Registry Assistant
Defence, BB1, Position Number TBC
Part-time: 20 hours per week (10:00 - 14:00, Monday to Friday)
Position number: TBC
Starting Salary: £21,084 per annum (pro rata)
Classification: BB1
Security Assessment: Negative Vetting Level 2 (Australian National)
Please note: it is an essential requirement that any applicant for this position holds a current Negative Vetting Level 2 security clearance issued by the Australian Government. Applicants who do not currently hold this clearance will not be considered for engagement.
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:
1. Support the Australian High Commissioner in conducting engagement with the United Kingdom, and represent the Government of Australia on Defence matters;
2. Support The Secretary, Chief of Defence, and their Group Heads in achieving their engagement objectives with the United Kingdom; and
3. Look after our people in the United Kingdom.
About the Business Unit
The Defence Administration Offices provides in country admin support to Australian Defence Organisation personnel, and their families, whilst on long term overseas posting to the UK, Defence Lateral Recruits on enlistment in the ADF and other ADF related business as required – under the management of the Manager Defence Administration Office (MDAO).
About the Position
The overarching objective for all the Registry Officers within the Australian Defence Staff London (ADS-L) organisation is to provide a professional and highly customer focussed suite of services supporting the registry function – including correspondence and information management to all members of the Australian Defence Organisation (ADO).
Under the day to day supervision of the Registry Officer (and overall management of the MDAO), and acting as a part of the Registry team, using the guidance, principles and policy of the Defence Records Management Policy Manual (POLMAN3), local standing Instructions, the Registry Assistant is to liaise with A Based service advisers, HADS, AHC internal and external Agencies and other ADS staff members to facilitate the following:
1. Provision of general daily Registry Services to Australian Defence Staff London, including but not limited to the following:
- Mail handling
- Correspondence and information handling – including use of manual and electronic records management systems
- General and ongoing official file/records maintenance services
- Engaging Courier services
- Safe hand/classified document collection and dispatch
- Maintaining physical security of the registry
2. Stationary and Consumables. Ordering and issue of stationary and consumable office supplies for the department. This also includes managing the budget and reporting and tracking accordingly. This also includes finding best value suppliers and facilitating payment of correctly rendered invoices (in concert with Finance staff).
3. Maintenance coordination. Liaison with building maintenance services for all routine and ad hoc maintenance issues within the department.
4. Act as the point of contact for building cleaning services support. This includes supervision of cleaning staff when in classified areas and producing the staff rota for that task.
5. Daily management of the Defence pool vehicle. This includes management of associated paperwork, controlling vehicle use and scheduling of routine maintenance and repairs.
6. Asset management. Coordinate office assets registers and schedule and conduct stock take activities in accordance with guidelines and best practice.
7. Assist Registry Officer with the classified waste physical destruction process.
8. Manage the production and distribution of the departmental Phone lists and contact information.
9. Other duties in support of the Australian Defence Staff London organisation and the Australian High Commission as directed by the Manager Defence Administration Office.
Selection Criteria
A. Ability to undertake and manage administrative and/or clerical duties within prescribed guidelines.
B. Ability to set priorities and organise work so as to effectively and efficiently complete projects and assignments.
C. Understanding of the functions and objectives of the Defence London Branch.
D. High level of computer literacy; proven knowledge of Microsoft Office applications; Outlook, Word and Excel. Knowledge of Access or other database applications (desirable)
E. Ability to communicate effectively orally and in writing.
F. A flexible attitude to work; with a willingness to take the initiative when necessary, and an ability to work effectively with other members of a team or with colleagues.
How to Apply
Applications close at 9:00 am (GMT) on Friday 20 March 2015.
Late, incomplete and/or ineligible applications will not be considered for engagement.
Candidates interested in this position must submit a complete application, including the following documents as separate attachments:
1. UK-Based Application Form (including an address to the each of the selection criteria);
2. Your current CV.
3. The Diversity and Equal Opportunities Monitoring Questionnaire.
Applications are to be submitted to: [email protected]
Please note: the Diversity and Equal Opportunities Monitoring Questionnaire will not be passed to the selection committee for this role. It will be held confidentially by the Human Resources Department for statistical monitoring purposes only. You may submit this attachment in a separate email if you wish, to [email protected].
Note: Please check that your application form has been completed in full upon submission. In some circumstances application forms can come through blank and require resending.