Position Title: Administrative Officer (APS4) Temporary Employment Register
Classification: APS4
Position Number: As required
Tenure: Non-Ongoing
Duration: 3-12 Months with the possibility of extension
Section: Pre Examination and Post Examination
Group: Customer Operations
Division: IP Rights
Location: ACT
Immediate Supervisor: APS6
Security Classification: ENTRY ONLY

Group Responsibilities

The Customer Operations Group (COG) is primarily responsible for providing our internal and external customers and stakeholders with effective access to the information and services they need to prosecute and maintain patents, trade marks and designs. We are committed to the Agency's strategic vision by understanding the needs of our customers, fostering a culture of continuous improvement, providing quality outcomes for both our external and internal customers, harnessing new ideas and recognising excellence in achievement.

Section Responsibilities

The Pre Exam and Post Exam sections are responsible for:

  • delivery of end-to-end processing of IP rights customer service requests and transactions relating to patents, designs, trade marks, Patent Cooperation Treaty (PCT), Madrid Exports (International Trade Mark), information services and document sales.
  • Providing high level process and administrative support to the agency’s examination areas.
  • Maintain the library collection and deliver high level reference guidance across the organisation.
  • Second level customer support to the Customer Service Centre and managing resolution of complex customer queries.
  • Advice and subject matter expertise to policy areas and other business projects.

Job Description / Context of the Role

The APS4 Administrative Officer temporary employment register will be used to fill various short-term employment opportunities (3-12 months with the possibility of extension) for non-ongoing vacancies in COG within the next 12 months.

The APS 4 Administrative officer is required to efficiently and effectively process IP Right customer requests relating to Trade Marks, Designs, Patents, Research and Information Services in a highly professional team environment within COG. The Administrative officer will provide advice on legislative matters, interpret business rules and process service requests across a range of technical/specialist functions.

Job Specific Duties

Specific duties include:

  • Completes administrative activities and service requests within a business function to the required quality standards
  • Provides technical support and assistance to team members, customers and other stakeholders.
  • Undertakes and completes service requests and resolves customer issues.
  • Provides information services and sale of documents.
  • Participates in quality assurance activities and rectifies issues.
  • Prepares correspondence for customers and stakeholders.
  • Works in a team to achieve established objectives
  • Provides input into the improvement of work practices, processes and procedures.
  • Demonstrates attitudes and behaviours responsive to workplace change (including participates in and encourages others to participate in change and contribute to successful outcomes).
  • Improves organisational performance through effective engagement with and management of risk within relevant sphere of influence.
  • Establishes clear expectations and creates an environment to achieve stated goals and objectives, takes ownership and honours commitments.
  • Maintains 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 capabilities:

  • Demonstrates professionalism and knowledge of one or more areas relating to the administration of IP rights or a demonstrated ability to quickly acquire the knowledge.
  • Supports the strategic objectives of IP Australia.
  • Shows analysis and problem solving skills and exercises judgement.
  • Applies and interprets legislation.
  • Shares learnings, supports others within a team environment.
  • Shows interpersonal skills and verbal communication skills.
  • Shows written communication skills, including preparing and editing documents.
  • Manages own workload under the supervision of the team leader.
  • Demonstrates individual initiative and resilience.
  • Responds positively to change and values individual differences and diversity.
  • Engages positively with stakeholders, even in difficult circumstances.
  • Demonstrates self-awareness and a commitment to personal development.

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.

Conditions of Engagement

On a non-ongoing basis, the mandatory training for this role is not a condition of engagement.

There is mandatory training to undertake this role on an ongoing, permanent basis – in that case, 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. Non-ongoing employees may at times be given the opportunity to also complete this training.

Contact Officer

For further information pertaining to this job please contact Natalie Anderson on 02 6283 2710.


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: 
Monday, December 16, 2019