Official Histories Project Support Officer - APS 5

The Australian War Memorial
Closing Date
Sun, 10th May 2020
Position Type
$69,459 - $74,392

The Australian War Memorial combines a shrine, a world-class museum, and an extensive archive. The Memorial's purpose is to commemorate the sacrifice of those Australians who have died in war or on operational service and those who have served our nation in times of conflict. Its mission is leading remembrance and understanding of Australia’s wartime experience.

The Australian War Memorial is producing the official history of Australian military operations in Iraq (2003-2011) and Afghanistan (2001-2014) and peacekeeping operations in East Timor (1999-2012). These histories will form a number of volumes researched and written by a team of authors and researchers led by an Official Historian.

This role is for the remainder of the project, reporting to the Official Historian to undertake and co-ordinate the management and administration of the Official History team.  This will require liaison more broadly across the Memorial and other government departments.

The Project Support Officer provides project support and coordination assistance to the Official Historian and the Official History team related to the planning, administration and reporting of the project.

Under the general direction of the Official Historian, this involves tasks relating to the continuous administration of the project, including coordination of recruitment, the adherence to and maintenance of processes within Memorial systems, administrative support to the Official Historian and wider project team, co-ordination and secretariat support for cross-agency meetings, basic stakeholder requests, travel itineraries, finance and procurement management, budgeting and maintenance of the project plan, reporting and documentation, information security management, and the administration and management of a stand-alone IT network.

Note: This is a security assessed position at Negative Vetting Level 2 (Top Secret). The successful applicant will be required to obtain and maintain a security clearance at this level.


Core Responsibilities

Under general direction with a high degree of efficiency and attention to detail, perform high level administrative tasks, including:

  • Preparation and monitoring of project reports and plans
  • Secretariat services for high level project meetings
  • Organise and facilitate travel itineraries and recruitment activities
  • Project budgeting, procurement, financial management and reporting
  • Administrative assistance and liaison regarding manuscript clearance and publication
  • Cross-agency liaison
  • Social media coordination
  • First point of contact for general and public enquiries regarding the project

Maintenance of processes within a project environment in accordance with record keeping practices.

Manage information security within the project team, including maintenance of a Classified Documents Register, liaison internally and externally regarding security matters, and maintenance of the project’s standard operating procedures.

Administration of a stand-alone IT network, including regular technical support and troubleshooting.

Deliver complex written documentation including reports and briefs for both internal and external stakeholders and high level meetings, including reports to Council and the Government.

Represent the project and the Memorial when liaising with other government department staff and officials, current and past military personnel, and project stakeholders.


Selection Criteria

Proven experience in the support and co-ordination of a team on a similar project.

Ability to communicate and negotiate successfully, both in writing and verbally, with various government departments, external suppliers and internal staff at all levels.

Demonstrated ability to perform project support and administrative tasks with a high degree of multi-tasking, accuracy and attention to detail.

Demonstrated ability to draft basic correspondence, briefings, meeting minutes and project reports to a high standard.

Knowledge of Australian Public Service protocols and practices, including recruitment, financial management, records management and the ability to plan, organise and schedule tasks against determined priorities.

Familiarity with security protocols including the Information Security Manual (ISM) and Protective Security Policy Framework (PSPF).

Well-developed skills in the use of project management and record keeping software, including SharePoint and Microsoft Office applications. Information Technology experience relevant to the administration of a stand-alone network would be advantageous.




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