AUSTRALIAN EMBASSY
DUBLIN
Job Vacancy: Part-Time Receptionist / Administrative Assistant (PN 5519)
The Australian Embassy Dublin invites applications for the position of Part-time Receptionist /
Administrative Assistant. Working hours are 5.5 hours per day (27.5 hours per week), Monday to
Friday from 9:00am to 3:30pm (including 1 hour for lunch). Employment will be offered on a
fixed-term contract basis for an initial period of six months (the probationary period). Subject to
satisfactory completion of the probationary period, a further 18 month contract may be offered. The
starting salary will be €19,750 per annum and will increase to €20,750 per annum upon successful
completion of the probation period.
The terms of employment will be in accordance with the Conditions of Service for Locally Engaged
Staff of the Australian Embassy Dublin. Employment will be subject to the successful completion
of pre-employment probity checks, a medical examination and evidence of your entitlement to work
in Ireland by virtue of citizenship or relevant work permit. The employee shall not engage in
outside employment whilst working for the Embassy without the prior written approval of the
Ambassador.
The successful applicant will be enthusiastic, self-motivated, demonstrate excellent interpersonal
and communication skills, sound financial management skills, a client-service focus and an aptitude
to work as a member of a small but dynamic team. The successful applicant will also demonstrate
flexibility and a willingness to work additional hours if required. Applications will be assessed on
merit and must address the selection criteria. Please refer to the ‘How to Apply’ section below for
more information.
The closing date for applications is Monday 7 April 2014. Late applications will not be
considered.
Duty Statement:
The successful applicant will work to the Office Manager/Accountant and Senior Administrative
Officer (SAO). Duties of the position include, but are not limited to:
 Operation of the Embassy’s reception counter to members of the public;
 Operation of the Embassy’s switchboard including: management of the PABX; maintaining
official telephone directories; and managing the telephone billing system for private usage;
 Handling telephone and in-person enquiries from members of the public regarding
Australian passport and visa issues and other general information;
 Acting as the Embassy’s Cashier from time to time: managing a change float advance;
receipting passport and other revenue through the Embassy’s cash register and financial
management information system SAP; and banking collections to the Embassy’s official
bank account;
 Preparing, checking and processing accounts payable and receivable in SAP and providing
general finance-related assistance to the Office Manager/Accountant and SAO including
preparation and submission of the Embassy’s VAT refund claims;
 Opening and despatching official mail/correspondence, maintaining the remittance register
and operating the Embassy’s franking machine for official mail;
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Maintaining the Embassy’s contacts database;
Maintaining the Embassy’s electronic records management system EDRMS/TRIM;
Assisting with the passports application process, as directed by the Passports Office;
Other duties as directed.
Selection Criteria:
Applications must address the following selection criteria using the attached Statement of Claims
Against the Selection Criteria form:
A. Demonstrated ability to perform general administrative/processing and financial activities,
and comply with policies, procedures and legislative guidelines under direction.
B. Highly-developed planning and organisational skills to manage multiple tasks and priorities
in a high volume, client-focused environment in order to achieve required outcomes.
C. Ability to use a range of software applications, previous PABX experience and accurate data
entry skills including Microsoft Excel and SAP.
D. Excellent communication and interpersonal skills, including the ability to communicate with
empathy, clearly and simply with people from diverse backgrounds both in person, over the
phone and in writing using sound judgement, discretion and confidentiality.
E. Ability to contribute to the effective delivery of a service by providing a courteous, prompt
and efficient service to internal and external clients.
F. Ability to adapt to change and work harmoniously with other team members in a busy work
environment by demonstrating flexibility, reliability, adaptability, initiative and
resourcefulness.
G. Undergo a pre-employment probity (Garda/police) and medical checks and be legally able to
work in Ireland.
How to Apply:
To be considered for the position, applications must include:
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a one-page covering letter summarising your relevant experience, qualities and skills;
your current curriculum vitae including details of at least two recent referees (name,
position, telephone number and email address); and
a completed Statement of Claims Against the Selection Criteria of no more than three pages
(attached).
Completed applications must be emailed to the Recruitment Officer (details below) by no
later than Monday 7 April 2014. Late applications will not be considered.
The Recruitment Officer
Australian Embassy Dublin
Level 7, Fitzwilton House
Wilton Terrace
Dublin 2
Email: Franziska.Wilson@dfat.gov.au
Telephone: 01 664 5300
Facsimile: 01 678 5185
Please note that only applicants short-listed by the Selection Advisory Committee (SAC) will
be contacted for an interview.
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AUSTRALIAN EMBASSY
DUBLIN
Statement of Claims Against the Selection Criteria
Part-Time Receptionist / Administrative Assistant
Name of Applicant: __________________________________________ Date: _______________
A. Demonstrated ability to perform general administrative/processing and financial
activities, and comply with policies, procedures and legislative guidelines under direction.
B. Highly-developed planning and organisational skills to manage multiple tasks and
priorities in a high volume, client-focused environment in order to achieve required
outcomes.
C. Ability to use a range of software applications, previous PABX experience and accurate
data entry skills including Microsoft Excel and SAP.
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D. Excellent communication and interpersonal skills, including the ability to communicate
with empathy, clearly and simply with people from diverse backgrounds both in person,
over the phone and in writing using sound judgement, discretion and confidentiality.
E. Ability to contribute to the effective delivery of a service by providing a courteous, prompt
and efficient service to internal and external clients.
F. Ability to adapt to change and work harmoniously with other team members in a busy
work environment by demonstrating flexibility, reliability, adaptability, initiative and
resourcefulness.
G. Undergo a pre-employment probity (Garda/police) and medical checks and be legally able
to work in Ireland.
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