Administration Officer

The Role of an APS 3 Administration Officer

As an APS 3 Administration Officer at Defence Australia, you will provide essential procedural, administrative, and business support within an integrated Defence workforce. This role operates under limited direction, requiring the application of relevant legislation, policies, and Defence requirements while managing established priorities and standard procedures.

You will be responsible for planning and managing your workload, completing routine tasks with some autonomy, and producing work that is subject to regular review. Key duties include:

• Providing clerical support.
• Coordinating administrative processes.
• Maintaining accurate records.
• Conducting basic research and analysis.
• Assisting with operational activities.

The APS 3 Administration Officer may offer limited supervision to junior staff and contribute to team development through on-the-job training. Strong communication, effective stakeholder engagement, and meticulous attention to detail are crucial. The ability to follow standard procedures to achieve work unit outcomes is essential, alongside a commitment to continuous self-improvement and professional development.

About Maritime Sustainment Division (MSD)

The Maritime Sustainment Division (MSD), part of the Naval Shipbuilding and Sustainment Group (NSSG), is dedicated to delivering critical in-service support for Navy and Army assets, while also introducing new maritime capabilities to the Government. This team plays a pivotal role in the transformation to the Maritime Sustainment Model, ensuring Defence is equipped to meet evolving operational demands and strategic priorities.

Operating in a dynamic and complex environment, MSD contributes significantly to Defence’s broader objectives by enabling reliable, modern, and sustainable maritime capability. Aligning with Defence values, the division fosters an inclusive, high-performing culture centered on service, integrity, and excellence. Employees are supported through flexible work options, professional development, mentoring, and tailored career pathways. By attracting and nurturing talent, the team ensures Defence has the necessary workforce to create, sustain, and deliver capability, thereby strengthening Australia’s maritime readiness and upholding the organization’s mission that people are its greatest asset.

Our Ideal Candidate

Defence Australia seeks a proactive, dependable team member with exceptional organizational skills and a customer-focused approach. The ideal candidate takes pride in delivering high-quality administrative support, working within established procedures while applying sound judgment to prioritize tasks effectively. They possess strong administrative capabilities, including:

• Maintaining accurate records.
• Drafting professional correspondence.
• Managing workflow efficiently.
• Supporting routine business processes.

Excellent communication and interpersonal skills are vital for building positive relationships with colleagues, stakeholders, and Senior Executive Service (SES) members. Professionalism and discretion are paramount when supporting SES officers, encompassing safe vehicle operation, schedule coordination, and reliable transport to meetings and engagements. The successful candidate will thrive in a collaborative team environment, adapt readily to changing priorities, and demonstrate a willingness to continuously learn and improve work practices. A clear understanding of Defence’s role, policies, and values, coupled with courteous and respectful representation of the organization, is expected. Essential requirements include a current driver’s license, a good driving record, and the ability to uphold confidentiality.

Key skills/competency

• Administrative Support
• Record Management
• Stakeholder Engagement
• Procedural Compliance
• Communication Skills
• Workflow Management
• Data Analysis (Basic)
• Organizational Skills
• Confidentiality
• Continuous Improvement