APS4 - Practice Administrator - Legal, Legislation Liaison and Privacy Division

The department supports workplace diversity and values the contribution of people from diverse backgrounds. We encourage applications from Aboriginal and/or Torres Strait Islander peoples, people with disability, people with cultural and linguistic diversity, and LGBTQIA+ people. The department is committed to achieving gender equality and, in particular, supporting women’s progression into senior leadership.

The opportunity we have available

The Practice Management (PM) team provides high-level administrative support to the lawyers and other officers in the Legal, Legislation Liaison and Privacy Division (Division) so they can effectively deliver their priorities to the department and its Ministers. The Division consists of Legislation Liaison and Privacy officers and a Commercial Law and Public Law team.

Reporting to the Practice Manager and working in a team, you will be an enthusiastic colleague who takes initiative for administrative tasks in a dynamic environment. Your contributions will support and enable the Division to deliver on its objectives.

The successful candidate will have a strong motivation to contribute to team goals and aspirations, have well developed interpersonal skills and a proactive attitude with a desire to extend PM support to internal and external stakeholders.

A merit pool may be established for any future vacancies.

What will you do? 

Operating under the direction of the Practice Manager, as an APS 4 Practice Administrator, you will collaborate closely with those in the PM team and the wider division, providing vital administrative support. Responsibilities include, but are not limited to:

• Prepare invoices for coding and process workflow on the system to enable completion of payment
• Create and process purchase order requests
• Liaise with external panel firms on accruals and process the data within a spreadsheet to track financials on a monthly basis
• Provide support and assist to arrange various key team events and meetings with internal and external stakeholders
• Assist and arrange registrations for external training sessions for lawyers and other team members
• Undertake property title and ASIC searches for lawyers
• Coordinate input for external and internal reporting in relation to the Division
• Assist with onboarding new starters and offboarding leaving staff members
• Assist with the co-ordination of administrative recruitment activities to ensure items progress in a timely manner
• Prepare meeting agendas and take meeting minutes
• Use support document management systems, including the Parliamentary Document Management System (PDMS) and Records Workspace (SharePoint)
• Perform other general administrative duties, such as printing, copying, assembling folders, filing, booking travel, meeting rooms and diary management to assist Executive Assistants in busy periods.

Who are we looking for? 

The successful candidate for this position will be able to demonstrate their capability against the APS 4 Work level standards and will be able to:

• Assist with a variety of work within the PM team and manage competing demands with direction from the supervisor;
• Manage work flow, especially during busy periods;
• Demonstrate clear communication, organisational skills and confidence when communicating with internal and external stakeholders;
• Collaborate as part of a team and contribute ideas for continual process improvements;
• Conduct yourself in accordance with the APS values;
• Exercise discretion and understand the sensitive nature of the work that is carried out by the Division; and
• Contribute to identifying and mitigating risks that may impact the team’s ability to deliver outcomes for the division.

RecruitAbility minimum requirements

Minimum requirements for this role include:

• Previous administrative support experience, whether in a legal function or not;
• Proactive, eager to learn and develop current skillsets; and
• Can do attitude and care for the work that you do within the team for the division.

RecruitAbility is a scheme which aims to attract and develop applicants with disability and also facilitate cultural changes in selection panels and agency recruitment.

Job applicants with disability who met the requirements are advanced to the next stage of the selection process:

• Opt into the scheme
• Declare they have a disability, and
• Meet the minimum requirements of a vacancy advertised in the scheme

More information can be found at RecruitAbility scheme: A guide for applicants | Australian Public Service Commission.

What else can we offer?

Our department offers a range of benefits, including:

• A Study Assistance Program providing paid leave and financial support for professional development;
• Flexible work arrangements and home-based work on agreement with the Practice Manager; and
• Generous leave entitlements, including 20 days of personal circumstances leave per year and 150 hours of paid annual leave (pro-rata).

Eligibility requirements

Employment with the Department of Infrastructure, Transport, Regional Development, Communications, Sport and the Arts is subject to conditions prescribed within the Public Service Act 1999 including: 

• Citizenship: candidates must be an Australian citizen at the time of submitting your application. 
• Health Assessment: The preferred candidate may be required to undergo a medical examination conducted by the department’s preferred medical provider.
• Security Clearance: The successful candidate must be able to obtain and/or maintain a security clearance at Baseline Clearance Level. You must be willing to disclose all relevant and required information.  You must have lived in Australia, or have a checkable background, for at least the preceding five years for Baseline Vetting clearances.  More information on the security clearance vetting process is available on the Australian Government Security Vetting Agency (AGSVA) website.
• Police check: The successful candidate must satisfactory complete an Australian Federal Police criminal history check.
• Integrity and Performance check: The successful candidate must satisfy the requirements in an Integrity and Performance check which is completed by your most recent employer.

Timeline and assessment

A selection panel will be established to assess your suitability against the advertised role.

If a merit pool is established it will be valid for 18 months from date it first appeared in the APS Gazette.

Applications open: 15 September 2025

Applications close: 5 October 2025

Application shortlisting: 9 October 2025

Further assessments: 23 October 2025

Selection report finalised: 30 October 2025

Offers and announcements: 7 November 2025

The above is indicative only, please reach out to the contact person if you have any questions on the recruitment process or timeframes.

Your application will be assessed against the requirements of the job and the Work level standards. Once the entire applicant pool has been assessed, the panel will create a shortlist of applicants. If your application is shortlisted, you may be asked to undertake further assessment, this may include work sample testing, interviews, and reference checks.

How to apply

Applications for this opportunity close at 11:59pm AEST, Sunday 05 October 2025.

In applying for this position, you are not required to address individual selection criteria. Rather, you should provide in a PDF document a statement of no more than one (1) page outlining your background, capabilities and experiences, and how these align with the advertised role.

You should also provide a tailored CV in PDF, no more than three (3) pages. The capabilities and behaviours required to be successful for this role are identified in the ‘Who are we looking for’ section.

Your application should be received through the department’s online recruitment system.  Applications via Indeed will not be accepted.

If you experience any issues with the system please contact the recruitment team on 02 6136 8989 or via email at [email protected] to discuss an alternative way to submit your application. 

Please advise the contact officer if you require reasonable adjustments throughout the recruitment process. The department is committed to the accessibility of our systems. If you identify as someone with disability and you require accessibility assistance or more information, please email [email protected]

Work with us. Apply now!