Government of Australia


Part-Time Administrative Assistant - Defence - LE3

Job Ref:

Job Title:
Part-Time Administrative Assistant - Defence - LE3



Closing date:
8th August 2017

Job Description

Starting Salary: £29,063
Position Security Assessment: Baseline - Non Australians may apply
Contract: Permanent
Part time: 16 hours per week

Applications are sought from people interested in employment under local terms and conditions as Locally Engaged Staff.

About the Department of Defence

The Australian Defence Force (ADF) is constituted under the Defence Act 1903, its mission is to defend Australia and its national interests. In fulfilling this mission, Defence serves the Government of the day and is accountable to the Commonwealth Parliament which represents the Australian people to efficiently and effectively carry out the Government`s defence policy.

The primary role of Defence is to defend Australia against armed attack. Australia`s defence policy is founded on the principle of self-reliance in the direct defence of Australia, but with a capacity to do more where there are shared interests with partners and allies.


To support those goals the role of the Australian Defence Staff London is to: 

  • Support the Australian High Commissioner in conducting engagement with the United Kingdom, and represent the Government of Australia on Defence matters.
  • Support The Secretary, Chief of Defence, and their Group Heads in achieving their engagement objectives with the United Kingdom.
  • Look after our people in the United Kingdom.


About the Position

Shrivenham is routinely the highest concentration of students in the UK. Some students are junior in rank and have young families. Some students have as little as two to three weeks notice of their posting.  This position is required to provide seamless arrival assistance and routinely provide administration support to the Australian students and their families. Position also provides administrative support to the Australian Staff and families at the Defence Academy Shrivenham as required.  Position is also required to assist Australians who visit Shrivenham on shorter courses.


Key responsibilities of the position include but are not limited to:

  • Manage office correspondence - maintain the filing system and correspondence register, consolidate working files used by students into ordered files, receive and despatch correspondence, initiate routine correspondence, maintain statistics and records relating to students and staff.
  • Provide administrative assistance, developing draft aft correspondence for staff, receive and respond to telephone enquiries, fax messages and personal enquiries, perform general clerical duties
  • Assist Student Treasurer administer the Australian Student Fund
  • Assist with maintenance of the Shrivenham ‘Purple Book’
  • Act as Moderator for the Shrivenham in-coming “Chat Group”. Includes assisting with spouse and family issues.
  • Manage appointments and visit programmes and travel itineraries. Coordinate visits to and from the Defence Academy. Receive and escort visitors.
  • Act as the administrative POC for incoming Australian staff and DCMT students.
  • Act as point of contact for the Defence Admin Office at the Australian High Commission (London) (AHC(L)), the Defence Academy, Cranfield University, the Defence Housing Executive, Housing Relocation Company (HCR) and other relevant organisations
  • Assist staff and students to organise representational activities, eg. Australia Day, ANZAC Trip to France, and other social functions.
  • Work with the Canadian administrative assistant to manage AUSCAN office in order to provide a facility for the use of Australian and Canadian staff, students and their families. This service includes photocopier, computer (internet), fax and mail.



  • Experience running a busy office possessing good administration skills
  • Ability to engage with a variety of different people in varied situations
  • Experience in the Defence environment an advantage
  • Good communication skills – oral and written.


Selection Criteria

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


A. Demonstrate your ability to undertake a high level of general office administrative and clerical duties such as filing and drafting correspondence.


B. Ability to set priorities and organise work effectively and efficiently, and to complete projects and assignments with limited supervision.


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


D. The ability to be flexible, working within a small team, and able to work autonomously when required.


E. Proficiency with Microsoft Outlook, Word and Excel. High level of IT literacy with ability to manage an electronic documents and records management system, ensuring on-going compliance with policy guidelines.



Sorry, this vacancy is closed.

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