Position Description
Job Title: Assistant Manager
Division/Region: Europe
Section/Unit: Madrid
Gross salary: Approx. EUR 2,695 per month (14 payment annually)
Applications close: Midnight, Sunday 11 September 2011 Madrid time.
Working with the Immigration Section at the Australian Embassy in Madrid:
Main duties
1. Financial Management
• Managing budgets and reviewing expenditure for work area
• Managing contract and service arrangements
• Undertake the duties of Front Office Manager for the collection of public monies
• Take responsibility for dealing with accountable documents including some monetary reconciliation
2. Integrity analysis
• Research, analyse and prepare reports in application tends or fraud
• Request information from other offices to assist and analysis and report writing
• Performing research and investigation of a specialised nature
3. Client Services/Visa work
• Assessing visa applications in line with relevant policy and legislation
• Responsibility for complex and/or escalated cases
• Preparing detailed submissions on complex cases for consideration by senior staff
• Preparing daily correspondence on routine and non-routine matters
• Conducting character checks
Specific Duties:
In these roles, you may expect to:
• Assess and make fair, reasonable and lawful evidence-based decisions requiring the exercise of sound judgement, in line with legislation, policy, established procedures and protocols;
• Read and analyse supporting documentation, follow up incomplete applications, interview clients and make requests for further information;
• Assist in analysing financial, visa program, or fraud data, and prepare reports
• Research and apply legislation, including maintaining knowledge of relevant legislation and policy, keeping informed and sharing information about changes in advice, policy or legislation;
• Manage and prioritise own caseload to meet performance targets;
• Make accurate and timely case file notes and decision records in the departmental computer systems and filing documents in accordance with Departmental protocols;
• Communicate with clients in the various communication channels and provide quality advice to clients who are culturally and linguistically diverse;
• Perform administrative duties, including receipting applications, producing and disseminating information and correspondence; and
• Work collaboratively and flexibly within the work area and with other work areas to deliver business outcomes in a diverse and challenging environment of competing priorities.
Position requirements
The successful applicant will also require the following:
• Fluency in English (native speaker desirable). Fluency in one or more of the following languages would be an advantage: Spanish, French or Portuguese;
• Strong teamwork skills and flexible attitude to changing requirements;
• Ability to work in a culturally diverse work place and with clients who are culturally and linguistically diverse;
• Demonstrated excellent in Microsoft packages (Word, Excel and Access) and
• Relevant tertiary education qualification and/or experience;
Application requirements and process
Candidates should include the following documentation in their application:
1. Curriculum vitae (resumé) in English, containing:
- personal information, including address and telephone contact details;
- residency/employment status;
- summary of employment history; and
- contact details (telephone and email) for at least two referees who can comment on work performance.
2. Statement supporting the Selection Criteria (set out below)
This should be a written statement in English, addressing each of the selection criteria (maximum of two pages in total for the statement of claims). Applications that do not address the selection criteria below will not be considered for interview.
• The successful applicant will be required to undertake medical and background checks (Probity):
Applications should be directed by email only to: [email protected] and must be received by the Embassy before midnight on Sunday 11 September 2011 Madrid time. Please note that no phone call enquiries will be taken and only short-listed applicants will be notified. Late applications will not be considered.
The Embassy will not acknowledge receipt of applications. Progress of applications will be notified on the Embassy’s website. Any applicants who are interviewed will be advised of the final outcome.
Unsuccessful applicants who rate highly in this employment process may be considered for employment with the Embassy should another similar position become vacant within the next 12 months.
The Embassy will establish a Selection Advisory Committee to assess applications, conduct interviews, check referees reports and prepare a report for the Ambassador recommending the most suitable applicant.
Applicants are advised to pay close attention to the duty statement and selection criteria when preparing their application. The Selection Advisory Committee will shortlist applicants for interview, based on the information provided in the applications it receives.
Selection Criteria:
1. Contributes to strategic thinking
Helps others in understanding the department's role and relevant policies and guidelines. Participates actively in planning for the achievement of work goal areas. Align own work to business directions and goals. Ensures own knowledge is current, uses information from various sources to aid understanding and acts on opportunities for improvement. Undertakes complex research and analysis and applies an appropriate level of investigation, consideration and critical evaluation to issues
Provide an example of research, analysis or investigation you have undertaken.
In your answer, please ensure you address the following:
• What information and tools did you use for your analysis?
• How did you arrive at your conclusion?
• What was the outcome of your work?
2. Achieves results
Provides valued contribution to planning the work of the area and identifies opportunities for effective resource use. Integrates and applies professional input of others to maximise the quality of work outputs and services. Provides input into change initiatives and helps others to deal with change. Contributes to planning own and team work targets and deadlines.
Provide an example of a time when you have shown flexibility in responding to a client's needs.
In your answer please address the following:
• What was your role?
• What were the client needs that you were responding to?
• In what way(s) did you demonstrate flexibility?
• How did you determine whether or not the client’s needs had been met?
• How effective were you at meeting the client’s needs?
• What was the outcome? How did the approach you took contribute to the outcome?
3. Supports productive working relationships
Takes the initiative in building rapport with clients and liaises effectively through internal and external networks. Works collaboratively within and across work areas and supports participative decision making. Recognises diversity and individual differences at work and attempts to understand diverse perspectives. Undertakes performance management responsibilities in a timely and effective manner when needed and provides ongoing support and guidance. Takes responsibility for delivering a high standard of client service and understands client service processes and practices
Provide an example that demonstrates your ability to liaise with a variety of people at differing levels of an organisation.
In your answer, ensure you have addressed the following:
• What was the situation and what was your role?
• With whom did you need to liaise?
• What strategies did you use to make these interactions positive or useful?
• What was the outcome?
4. Displays personal drive and integrity
Models ethical behaviour for others. Considers risks that will impact on team's work and takes appropriate steps. Shows a commitment to achieving team outcomes and objectives. Responds appropriately to criticism and conflict situations. Monitors own performance and accesses opportunities for development.
Describe a situation in which you were able to remain calm and motivated when facing a challenging work issue.
In your answer please address the following:
• What was the situation? What role were you performing?
• What work issue were you facing? What made it challenging?
• What strategies did you use to ensure that you remained calm and motivated?
• What was the outcome? What impact did your efforts to remain calm and motivated have on
your approach to the challenging work issue?
5. Communicates with influence
Explains ideas thoroughly and prepares non-standard correspondence that is easily understood. Seeks clarification of own understanding, tailors communication to audience and checks to ensure audience understanding. Identifies others' concerns and expectations and presents own view persuasively.
Give us an example of a time when you have had to get a group of people to engage in discussion on an issue.
In your answer please address the following:
• What was the situation? Why was there a need for group discussion?
• What did you say and do to generate discussion?
• If there were any disagreements or misunderstandings, what did you do to help resolve
these?
• How did the group respond to your actions?
• What was the outcome?
6. Demonstrates professional, technical proficiency
Demonstrates technical, professional or specialist knowledge and expertise.
Describe a situation which demonstrates your ability to use good judgement when interpreting legislation or guidelines in order to make a decision about a client service matter.
In your answer, please ensure you address the following:
• What was the situation and what was your role?
• What was the decision you were making and what information did you use to guide your
decision?
• How did you ensure that you based your decision on sound judgement?
• How did you know that you had made the right decision?
7. Language abilities
Fluency in English (native speaker desirable). Fluency in one or more of the following languages would be an advantage: Spanish, French or Portuguese.