Job Description Form

Administrative Support OfficerPosition DetailsPosition Number: Generic

Classification: Level 3

Award / Agreement: PSA 1992 / PSGOCSAGA 2017

Organisational Unit: Office of the Director General / Ministerial Liaison Unit

Location: Perth Metropolitan Area

Classification Evaluation Date: 03 August 2018

JDF Review Date: 03 August 2018

Reporting RelationshipsThis position reports to:

Ministerial Services Director, Level 8

Positions Under Direct Supervision:

This position has no subordinates.

__________________________________________________________________________Administrative Support Officer, TBA, Level 3

Page 1 of 5

People, Place, Home

People, Place, Home

About the Department

The Department of Communities’ mandate is fundamentally about providing pathways to individual, family and community wellbeing. The Department’s direction centres on building safe, strong, secure and inclusive communities that empower individuals and families across Western Australia to lead fulfilling lives.

The Department’s functions and services include disability services; child protection and family support; social and affordable housing; youth justice; community initiatives and remote regional services reform.

The Department provides the opportunity to implement client centred services within a single outcome based framework across community services in Western Australia. This framework also provides for a specific focus on delivering integrated, place based services, recognising that community and individual needs vary significantly between metropolitan and regional communities.

The Department promotes diversity and embraces a high standard of equal opportunity, health and safety, and ethical practice. All employees are required to comply with relevant safety procedures/guidelines and equal opportunity principles at all times.

Role StatementThe Administrative Officer is responsible for providing administrative support to the Ministerial Services Director. This will include the provision of a high quality service assisting with the research and investigation of issues, completion of tasks and assistance with the completion of special projects.

__________________________________________________________________________Administrative Support Officer, TBA, Level 3

Page 2 of 5

People, Place, Home

Duties and Responsibilities

1. Administration and Support

1.1Undertake administrative, secretarial, research and project work individually or as part of the team

1.2Provide administrative support to the Executive Director and the Ministerial Services Director

1.3Arrange meetings, organise agenda, act as a minute secretary and distributes minutes

1.4Draft responses to queries, letters, emails and the like

1.5Maintain records of correspondence and follow up responses and liaise with appropriate staff as required

1.6Coordinate and provide administrative support to the Ministerial Services Director

1.7Clarify and resolve problems by conducting research, considering options and discussion with relevant stakeholders

1.8Manage databases, enter and retrieve information as required by the Ministerial Services Director

1.9Assist the Ministerial Services Director with the collation of information for reports/correspondence/notes

1.10 Contribute to the improvement of policies, processes and procedures

1.11 Complete required processes to ensure the payment of accounts

1.12 Administer the budget for the area

1.13 Assist with the management of the Unit’s information management systems

1.14 Under the direction of the Director drafts reports and correspondence on behalf of the Unit

1.15 Direct returned correspondence to relevant members of the Unit.

__________________________________________________________________________Administrative Support Officer, TBA, Level 3

Page 3 of 5

People, Place, Home

2. Builds Productive Relationships

2.1Work cooperatively and positively with Department staff, and staff from the Minister(s) office

2.2Develop and maintain positive working relationships with Department staff at all levels that have input in drafting ministerial, parliamentary and executive correspondence

2.3Liaise with Department staff on various issues and recommend or seek advice for solutions

Work flexibility

3. Communicates and Influences Effectively

3.1Understand the Department’s vision and direction

3.2Engage in continuous learning and complete appropriate learning and development opportunities

3.3Translate and deliver information to diverse audiences and adapt communication style to the audience and subject matter.

4. Exemplifies Personal Integrity and Self Awareness

4.1Display self-awareness, critically analyse own performance and demonstrate a strong commitment to learning and self-development, including embracing new challenges

4.2Adhere to Public Sector Code of Ethics and the Department’s Code of Personal Conduct, and act professionally and impartially always

4.3Acknowledge and value individual differences and diversity.

__________________________________________________________________________Administrative Support Officer, TBA, Level 3

Page 4 of 5

People, Place, Home

Essential Work-Related Requirements (Selection Criteria)1. Experience in coordinating and providing administrative support activities

2. Good data entry skills with attention to detail to ensure the accurate entry of information into databases and other computer systems

3. Good organisation and planning skills with the ability to meet strict timeframes, work under pressure, and organise and maintain workload

4. Well-developed written skills and ability to review detailed documents

5. Well-developed interpersonal skills with the ability to liaise and consult with the Minister’s office and Department staff

6. Ability to use Microsoft and record management systems

7. Ability to work independently or with minimal supervision.

Essential Eligibility Requirements / Special Appointment Requirements 1. Appointment is subject to a satisfactory National Police Clearance.2. A Working with Children (WWC) Check may be required.

__________________________________________________________________________Administrative Support Officer, TBA, Level 3

Page 5 of 5