Government of Australia


Executive Assistant - LE4

Job Ref:

Job Title:
Executive Assistant - LE4


Closing date:
25th January 2018

Job Description

Executive Assistant

Contract: Permanent

Full-Time: 36 hours 45 minutes per week

Classification: LE4

Starting Salary: £34,440 per annum plus competitive benefits

Security Assessment: Please note this position must be able to obtain and maintain Australian National Security Clearance to Negative Vetting Level 1 and candidates must therefore be an Australian citizen.


Applications are sought from persons interested in employment at the Australian High Commission in London engaged on local terms and conditions of employment as a Locally Engaged Staff member. 

Employment at the High Commission, London is conditional on the relevant authorities granting permission for you to enter, work and remain in the UK to work for the High Commission. The High Commission does not provide visa sponsorship and it will be your responsibility to obtain and continue to hold the requisite work permit/visa.


About the Department of Defence

The Australian Defence Force (ADF) is constituted under the Defence Act 1903, and 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 Positions

The Executive Assistant to the Head of Australian Defence Staff, London (HADS(L)) is one of a four member Executive Assistant team employed within the Defence restricted area of the Australian High Commission London, responsible for providing office and administrative support. The Chief of Staff (CoS) provides coordination for the Executive Assistant team.

The Executive Assistant positions provide direct support to the HADS (L) and support to other senior members of staff as required.

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

  • Provide executive support including managing appointments, organizing meetings and escorting visitors
  • Manage travel, submit movement requisitions, security clearances and compile itineraries.
  • Maintain financial records including formulating bids, tracking phasings and reconcile monthly expenditure.
  • Coordinate Defence functions and receptions including obtaining quotes and ordering goods from diplomatic suppliers.
  • Support Senior Officer visits, coordinating with respective staff.
  • Maintain the Family at Post report weekly.
  • Coordinate monthly report.
  • Assist with representational allowance and gift register records.
  • Maintain a database of contacts including biographies for principal contacts.
  • Research and Analysis:
    • Research issues and compile information using a variety of media, present findings/data in a report or verbally as directed.
    • Appraise/analyse information and produce relevant reports or summaries and attend conferences/meetings as directed and write up summary reports.



  • IT knowledge and skills including Microsoft Office, Objective and Access databases
  • Political knowledge, awareness and sensitivity particularly when dealing with events attended by a number of different nations.
  • Experience in day to day office administration and administration, project development and implementation, time-management, work prioritisation, event management, interpersonal, relationship/rapport building and communication (including presentation) skills and research.
  • The ability to provide support to multiple service branches, including multiple ADF advisers based across multiple sites
  • Experience managing office level budgets.


Selection Criteria

In your written statements, you must prepare a short statement for each of the selection criteria listed below and include relevant but succinct examples that support your claims against the role:

  1. Demonstrate your ability to undertake a high level of executive administration such as coordinating Defence events, travel arrangements, and compiling itineraries;
  2. Ability to take initiative, set priorities and organise work effectively and efficiently, and to complete projects and assignments with limited supervision;
  3. Ability to work effectively across all organisation levels building strong relationships with stakeholders, demonstrating strong oral and written communication skills;
  4. Ability to undertake research, using multiple resources, and present findings to senior management in an appropriate manner;
  5. Proficiency with Microsoft Outlook, Word and Excel. High level of IT literacy with ability to manage electronic documents and records management system, ensuring on-going compliance with policy guidelines;

Sorry, this vacancy is closed.

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