Executive Services Coordinator

Description:

Job description
Agency Attorney-General’s Department Work unit Director of Public Prosecutions
Job title Executive Services Coordinator Designation Administrative Officer 5
Job type Full time Duration Fixed for 12 months
Salary $88,297 - $92,687 Location Darwin
Position number 10415 RTF 320669 Closing 29/04/2025
Contact officer Melinda Listing on 08 8935 7500 or Melinda.Listing@nt.gov.au
About the agency https://justice.nt.gov.au/ | https://dpp.nt.gov.au/
Apply online https://jobs.nt.gov.au/Home/JobDetails?rtfId=320669
APPLICATIONS MUST INCLUDE A ONE-PAGE SUMMARY ABOUT YOU, A DETAILED RESUME AND COPIES OF YOUR TERTIARY
QUALIFICATIONS.
Information for applicants – inclusion and diversity
The NTPS values diversity. The NTPS encourages people from all diversity groups to apply for vacancies and accommodates people with disability
by making reasonable workplace adjustments. If you require an adjustment for the recruitment process or job, please discuss this with the contact
officer. For more information about applying for this position and the merit process, go to the OCPE website. Aboriginal applicants will be granted
priority consideration for this vacancy. For more information on Special Measures plans, go to the OCPE website.
Primary objective
Manage the executive area of the DPP, including providing high level and confidential executive, paralegal, administrative and project coordination
support to the Director of Public Prosecutions, Deputy Director, and Assistant Director to facilitate the efficient and effective operation of the
Office.
Context statement
The DPP operates independently within the Department of the Attorney-General and Justice.
Key duties and responsibilities
1. Provide an efficient coordination and management service of the day to day activities of the Director, Deputy and Assistant Director (DPP’s
Executive), including managing emails, calls, coordinating travel arrangements, briefing material and other requests efficiently and to a high
standard to enable them to focus on their core business functions.
2. Contribute to building strong relationships and networks with other managers and staff in the Office, and DPP’s regional offices, as well as
with key external stakeholders, (including representatives from the Minister/s offices, and relevant staff in the Department of the Attorney
General’s and Justice’s (AGD) Office of the Chief Executive Officer (OCEO) and interrelated departmental portfolio areas.
3. Provide high level of advice and information to the Executives on key issues relating to the operation of the office or any administrative matters
and events that could impact workflow to ensure these are dealt with promptly.
4. Manage, coordinate and assist with Executive correspondence including coordination and analysis of the flow, preparation and development
of high-level documents/requests, submissions, reports, briefing material and correspondence for DPP executives, especially from the Minister
and AGD’s Executive.
5. Responsible for the collation of Appeal books and papers for the Supreme Court, Court of Appeal, Court of Criminal Appeal and High Court
of Australia, including liaising closely with Supreme Court staff.
6. Maintain appropriate records management systems to ensure the integrity of data and to support the efficient retrieval of information.
7. Undertake basic research tasks to help inform the preparation of draft correspondence, and reports, spreadsheets and PowerPoint
presentations, or gather and collate research to provide background information to support informed, evidenced based decision making and
future planning.
8. Provide project support to the Executives, as needed, to assist them with the tracking and coordination of projects and ad hoc initiatives.
9. Coordinate and schedule meetings, including preparing agendas, liaising with stakeholders for attendance and taking minutes, and coordinate
out-of-session briefings and related matters.
10. Monitor and identify shortfalls, gaps and inconsistencies in standards, protocols and processes and assist in developing whole of Office
development initiatives or training activities to augment the capability and delivery of the DPP’s business outcomes.
Selection criteria
Essential
1. Advanced interpersonal, verbal and written communication skills, with the ability to communicate effectively with senior managers and key
stakeholders, and the capacity to maintain confidentiality and to exercise diplomacy and tact, and the capacity to adjust easily to changing
work demands and circumstances.
2. Demonstrated responsiveness and agility in dealing with multiple projects and deadlines, with capacity to prioritise and manage competing
workloads under pressure and meet critical deadlines independently.
3. Knowledge and understanding of government and ministerial protocols and procedures including maintaining high standards of
professionalism, integrity and managing sensitive and confidential information.
4. Demonstrated ability to exercise initiative and proactively problem solve, as well as sound professional judgement, common sense, integrity
and discretion,
5. Demonstrated high level competency in a range of systems and applications such as Microsoft suite products and electronic records system
and IT meeting tools.
6. High-level document preparation and presentation experience, reinforced by excellent word processing, quality control and proof-reading
skills, with high standards of accuracy and attention to detail.
7. Knowledge of the role and responsibility of the NT Director of Public Prosecutions and the wider criminal justice process, including appeals,
or the ability to quickly acquire this.
8. Demonstrated work ethic and attitude which emulates the NTPS values of being committed to service, respectful, accountable, diverse, ethical
and impartial.
Desirable
1. Knowledge and understanding of government and departmental processes including preparing high level reports, discussion papers and
correspondence including Ministerial and executive briefings.
2. Working Knowledge and experience using NT Government systems such as TRM, Expense8, VBS and IT Services, or similar.
Further information
The successful applicant will be required to undergo a criminal history check including a Fingerprint scan and Name Check. A criminal history check
will not exclude an applicant from this position unless it is a relevant criminal history. Pre-employment form is to be submitted with your online
application, to support the selection panel in assessing your application.