About the Office of the Official Secretary to the Governor-General The Office of the Official Secretary to the Governor-General (the Office) is a small Commonwealth agency with staff located at Government House, Yarralumla and Admiralty House, Kirribilli. The Office is committed to identifying and implementing innovative ways to support the Governor-General in carrying out their constitutional, community, ceremonial and Commander-in-Chief duties. The Office empowers its staff to be creative, strategic and to deliver impressive outcomes, across the: Administration of the Australian honours system; Planning and managing the Governor-General's event program; Management and maintenance of the official household and two heritage listed Official Residences (Government House, Yarralumla and Admiralty House, Kirribilli). About the workplace These positions are based at Government House, Yarralumla which is a secure site with free parking. As part of their rewarding work, staff have access to the stunning grounds, the opportunity to observe or participate in events on the Governor-General's program and participate in a vibrant, inclusive culture. The Honours and Awards Branch provides the necessary support for the Governor-General to carry out responsibilities relating to the independent administration of the Australian Honours system. The Branch also supports the Council for the Order of Australia, the Australian Bravery Decorations Council and the National Emergency Medal Committee which considers nominations and makes recommendations to the Governor-General. The Branch also undertakes Office reception and congratulatory messages from His Majesty The King and the Governor-General. Overview We are looking to fill two roles within the Honours and Awards branch; a Reception and Administration Officer, and an Administration Officer. Successful applicants will be required to answer phone calls, greet client arrivals and setting the first impression for the Office. The positions will respond to inquiries for the Honours & Awards Secretariat and across the Office, process receipt of mail, the distribution of email communications from inboxes, assisting with the processing of nominations and referee responses, and assisting with the sales of insignia. These positions are varied roles and will require the successful candidates to have a strong customer focus, high level of organisational skills, attention to detail and the ability to multi-skill and prioritise workloads. If there is a particular role you are interested in applying for, please outline this in your pitch, otherwise the positions will be filled based on the best experience and skills to successfully undertake the duties of the roles. The key duties of the position include Reception and Administration Officer Duties Provide a high level of administrative support including answering telephone calls, greet client arrivals, process receipt of mail, the distribution of email communications from inboxes, assisting with the processing of nominations and referee responses, and assisting with the sales of insignia. Prepare correspondence associated with administrative support functions as necessary. Be personally responsible for ensuring that individual work is efficiently and effectively progressed to meet deadlines. Accurately update and monitor database and electronic records management systems. Exercise tact and discretion at all times, and effectively liaise and negotiate with clients from all sections of Government and the community. Establish and maintain strong relationships with internal and external stakeholders. Be proactive in following up of issues and tasks and ensure they are handled in a timely fashion. Administration Officer Duties Provide a high level of administrative support including the distribution of email communications from inboxes, answering telephones, assisting with the processing of nominations and responses to honours lists awards, and committee meeting logistics (including travel bookings). Prepare correspondence associated with administrative support functions as necessary. Be personally responsible for ensuring that individual work is efficiently and effectively progressed to meet deadlines. Accurately update and monitor database and electronic records management systems. Exercise tact and discretion at all times, and effectively liaise and negotiate with clients from all sections of Government and the community. Establish and maintain strong relationships with internal and external stakeholders. Be proactive in following up of issues and tasks and ensure they are handled in a timely fashion. Selection Criteria for both roles Demonstrated good written, oral and interpersonal communication skills, particularly liaison and representational skills and the ability to work with people at all levels. Proven time management skills and flexibility to undertake a range of administrative tasks and meet deadlines in managing a workload. Evidence in sound judgement, discretion, management of sensitive information and attention to detail. The ability to work effectively in a team environment, proactively collaborating and sharing information to accomplish objectives within challenging timeframes. Proficiency in Microsoft applications including Word, Excel, PowerPoint, Outlook and in using enterprise wide business systems (for example SharePoint and online travelling booking systems). Prior experience in administrative responsibilities is required for both roles.