Full Time: 36.75 hours per week
Starting Salary: £34,440
Security Assessment: Negative Vetting Level 2 (NVL2)
Applications are sought from people interested in employment under local terms and conditions as Locally Engaged Staff.
It is a condition of this appointment that any candidates applying for this position must be able to obtain and maintain an Australian National Security Clearance to Negative Vetting Level 2 (NVL2) and must therefore be a citizen of Australia.
About the Department of Foreign Affairs and Trade (DFAT)
The role of the Department of Foreign Affairs and Trade (DFAT) is to advance the interests of Australia and Australians internationally. This involves strengthening Australia’s security, enhancing Australia’s prosperity, delivering an effective and high quality overseas aid program and helping Australian travellers and Australians overseas.
The department provides foreign, trade and development policy advice to the Australian Government. DFAT also works with other Australian government agencies to drive coordination of Australia’s pursuit of global, regional and bilateral interests.
About the Position
Reporting to the Visits and Client Services Manager, the Visits Officer is a multi-faceted role working with little supervision in a small, hardworking team with responsibility for maintaining the High Commission’s small transport fleet, supervising the pool of drivers, managing the weekly visits list and making a high volume of accommodation bookings. Other duties include compiling monthly financial reports, overseeing the distribution of newspapers and maintaining the Visit and Client Services Section’s filing in EDRMS. Assisting in the postroom as required
This position also provides support arranging high-level coordination of visit logistics and programmes for Shadow Ministers and other Parliamentarians including booking appointments, accommodation, and transport as required. The Visits Officer is often required to working anti-social hours, and facilitates arrivals and departures for visitors at airports and railway stations.
Key responsibilities of the position include, but are not limited to:
- Provide day-to-day co-ordination of the transport pool. Supervise drivers, monitor transport bookings and distribute duties. Obtain quotations and arrange insurance for the High Commission’s fleet of Official Vehicles. Drive government owned vehicles as required arrange/monitor vehicle servicing and repairs, also sale and purchase of new vehicles.
- Secure hotel accommodation for visiting officials and confirm to Australia or requesting department. Maintain updated hotel listings and monitor standards of hotels. Develop good working relationships with preferred hotels.
- Collate, prepare and distribute a Weekly Visits List for Branch Heads. Maintain and update the visits statistics spreadsheet.
- Arrange the supply of newspapers and periodicals to Australia House and to A-based officers for official use. Investigate/initiate new requests and renew existing magazine and journal subscriptions and make appropriate payments.
- Provide assistance with the preparation of programs for visiting Shadow Ministers and Parliamentarians arrange appointments and itineraries as appropriate.
- Produce, print and bind official ministerial programme booklets.
- Maintain budget records and administration for Visits & Client Services including preparation of monthly financial reports, invoices, vehicle maintenance records, and fuel refund submissions.
- Maintain section files within EDRMS filing system and maintain other section filing as required.
- Develop websites in liaison with Canberra for ticketing of major events including ANZAC Day. Process public applications and distribute tickets for the annual ANZAC Day commemorative services
- Regularly monitor usage of BAA Airside passes by A-Based staff to ensure passes remain “un-parked” and available for use. Provide support around finalising pass applications and pass issue.
- Other duties as directed.
- Strong organisational and time management skills.
- Ability to build and maintain effective working relationships and act with diplomacy and discretion when dealing with sensitive and confidential information.
- An articulate communicator with excellent oral and written communication skills and the ability to effectively prepare documents for senior stakeholders.
- Proficiency in the use of IT office systems, such as word processing and spreadsheet programs and proficient project management skills.
- Australian NV Level 2 security clearance or ability to gain the clearance.
- Knowledge of UK government departments, the hospitality sector and / or airports
- Ability to obtain London Heathrow airside pass covering five year employment history and character references.
Please address each of the selection criteria for the role in the spaces provided on the application form. Drawing on your prior experience, please provide examples of where you have demonstrated the required competencies or transferable skills.
The word limit is strictly 250 words per response. The panel will not assess responses that exceed the word limit.
A. Well-developed planning and organisational skills to manage multiple tasks and priorities in a high volume, client-focused environment in order to achieve required outcomes and meet tight deadlines and at times anti-social hours.
B. Provide examples of your ability to communicate effectively both orally and in writing with internal and external stakeholders including an ability to co-operate and work effectively as part of a diverse team of colleagues as well as with external suppliers.
C. Ability to develop and support productive working relationships, in addition to demonstrating excellent inter-personal skills, the successful candidate must possess flexibility, adaptability, initiative and personal drive to see tasks to completion.
D. Ability to manage supplier contracts and take responsibility for managing approval of associated supplier payments in line with internal financial policy guidelines.
E. Proficiency with Microsoft Outlook, Word & Excel. High level of IT literacy with an ability to manage electronic documents and records management systems, ensuring on-going compliance with policy guidelines.