, requiring interaction with internal and external executives, assistants and consultants to coordinate various meetings and routine and special appointments for the Manager/Director advising of matters requiring prompt attention.
• Prioritise and manage multiple projects simultaneously and follow through on issues promptly.

Customer Service Responsibilities

• Maintains customer service principles, standards, and measurements.
• Identifies and incorporates the interests and needs of customers in business process design. 
• Ensures critical success factors are identified and meet expectations.

Other Responsibilities

• Performs all other duties and functions as may be required occasionally.
• May be required to provide witness statements, attend court proceedings, and give evidence.
• Complies with Health & Safety Policies & Procedures.

Required Competencies

Core

• Sophisticated telephone skills, positive energy, and attention to detail.
• Expert level written and verbal communication skills.
• Excellent calendar management skills, including the coordination of complex executive meetings.
• High levels of integrity, professionalism, ethics, and ability to maintain confidentiality.
• Strong decision-making skills
• Strong customer orientation skills
• Strong initiative and resourcefulness skills
• Strong time management and organisation skills.
• Ability to interact with staff at all levels in a fast-paced environment.
• Ability to work independently with little or no supervision.

Technical

• Highly proficient in relevant computer applications and Microsoft Office Suites.
• Experience assisting management with the creation of report presentations.
• Experience scheduling travel arrangements for management.

Minimum Required Education and Experience

• Certified Administrative Professional designation 

                                            OR

• Completion of Certificate in Administrative Management (Level 2) (MIND).
• At least one (1) year of administrative experience.
• Training in records management and exposure to office management and procurement procedures.

Special Conditions Associated with The Job

• Work will be conducted in offices with standard equipment and specialised software.
• Involves working in a fast-paced environment with ongoing interactions with critical stakeholders.
• Spends extensive hours in front of the computer screen.
• Handles all telephone calls to the Executive’s office.
• Attends meetings off-site from time to time.