Administration Assistant and Driver

About the Department of Foreign Affairs and Trade (DFAT)

The role of the Department of Foreign Affairs and Trade (DFAT) is to advance the interests of Australia and Australians internationally. This involves strengthening Australia's security, enhancing Australia's prosperity, delivering an effective and high quality overseas aid program and helping Australian travellers and Australians overseas.



About the Australian Embassy in Stockholm
The Australian Embassy in Stockholm is responsible for advancing Australia's bilateral interests with Sweden, Finland, Latvia and Estonia, and for providing Australians resident in or visiting these countries with consular and passport services.


About the position

This position is a mixed duties position, that provides administrative support and undertakes driving duties. The position reports to the Office Manager and works closely with the Ambassador and other staff within the Embassy.



Key responsibilities include:

As Receptionist, manage and direct incoming to telephone calls and e-mail enquiries and control public access to the Embassy.
Provide day to day administrative support to the Embassy, including on property, mailroom and office supply tasks.
Drive the Ambassador, undertake some other Embassy driving tasks, and maintain the Embassy's official vehicles and arrange regular services.
Support the Office Manager in managing the Embassy's ICT network, accounts, hardware and software.
Provide back-up support for other team members as required, including the Ambassador's Executive Assistant.


Qualifications/Experience

Strong written and oral communication skills.
Demonstrated client service and interpersonal skills.
Excellent organisational skills, initiative, flexibility and the ability to work in a small team with minimum supervision.
Reliability, trustworthiness, resourcefulness and sound judgement.
Appropriate driving skills and knowledge of Swedish driving conditions.
Ability to operate and gain proficiency in ICT systems.


General Requirements

Fluency in English and Swedish.
Must live in Stockholm in order to be available for after-hours driving duties as required.
Valid Swedish Driver's license.


SELECTION CRITERIA

Please address each of the selection criteria for the role in the spaces provided on the application form. Drawing on your prior experience, please provide examples of where you have demonstrated the required competencies or transferable skills.

The word limit is strictly 250 words per response. The panel will not assess responses that exceed the word limit.



A. Strong customer service and interpersonal skills to facilitate and promote effective interactions with internal and external stakeholders.

B. Evidence of previous driving experience, and demonstrated ability to maintain appropriate etiquette and protocol. Including, possession of a valid Swedish drivers licence. Demonstrated knowledge of traffic regulations and local traffic conditions. Excellent knowledge of roads and routes in Stockholm and ability to use GPS navigation equipment.

C. Demonstrated administrative and organisational skills.

D. Ability to work effectively with other team members in a busy, processing environment by demonstrating flexibility, reliability, adaptability, initiative and resourcefulness.

E. Experience working with ICT networks, accounts, hardware and software, including Microsoft Office packages.