The Assistant Electorate Officer (AEO) provides frontline administrative, constituent, and operational support within the Gladstone Electorate Office. Working on behalf of the Member for Gladstone, Glenn Butcher MP, this role ensures the efficient delivery of community services, smooth daily office operations, and high-quality support for the Member’s parliamentary and local responsibilities. This position suits a motivated and organised professional who thrives in a fast-paced, public-facing environment, demonstrates strong interpersonal skills, and is committed to upholding professionalism, confidentiality, and service excellence.

Job details

The Assistant Electorate Officer (AEO) provides frontline administrative and constituent support within the Gladstone Electorate Office. Working on behalf of the Member for Gladstone, Glenn Butcher MP, the AEO plays a critical role in delivering high-quality community service, maintaining efficient office operations, and supporting the Member's parliamentary and local commitments.

This is a fast-paced and community-focused role suited to a highly organised, proactive professional who thrives in a public-facing environment and is committed to delivering exceptional service to constituents.

Key Responsibilities

Office Operations & Administration

• Coordinate office facilities and services, including air conditioning, cleaning, security, and contractor engagement.
• Monitor stationery supplies and place orders as required.
• Manage petty cash in accordance with financial management and compliance requirements.
• Print and prepare bills for the Member's approval and payment, and record transactions in acquittals once processed.
• Provide general administrative and operational support to the electorate office.
• Support the Electorate Officer in the effective delivery of constituent services and office operations.

Diary & Meeting Coordination

• Maintain and update the Member's diary in accordance with approved templates and internal processes.
• Book meetings upon approval from the Member or senior staff.
• Prepare comprehensive meeting briefings and supporting materials for local constituent and organisation meetings.

Constituent & Community Engagement

• Serve as the first point of contact for the electorate office, managing incoming phone calls and delivering professional reception services.
• Manage front desk enquiries, ensuring accurate and detailed records are captured and refer matters to the appropriate officer for action.
• Respond to constituent enquiries via phone, email, and in person, providing timely information, referrals, and appropriate support.
• Draft speeches for local community events as required.
• Organise community hampers and assist with community engagement initiatives and events.

Compliance & Professional Development

• Undertake relevant training and work toward appointment as a Justice of the Peace (Qualified) or Commissioner for Declarations, if required.
• Ensure all work is undertaken in accordance with Parliamentary Service policies, procedures, and confidentiality requirements.

Capabilities and Attributes

The successful applicant will demonstrate:

• Strong communication skills, with the ability to engage respectfully and effectively with a diverse community.
• A proactive, solutions-focused approach and the ability to exercise sound judgement.
• High levels of professionalism, discretion, and integrity.
• Excellent organisational and time management skills, with the capacity to manage competing priorities in a fast-paced environment.
• The ability to work independently, show initiative, and contribute positively within a small team setting.
• Strong attention to detail, particularly in record-keeping, financial processes, and diary management.

Values and Conduct

The AEO must demonstrate a strong commitment to:

• The Member's values and community priorities.
• The Parliamentary Service values of Innovation, Learning, Integrity, Client Focus, and People.
• Upholding confidentiality, impartiality, and professionalism in all dealings with constituents and stakeholders.

This position offers a unique opportunity to contribute directly to the delivery of community services and democratic representation within Queensland. The role is ideal for a motivated individual who is passionate about public service and community engagement.

How to Apply

Applicants should submit:

• A resume, and

• A suitability statement (no more than 2 pages) addressing the experience, skills, knowledge and abilities outlined in the Role Description.

All applications must be lodged via the SmartJobs website.

Applicants are encouraged to review the Applicant Information Package and Role Description provided.

Further information

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

Documents

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

• Assistant Electorate Officer - Position Description - Gladstone (PDF, 266KB)
  Role Description
  
  Application Information Package_Electorate Office Roles (PDF, 639KB)
  Information Package for Applicants