APS 5 - Administration Officer

DIVISION Policy and Corporate
GROUP: Policy and Governance
SECTION: Audit, Assurance, Attorney Registration and Ministerials
STATE: ACT
POSITION NUMBER: 7095
CLASSIFICATION: APS 5
TITLE: Administration Officer
WEEKLY HOURS: 36:45 Full Time
IMMEDIATE SUPERVISOR: Executive Level 1
SECURITY CLASSIFICATION: Position of Trust (POT)

Job Description/Context of the role:

The Audit, Assurance, Attorney Registration & Ministerial Section has a diverse range of activities for which it is responsible. These include internal and external audit, risk management, ministerial coordination and secretariat services. The APS 5 Administration Officer is responsible for providing a range of administration support services for the section to support these functions. The successful applicant should possess well developed administration skills particularly in the areas of planning and reporting and secretariat support services. Ideally the occupant will have experience in supporting corporate risk management activities including business continuity. The successful applicant should possess well developed communication skills both verbal and written. Prior experience with reporting and secretariat duties would be an advantage. Some interstate travel might be required to support IP Australia's external consultation groups.

Condensed wording for the Gazette:

The Policy and Governance Group (PGG) has a diverse range of responsibilities covering domestic and international IP policy; advice to the Minister and the Government; international engagement; economic analysis; legal advice; complex freedom of information (FOI) requests; audit, risk management, fraud control and business continuity planning; regulation of the patent attorney profession; and, secretariat support services to a number of committees and boards.
The successful applicant should possess well developed administration skills particularly in the areas of planning and reporting and secretariat support services. Ideally the occupant will have experience in supporting corporate risk management activities including business continuity. The successful applicant should possess well developed communication skills both verbal and written. Prior experience with reporting and secretariat duties would be an advantage

Specific Duties:

  • Provide secretariat services to various boards and consultative groups, including the audit committee and IP Australia’s external consultation groups.
  • Manage Business Group planning and reporting activities and undertake other administrative tasks as requested.
  • Track all audit and evaluation recommendations to ensure timely and appropriate action is being taken.
  • Provide administrative support to business continuity planning and corporate risk management activities.

Candidates are also required to:

  • Demonstrate attitudes and behaviours responsive to workplace change (including participates in and encourages 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, takes ownership and honours 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.

Eligibility Qualifications/Knowledge required:

  • Formal qualifications in management, business analysis, commerce, information technology or other related fields is desirable but not essential

Key skills/Capabilities:

It is desirable that the successful applicant have:

  • Knowledge of 'AS/NZ ISO 31000:2009 Risk management - Principles and guidelines'.
  • Knowledge of 'BCI Good Practice Guidelines 2013'.

Key Skills / Capabilities:

The successful applicant will have:

  • well developed administration and communication skills
  • an ability to set priorities, organise tasks, work to strict deadlines and maintain high standards of accuracy in a flexible working environment
  • prior experience with reporting and secretariat duties would be an advantage

Application Requirements:

To apply for this position, applicants are asked to:

  • provide a maximum two page statement addressing the selection criteria and how their recent employment experience is relevant to the advertised position
  • provide a current CV
  • 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

Selection Criteria:

  • High level of written and verbal communication skills
  • Demonstrated capacity to work effectively with stakeholders, customers and service providers to develop strategies and innovative solutions to meet IP Australia's business needs
  • Demonstrated ability to set priorities and organise tasks, work to strict deadlines and maintain high standards of accuracy
  • Collaborative and flexible working style
  • Experience with planning, reporting and risk management would be highly desirable

Contact Officer:

For further information pertaining to this job please contact Janine Brown on (02) 6283 2536

Working in 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:
Date: 29 April 2016

Last updated: 
5 May 2016