Position Title: Administration Assistant
Classification: APS 4
Position Number: 4120
Tenure: Ongoing
Duration: Permanent
Section: COG Manager
Group: Customer Operations
Division: IP Rights
Location: ACT
Immediate Supervisor: Executive Level 2
Security Classification: BASELINE

Group Responsibilities

The Customer Operations Group (COG) is responsible for providing internal and external customers and stakeholders with effective access to the information and services they need to prosecute and maintain their IP Rights.

Section Responsibilities

The COG Manager section which includes the Change and Governance Team is responsible for supporting the COG Manager to achieve the business outcomes for COG. This includes providing support in a wide range of activities, including governance, change, quality, planning, reporting, communications, event management, project and resource management.

Job description / Context of the role

The APS 4 Administration Assistant position is responsible for providing administrative support to the COG Manager, the Change and Governance Team and COG more broadly, as required. 

The successful applicant will have strong communication and organisational skills, including the ability to manage competing priorities and be familiar with providing administrative support. They will be proficient in a range of computer based skills, be motivated and work well individually as well as within a team. They will have the ability to multitask and build rapport with internal and external stakeholders. They must also be willing to learn and complete relevant training, as required.

Job Specific duties

Specific duties include:

  • Undertake administrative activities that support the COG Manager and COG, including email and calendar management, booking of travel and records management.
  • Organise meetings and prepare agendas, action items and minutes, as required.
  • Prepare high-quality written communications, including group messages and newsletters.
  • Undertake event management activities.
  • Liaise with internal and external stakeholders at all levels to achieve established objectives and quality standards.
  • Support COG Change and Governance Team functions including providing administrative support to planning, reporting, change, governance and quality activities, as required.
  • Assist with workloads across COG and apply knowledge/experience to technical and operational issues, as appropriate. 
  • Demonstrate attitudes and behaviours responsive to workplace change (including participating in and encouraging others to participate in change and contribute to successful outcomes).
  • Improve organisational performance through effective engagement with and management of risk within relevant sphere of influence.
  • Establish clear expectations and create an environment to achieve stated goals and objectives, take ownership and honour commitments.
  • Maintain an understanding of their/worker responsibilities under the Work Health & Safety Act 2011 (WHS Act) and a commitment to promoting a healthy and safe workplace.

Job Specific Capabilities

The successful candidate will possess the following:

  • Highly developed organisational skills, including the ability to prioritise in order to achieve deadlines.
  • Excellent communication skills, both verbal and in writing.
  • Well-developed interpersonal skills and ability to build and sustain positive relationships at all levels.
  • Demonstrated ability to be proactive, show judgement and initiative, monitor workloads and escalate issues, as appropriate.
  • Strong ability to work individually as well as collaboratively in a team.
  • Well-developed computer-based skills, including strong knowledge of Microsoft Outlook, Word and Excel.
  • Ability to contribute to a positive, safe and healthy working environment.

Eligibility qualifications / Knowledge required

There is mandatory training required for this role.  It is a condition of engagement that the successful applicant completes Stage 1 of the IP Rights Administration Program (a competency based training program) within 4 months of engagement and Stage 2 of the Program within 4 months of successful completion of Stage 1.

  • An understanding of IP Australia's roles and responsibilities is desirable.
  • Experience in a similar administrative role is desirable.
  • Qualifications in business administration or similar is desirable.

Application Requirements

To apply for this position, candidates are asked to:

  • Frame their responses around the job specific duties and job specific capabilities of the role (as set out in this job documentation), and provide:
  1. An explanation of how their skills, knowledge and experience will be relevant to this role (limited response between 300 and 500 words).
  2. Details of no more than two (2) professional achievements, within the last 5 years, that demonstrate their suitability for this role (limited response between 300 and 500 words).
  • Provide a current CV detailing recent employment history which is relevant to the advertised position.
  • Provide the name and contact details of two referees.

Applications must be submitted through the IP Australia Web Recruitment system (ESS).

Please note: you MUST be an Australian Citizen to be engaged in the APS and to meet IP Australia’s security clearance requirements.

Contact officer

For further information pertaining to this job please contact Andrea Phillips on 02 6283 2106.

Apply for this role

Working in IP Australia

Australia’s Intellectual property (IP) rights system supports innovation, investment and international competitiveness. IP Australia administers Australia’s IP rights system, specifically patents, trade marks, designs and plant breeder’s rights. IP Australia also undertakes programs to educate and promote an awareness of intellectual property (IP), provides IP policy input to Government, develops legislation to support the IP system and contributes to bilateral and multilateral negotiations to improve IP protection internationally.

IP Australia strives to deliver robust IP rights efficiently, satisfy our customers in terms of timeliness and value for money and be recognised as one of the leading IP offices in the world for the quality (including accuracy and consistency) of the IP rights we grant. IP Australia is committed to external certification of our Quality Management System which involves applying ISO 9001:2008 to key business processes and to environmental management through ISO14001 certification within the agency.

All IP Australia staff contribute to the achievement of organisational outcomes and the overall management of IP Australia by assisting, as appropriate, the Commissioner of Patents and the Registrars of Trade Marks and Designs and Plant Breeder’s Rights, and their deputies (where relevant), to perform statutory functions, and where appropriate, exercise relevant delegations.

IP Australia recognises the importance of employees balancing their work and personal lives by offering staff access to an ongoing series of health and wellbeing programs, flexible work-life policies and a range of professional development programs. IP Australia is a breastfeeding friendly workplace.

The IP Australia office in Canberra provides high quality accommodation and facilities. These include: an on-site café, conference, meeting and training rooms; limited on-site parking for cars and motor cycles available on a rotational basis; the provision of undercover bicycle racks; excellent shower/change facilities for staff choosing to walk or ride to work; and the advantage of all staff being co-located in the one building.

Please note: All IP Australia positions are subject to an ENTRY ONLY pre-employment check unless a higher security clearance has been identified. Other pre-employment checks may also apply.


Job documentation updated and endorsed for use: 
Tuesday, December 19, 2017