2 x Program Support Officers

⁠⁠⁠The AEC is seeking to engage 2 x Program Support Officers to support the Election Systems Modernisation (Indigo) Program.

(Note to Sellers: Both (2) Program Support Officer positions hold the same responsibilities, as outlined in this opportunity)

This position offers an experienced administration officer an opportunity to contribute to a program of work that will impact the way that Australia does democracy.

We are looking for 2 x administrators who are proactive with a high-level of emotional intelligence and an acute awareness of how to apply their initiative, knowing when to seek further guidance and engage with others. We operate in a collaborative, communicative, fast-paced and dynamic environment where cultural fit is important, and performance is of a high standard. The environment is fast paced with high expectations.

To be successful in this role, the candidate will need to be agile, proactive, responsive and communicative.

Purpose of the role

The Program Support Officer works alongside the Project Delivery team to provide general administrative support to the Indigo Program. The function of the position is to draft reporting documents, collate information to support the preparation of the Program documentation, assist with scheduling meetings and prepare information packs for meetings as required.

The Program Support Officer role will engage with Program staff and colleagues across the AEC to ensure that the administrative function of the program operates efficiently.

Key position responsibilities

• Collate data and documents to inform reporting activities and contribute to report drafting
• Provide administrative support to members of the Program Support team including recruitment and procurement
• Support logistical and document preparation for events, meetings and audits as required
• Contribute to the development of project plans and related documents and prepare reports, templates and documentation in support of Gateway Reviews and other auditing activities
• Research and analyse options to enable the development of business cases and project deliverables to guide optimal decision making
• Take responsibility for scheduling leadership, program and other regular meetings and record decisions made during those meetings (e.g. assigned tasks and next steps)
• Develop and maintain key internal and external relationships, including liaising with stakeholders on policy, project or operational issues and responding to stakeholder needs and expectations
• Make and communicate decisions using good judgement, expertise and knowledge, governed by legislation, regulations, best practice principles or relevant operating instructions and procedures
• Perform additional duties or assume responsibility of functions as directed from time to time

Qualifications, Skills and Experience

Mandatory:

• Demonstrated experience in the provision of administrative support to large teams and/or programs
• Outstanding interpersonal communication skills, with the ability to communicate effectively and sensitively at all levels
• Proven ability to act with discretion and integrity in managing sensitive and confidential information
• Well-developed organisational skills with an ability proactively approach responsibilities
• Knowledge and experience in successfully setting priorities and delivering quality results within allocated and self-imposed deadlines
• Proven ability to communicate effectively whilst responding to stakeholder needs and expectations across a geographically dispersed network
• Demonstrated competence in performing secretariat responsibilities, such as correspondence, agenda and minute taking, preparation of documents and committee papers and document control
• Excellent attention to detail with an ability to undertake proof reading and document quality review
• Demonstrated personal integrity whilst achieving results within legislative and policy parameters

Desirable:

• Understanding of, and ability to contribute to the preparation of Risk and Project Management plans
• Familiarity with project governance structures and reporting
• Knowledge and understanding of, and previous experience operating with in a Portfolio/Program environment

Important Information on the Submission format - Please fill the attached submission form

Please note the following regarding Flexible Working arrangements -
It is the AEC's preference for the successful candidate to work from our National Office (Mort Street Canberra, City).