This vacancy has now closed.
AUSTRALIAN CONSULATE-GENERAL,GUANGZHOU
DEPARTMENT OF FOREIGN AFFAIRS AND TRADE
EXPECTED VACANCY
The Department of Foreign Affairs and Trade (DFAT) section of the Australian Consulate-General Guangzhou has an expected vacancy for a locally engaged staff to fill the following position:
Administrative Assistant / Receptionist
The successful applicant for the Administrative Assistant / Receptionist position will be required to work as part of a wider Administration team.
Applications are invited from Chinese national applicants who are not currently registered with the Service Office for Foreign Establishments, Guangdong Province however; please note that employment for this position will be through the Service Office. The successful applicant will be required to register with the Service Office (if not already) prior to commencing employment.
Salary for this LE 5 position will commence at RMB 6,790 including a monthly allowance.
Duty statement and selection criteria are attached. Your application must include:
• a statement of claims for the postion separately addressing each of the selection criteria
• curriculum vitae; and
• details of two work-related referees
Applications that do not address the selection criteria will not be considered.
Applications and enquiries should be sent to:
Human Resources Department
Australian Consulate-General Guangzhou
12/F Development Centre
3 Linjiang Da Dao
Zhujiang New City
Guangzhou 510623
Email: [email protected]
Closing date for applications is 5pm Monday 17 November 2008
Duty Statement
1. Answer all in-coming switchboard calls and receive clients at the Foreign Affairs & Trade section. Regular reporting of call statistics and client/visitor numbers. Prepare notices for the main Consulate entrance.
2. Provide advice to clients on notarial matters including witnessing of signatures and authentication of official documents. Prepare notarial documents for provision to Australian staff. Maintain statistics for notarial services in the relevant database. Provision of interpreting services to allow Australian staff to converse with non-English-speaking clients.
3. Provide clients with information regarding Australian Government services including Births, Deaths and Marriages; Driving Licences; etc. Maintain the information resources in the waiting room.
4. Perform the function of sub-cashier for the collection of passport and consular fees. Perform banking duties in the absence of the cashier.
5. Update the Consulate phone book biannually. Update Useful Numbers and Consular Assistance cards as required. Supply fax record sheets for both DFAT fax machines.
6. Direct the movements of drivers and official vehicles, and maintain the car booking register. Ensure motor vehicle log sheets and vehicle condition records are completed.
7. Prepare and arrange the despatch of Diplomatic Bags. Calculate the cost for each Department based on weight of material despatched. Unpack and distribute Diplomatic Bag material.
8. Delegated officer to open general mail received by the Consulate. Distribute to the appropriate section/s.
9. Maintain stationery and order as required. Obtain quotes and arrange printing of name cards and specialised stationery.
10. When required, assist the Consular/Passport team with the interviewing of passport applicants, including ensuring applicants provide correct documentation and forms are correctly completed.
11. Collate end of month Consular and Administration reports.
12. Coordinate monthly Administrative Planner.
13. Prepare Monthly Administrative Procedures Checklist.
14. Assist the SAO as required.
15. Perform other duties as directed.
Selection Criteria
•Fluent in written and spoken English and Chinese language. A sufficient level of interpreting skills required to assist Australian staff to converse with non-English-speaking clients. Cantonese language skills would be advantageous.
• Very good client service skills, including handling of difficult or distressed clients.
• Initiative, attention to detail.
• Well-organised with efficient time management skills.
• A team player with the ability to adapt to new tasks when needed.
• An independent worker that does not need to be reminded of tasks/duties.
GUIDELINES ON SELECTION CRITERIA – INFORMATION FOR APPLICANTS
Selection Criteria
The Consulate-General sets selection criteria for each vacant position in order to identify the key skills, abilities, experience, knowledge and qualifications which are required to effectively and efficiently perform the functions of the position.
The competing applications we receive are considered and marked against each of the selection criteria in order to find the most suitable applicant. It is therefore essential that applicants address each of the selection criteria listed in the job vacancy, if their application is to be successful.
The central role of selection criteria
We emphasise that selection criteria are the key determining factors in our recruitment process and applicants must address each of the selection criteria in their applications. Please note that applications which do not address the selection criteria will not be considered.
Statement of claims against selection criteria
Your application is essentially a statement of claims against the selection criteria and should be the centre piece of your application. In addressing the selection criteria, you should use specific examples of work you have done, describing how you have contributed to a process or an outcome, and how this relates to the particular selection criteria you are addressing.
You should seek to demonstrate your ability to meet the requirements of the position by describing your relevant skills, abilities, knowledge, work achievements and experience against each of the selection criteria. You must show us that you meet the selection criteria and how you meet them.
On a final note, it is useful to remember, that the primary function of your application is to provide sufficient relevant information about yourself to convince the selection panel to short list your application for more serious consideration. That information however must be relevant to the key skills, abilities, knowledge and experience requirements that have been outlined in the selection criteria.