We are seeking an experienced Executive Officer to provide high quality confidential administrative and executive support to the Office of the Assistant Director-General, Department of Education. Oversee, coordinate and prepare a range of written documentation including confidential correspondence, agendas, reports, briefing papers, publications and presentations for the branch in response to Ministerial, Departmental, divisional and external requests in a timely manner. This role reports to the Principal Advisor, Manager of the Office of the Assistant Director-General Policy, External Relations and International and is offered on a temporary full-time basis until 30 June 2025 unless otherwise determined.

Job details

About the Department:

The Department of Education (DoE) is committed to delivering responsive services focused on equity and excellence to Queenslanders and their communities. We promote equity and excellence by our commitment to respect, protect and promote human rights.  Our objectives are: a strong start for all children, every student realising their potential, fair and safe workplaces and communities, capable people delivering our vision.  Our vision is one of equity and excellence in a progressive, high performing education system that realises the potential of every student. 

About the role:

As the Executive Officer you will:

• Supervise coordinate and provide high quality confidential administrative and executive support to the Assistant Director-General.
• Oversee and organise the Assistant Director-General's liaison with senior government and private sector executives and community representatives in order to expedite the business activities of the department.

Responsibilities include:

• Work with administration staff to facilitate support for the Assistant Director-General and Executive Directors, the smooth running of the office and branch functions and the continuous improvement and efficiency gains in corporate support functions.
• Oversight and monitoring of effective time management practices for the Assistant Director-General including the coordination and arranging diary appointments, meetings and conferences, prioritising correspondence, preventing unnecessary interruptions and screening telephone calls, and receiving visitors and delegations to the Office of the Assistant Director-General.
• Perform secretariat functions for meetings chaired by the Assistant Director-General including preparing agendas, papers and minutes, as required.
• Oversee, coordinate and prepare as necessary a range of written documentation including confidential correspondence, agendas, reports, briefing papers, publications and presentations for the branch in response to Ministerial, departmental, divisional and external requests in a timely and accurate manner.
• Oversee the analysis of incoming correspondence, allocating to relevant Executive Directors where appropriate, and providing advice on required action while ensuring deadlines and timeframes are met.
• Oversee and coordinate the flow of correspondence throughout the branch, including distribution, receipting, tracking, and quality assuring to ensure the efficient, timely preparation of high-quality Departmental briefs and responses.
• Develop, implement, review and monitor processes, procedures and guidelines to support the effective and efficient correspondence function across the branch and ensure alignment with departmental style guides, prescribed timeframes, tools and templates.
• Facilitate the administrative operations of the office, including the coordination of travel arrangements, exercising assigned financial, purchasing and administrative authorities.
• Apply financial management principles including procurement guidelines and experience in using Microsoft Office applications and Content Manager or similar electronic document management system.

Please refer to the attached role description for any mandatory requirements for this position. 

To Apply: 

• Attach a brief resume including contact details for 2 referees (referees should have an understanding of your relevant work history) 
• Attach a 2-page response to the How you may be assessed section of the attached role description. 

We welcome all applicants to share any support needed to ensure our recruitment process is inclusive. 

Applications remain current for 12 months from the closing date and may be considered for appointment to identical or similar vacancies within the Department. 

Applications from recruitment agencies will not be accepted. 

When working in regulated employment an employee must have a current Working with Children Clearance (blue card) issued by Blue Card Services.

Salary rate shown is reflective of full-time (1.0 FTE). 

The Department of Education is a family inclusive workplace. Click here to find out more about our Inclusion and Diversity strategies.

Further information

We are committed to building inclusive cultures in the Queensland public sector that respect and promote human rights and diversity.

For a full list of the position responsibilities and mandatory requirements, please ensure you download the attached role description and candidate information fact sheet and follow the instructions.

Documents

Before applying for this vacancy please ensure you read the documents below.

• CO603207_24T - Role Description (PDF, 165KB)
  Role Description
  
  Candidate Information Fact Sheet (PDF, 728KB)
  Information Package for Applicants