Digital Uplift Secretariat Officer (APS6) - NV2 required upon application

Position Summary

The Digital Uplift Secretariat Officer provides high level governance and secretariat support within a dynamic international policy environment. Operating under limited direction, this role ensures effective coordination of senior meetings, accurate documentation, and compliance with established governance frameworks.

The position requires strong organisational skills, sound judgment, discretion, and the ability to manage competing priorities in a fast-paced setting.

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APS5 – Key Duties

Digital Uplift Secretariat Officer (APS5)

At the APS5 level, the role focuses on delivering high-quality secretariat and governance support under direction, while exercising sound judgment and strong organisational skills.

Key Duties

• Coordinate Meetings and Committees
  Support the organisation of governance meetings, including scheduling, preparing logistics, and liaising with participants.

• Prepare Meeting Documentation
  Assist in drafting agendas, collating briefing materials, quality-checking documents, and ensuring timely distribution of papers.

• Minute-Taking and Records Management
  Accurately record minutes, decisions, and action items, and maintain official records in line with governance standards.

• Monitor Action Items
  Track outstanding tasks and follow up with stakeholders to ensure commitments are delivered on time.

• Support Parliamentary and Executive Processes
  Contribute to the preparation of Senate Estimates material, ministerial correspondence, briefs, and responses to Questions on Notice.

• Maintain Governance Registers
  Update and maintain registers of decisions, correspondence, and key governance documentation to ensure compliance and transparency.

• Stakeholder Engagement
  Liaise with internal business areas and external stakeholders to coordinate inputs, gather information, and support reporting requirements.

• Continuous Improvement
  Identify opportunities to streamline secretariat processes and improve documentation and workflow efficiency.

Key Responsibilities APS 6

Depending on experience and level, duties will include:

• Coordinate Governance Meetings – Organise and manage senior-level meetings and committees, including scheduling, logistics, and stakeholder liaison.

• Prepare Agendas and Briefing Packs – Draft agendas, collate high quality papers, and ensure timely distribution of documentation.

• Record and Maintain Accurate Minutes – Capture decisions and action items, maintaining official records in accordance with governance standards.

• Track and Monitor Action Items – Follow up on commitments and ensure timely completion of deliverables.

• Support Parliamentary and Executive Processes – Assist in preparing Senate Estimates material, ministerial correspondence, and responses to Questions on Notice.

• Maintain Governance Registers and Compliance – Manage registers of decisions and correspondence, ensuring alignment with accountability and reporting frameworks.

• Engage with Internal and External Stakeholders – Liaise across divisions, government agencies, and international partners to coordinate inputs and responses.

• Drive Process Improvement – Identify and implement improvements to secretariat systems and workflows to enhance efficiency and effectiveness.

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About You

You are proactive, highly organised, and thrive in a fast paced environment. You demonstrate exceptional attention to detail and the ability to exercise discretion when handling sensitive information.

Key Capabilities

• High level written and verbal communication skills, with the ability to produce clear, concise documentation.

• Strong understanding of governance principles and frameworks.

• Excellent organisational and time management skills, with the ability to manage competing priorities.

• Sound judgment, initiative, and strong stakeholder engagement skills.

• Proficiency in Microsoft Office and governance software tools.

• Ability to manage confidential information with integrity.

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Qualifications & Experience

Mandatory:

• Demonstrated experience in governance, secretariat, or compliance roles within a complex organisation.

• Proven ability to build and maintain strong relationships with internal and external stakeholders.

Desirable:

• Tertiary qualification in Business, Public Administration, or a related field (or equivalent relevant experience).

• Adaptability, resilience, and a commitment to continuous improvement.

• Strong knowledge of secretariat functions and parliamentary processes.

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