Administration Officer

Posted 17 November 2023
Salary$43 per hour
Job type Casual
DisciplinePersonal/Executive Assistant

Job description

Our government client is seeking an experienced Administration Officer for an initial temporary casual contract located in their Kensington office. An initial 5-month casual contract will be offered to the successful applicant with a strong likelihood of going on a fixed-term contract direct with the client, and/or permanency.  
Title: Administration Officer 
Location: Kensington, WA  
Rate: $43 per hour plus Super 
Duration: Initial 5-month casual contract with likelihood of fixed-term and/or permanency 
Hours: Full-time – 37.5 hours  
Role Purpose 
The Administration officer provides broad administrative support to one or more Senior Manager and/or a function, program, team, site or facility. 
Key Duties 
Issues Management 
Provide practical support to the Director(s) on dealing with issues and interactions with key stakeholders and external parties 
Ensure prioritised issues for the Director(s) attention are effectively managed 
Prepare and review correspondence and reports that deal with routine matters 
Monitor and follow up on issues that need to be drawn to the Director’s attention in a timely manner 
Assist the Business Unit EO or EA to coordinate material needed for reviews, reports or to respond to information requests 
Manage or contribute to administrative projects or issues as necessary (e.g. scholarship program, visiting scientists, publication records) 
Coordinate internal and external meetings or other events, including booking rooms, resources, travel, transport, equipment and catering 
Prepare meeting minutes and initiate follow‐up action 
Provide general administrative support for program, group and team activities 
Establish and maintain electronic document management systems in accordance with the department’s record management standards 
Maintain registers/logs related to specific operational requirements relevant to the Business Unit’s operations 
Draft routine responses and correspondence, and monitor follow‐up actions 
Develop and maintain functional networks to facilitate effective Business Unit operations 
Prepare or assist in the preparation of technical documents and presentation material 
Diary Management 
Assist the Director(s) to manage email, prioritise tasks and meet deadlines 
Resolve conflicting appointments and deadlines 
Assist in or coordinate domestic and international travel arrangements for the Director(s) and other program/function/site staff as required 
Acquit travel expenses, and reconcile credit card statements, process payments, and raise invoices as required. 
Office Efficiency 
Maintain office supplies and equipment for the site/office/unit 
Maintain (site) vehicle pool by scheduling maintenance, record usage for charge‐back journals, and managing bookings. 
Coordinate HSE matters (e.g. safety contacts) on behalf of the Director(s) 
  1. Demonstrated experience in providing secretarial or administrative support to a line manager and/or team in a fast paced and complex environment.
  2. Demonstratedproficiency in Microsoft applications including Word, Excel, Access, PowerPoint, Outlook, Project; and in using TRIM, SAP, ePublish and SERKO to manage workflow processes and on‐line transactions.
  3. Demonstrated ability to work effectively in a team, positively contributing to the team environment.
  4. Demonstrated ability to clearly convey information and ideas, and establish effective interpersonal relationships with a wide variety of people
  5. Strong organisational skills, able to prioritise demands, and escalate issues when required
  6. Demonstrated ability to professionally handle sensitive and confidential information, and use appropriate judgment and discretion.
  7. Ability to work with minimal direction, and show initiative and adaptability when managing competing demands.
  8. Ability to quickly adapt to technological, structural and procedural changes and maintain professionalism and flexibility.
Minimum 2 years administration experience required 
Able to obtain a clean National Police Clearance (dated within last 3 months) 
If you would like to be submitted for the role, please APPLY NOW with an updated resume in Word format or email for more information.  

DFP welcomes applications from Aboriginal and Torres Strait Islander people, people with diverse cultural and linguistic backgrounds and people with disability. In addition, DFP will provide reasonable adjustments for individuals with disability throughout the recruitment process. If you identify as a person with disability and require adjustments to the application, recruitment, selection and/or assessment process, please advise via or 1300 337 000 and indicate your preferred method of communication (email, phone, text) so we can keep in touch and meet your accessibility needs.