Australian Embassy, Beijing
VACANCY – Client Services Officer (Reception), Client Services Team, Consular & Administration Section (LE2)
The Department of Foreign Affairs and Trade is seeking expressions of interest from suitably qualified persons to fill the position of Client Services Officer on a temporary basis for five to six months, with the possibility of further extension. The position will be offered at the LE2 level. We are looking for candidates who are available to commence in the position in May.
The Client Services Officer (Reception) works in the Client Services team of five staff, with a focus on front-line reception and telephone services provided to the Australian Embassy and its clients. The position is required to, under limited direction, provide client services for the Embassy through the operation of the Embassy switchboard, manning reception, handling local and diplomatic mail, and performing a wide variety of administrative tasks.
How to apply
Your application, written in English, must include:
- A Statement of Claims for the position separately addressing each of the selection criteria (maximum 2 pages); and
- A Curriculum Vitae (maximum 2 pages); and
- Contact details for two work-related referees, including current supervisor.
Applications should be submitted in writing by email to the Human Resources Section of the Australian Embassy, Beijing at: [email protected].
The closing date for applications is on Thursday 28 April 2016. Applications received after the closing date and time will not be considered.
Applications that do not address the selection criteria will not be considered.
For further information about this position, please contact [email protected].
Please note that only applicants short-listed for interview will receive a written reply. If you have not received any communication from the Human Resources Section within four weeks after the close of application, please consider your application unsuccessful. Thank you for your understanding and your interest in working at the Australian Embassy.
Selection Criteria
Applicants should address all five (5) of the selection criteria below, clearly outlining their claims and specific experience that makes them suitable for this position (maximum 2 pages).
- High level oral and written communication skills in English and Mandarin.
- Well-developed interpersonal skills, including ability to work effectively in a small team.
- Clients service experience or ability and a work ethic which is courteous, helpful and responsive
- Demonstrated initiative and flexibility, organisational skills and the ability to set priorities.
- Well-developed computer skills (particularly Microsoft Word and Excel), including the ability to input data to computerised records/information systems, and produce reports as required.
|
Agency |
Department of Foreign Affairs and Trade |
|
Position number |
6320 |
|
Title |
Client Services Officer |
|
Classification |
LE2 |
|
Section |
Client Services Section |
|
Reports to (title) |
Client Services Manager |
DFAT Client Services Officer – Duties
About the Australian Government’s Department of Foreign Affairs and Trade
The role of the Department of Foreign Affairs and Trade (DFAT) is to advance the interests of Australia and Australians internationally. This involves strengthening Australia’s security, enhancing Australia’s prosperity, delivering an effective and high quality overseas aid program and helping Australian travellers and Australians overseas.
The department provides foreign, trade and development policy advice to the Australian Government. DFAT also works with other Australian government agencies to drive coordination of Australia’s pursuit of global, regional and bilateral interests.
About the position
Client Services Section provides a range of services including managing telephone and reception enquiries, vehicle and facility bookings and managing mail and bag distributions.
The key responsibilities of the position include, but are not limited to:
- Provide switchboard and reception services, including answering incoming calls, assisting staff with local and international calls.
- Maintain the telephone Directory; distribute updated telephone lists and ensure that the intranet contains only updated information
- Log and report telephone faults
- Answer direct contact inquiries at the service window and direct the clients to the relevant areas.
- Manage incoming mail and newspapers, including managing the receipt and distribution of locally received mail and newspapers and ensure that the mailroom is clear and organized.
- Liaise with front gate security and Security Manager to keep a record of mail and ensure the correct distribution and/or collection of registered mail.
- Manage incoming and outgoing diplomatic bag, including liaising with airport, relevant department/companies for delivery, the packing and transport of the diplomatic bag in accordance with departmental policy
- Administer facility booking, including ensuring regular bookings are scheduled every month, provide assistance to clients on facility booking procedures and ensure bookings are added to, and correct in, electronic records
- Assist with Embassy access control, manage staff & residents’ photos, register security pass & key watcher request forms and liaise with the Post Systems Administrator (PSA) to create or delete a pass on the system.
Issue, record and control visitor passes for Embassy visitors - Monitor and control entry to the controlled area of the chancery ensuring that unauthorized persons are not admitted.
- Report security incidents to the Regional Security Advisor (RSA) in a timely manner.
- Update the Embassy Unlock & Lock roster and record changes when required.
- Manage residential ADSL requirements, liaise with Embassy Telecommunication Services Provider, set up internet for the embassy residents
- Answer queries and resolves issues with residential apartment internet and phones
- Register car bookings, and allocate cars in accordance with Embassy policies
- Supervise drivers performance and report incidents promptly
- Update DFAT vehicle records on a daily basis including data entry in relation to mileage, hours of operation, private hire activity and fuel consumption
- Administer the maintenance of all DFAT vehicles ensuring that repairs are undertaken when necessary and routine servicing is carried out
- Act as custodian of the DFAT vehicle fuel cards
- Keep a clear and accurate record of the car maintenance, fuel cards and vehicle running records
- Assist with office set up for high level visits, including preparing equipment list, liaising with hotel management and liaise with drivers for vehicle movement.
Qualifications/Experience
- High level oral and written communication skills in English and Mandarin.
- Well-developed interpersonal skills, including ability to work effectively in a small team.
- Clients service experience or ability and a work ethic which is courteous, helpful and responsive
- Demonstrated initiative and flexibility, and the ability to set priorities.
- Well-developed computer skills (particularly Microsoft Word and Excel), including the ability to input data to computerised records/information systems, and produce reports as required.