AUSTRALIAN EMBASSY, SANTIAGO, CHILE
VISAS AND IMMIGRATION SECTION
OFFICE MANAGER
The Visas and Immigration Section requires a fully bilingual (spoken and written) (English and Spanish) candidate to fill the position of Office Manager. The position requires excellent organisational, analytical and interpersonal skills.
If you are interested in applying please note the following:
• Applications addressing the Selection Criteria and Curriculum Vitaes/Resumes in English must be sent by email to [email protected]
• Applications must be received by 23.00 (local time) on 22 August 2012.
• Only shortlisted candidates will be contacted.
• This is a locally-engaged position. This means that applicants must have the right to live and work in Chile. The Embassy will not arrange visas or work permits.
• The successful candidate will be expected to commence shortly after selection.
• The successful applicant will need to be a team player, and willing to be flexible in taking on a broad range of tasks.
• Applicants must address the reasons why they meet the requirements as set out in the relevant Position Description
OFFICER MANAGER
POSITION DESCRIPTION
Role
The Officer Manager works closely with the Principal Migration Officer (PMO) providing high level support to best achieve Department of Immigration and Citizenship (DIAC) objectives and outcomes. The Office Manager has responsibility for co-ordinating and monitoring financial, human and office resources in consultation with the PMO. As part of the Management Team, the Office Manager is responsible for initiating and implementing changes which improve the office environment, staff performance and service to clients and stakeholders. They work collaboratively with Australian-based officers to manage competing priorities and meet deadlines. They work to the highest ethical standards, employing high level judgement in carrying out their responsibilities. The Office Manager contributes to training staff and undertakes high level representation with stakeholders. They also deliver a high quality service to clients and make complex decisions applying strict ethical standards and a high level of judgement.
Duty Statement
• Provide assistance to Australian-based officers in relation to budget management (including processing payments), preparation of statistical reports, maintenance of office resources and equipment and preparation of routine responses.
• Coordinate human, financial and other resources to ensure resources, systems and office processes are operating at optimum levels to meet service and quality standards.
• Liaise with internal departmental stakeholders, other Australian government agencies, host governments and embassies to resolve issues and achieve departmental objectives.
• Provide administrative support to Australian-based officers in relation to stakeholder engagement by identifying appropriate contacts, organising meetings including travel and providing translating and interpreting assistance.
• Supervise the Registry team, monitoring work flow to ensure visa applications are actioned within service standards. This includes managing staff performance.
• Monitor provision of services to clients and assist in the management of urgent, sensitive and complex cases.
• Develop and deliver training to staff as required.
• Provide leadership by working effectively, cooperatively and flexibly in the context of the management team and within a team environment that includes responding to priorities and involvement in the development and implementation of change.
• Monitor Work Health and Safety issues in the workplace.
• In consultation with Australian-based officers, implement projects relevant to specific caseloads, client service improvement, and overall work of the section and/or Government directions to achieve operational and administrative excellence.
• Assess and decide visa applications to Australia in accordance with Australian migration legislation and Departmental policy instructions as required.
Selection Criteria
(Please limit your responses to 350 words per criterion)
1. Demonstrated ability to work independently in a high volume and high pressure environment to manage own workload and meet deadlines, and assist others to meet their own workload priorities. This includes excellent organisational skills and a high level ability to manage competing priorities.
2. Proven ability in financial or budget management.
3. Proven high level ability in managing people and working effectively as a member of a team to contribute to the achievement of organisational goals and objectives.
4. Proven ability to provide excellent client service including the ability to liaise effectively with clients and high level stakeholders to achieve the resolution of complex and sensitive issues.
5. Proven ability in preparing statistical and financial reports with accuracy and within set deadlines. This includes managing large volumes of statistical information and presenting this information in a logical manner.
Officer Manager
Salary and conditions
| Gross monthly salary | 1,664,000 Chilean Pesos. Employee contributions to health and pension funds will be deducted from the salary and paid by the Embassy. |
| Monthly meal allowance | 60,000 pesos |
| Taxes | The Embassy does not declare nor arrange payment of income tax for employees. This is the responsibility of the employee as specified in the Embassy’s Conditions of Service Handbook. |
| Working hours | 38 hours week 8:30 – 12:30 and 13:30 – 17:00 |
| Vacations | 3 weeks (15 working days) per year |
| Public holidays | 14 days (a mix of Chilean and Australian public holidays) |