AUSTRALIAN EMBASSY
DEPARTMENT OF IMMIGRATION AND CITIZENSHIP (DIAC)
VISA OFFICE
EXPECTED VACANCIES
CLERICAL/CLIENT SERVICE OFFICER
VARIOUS POSITIONS – FULL TIME
Applications are sought from suitably qualified persons interested in employment under local terms and conditions as Locally Engaged Staff in the Visa Office, Australian Embassy Berlin.
The Berlin office caters for residents of 29 countries. The successful candidates will work in the
Client Services Team. They will have significant levels of client contact. Work may involve
some structured decision-making and liaison with other Departmental staff and external agencies.
The position requires delivering results in accordance with agreed work goals. The position is full time;
part time positions may be considered.
All staff are expected to display behaviours consistent with the DIAC “What We Value”, the
Australian Public Service (APS) Values and the APS Code of Conduct.
JOB CHARACTERISTICS
Generally, the work of a Clerical/Client Services Officer is characterised by one or more of the
following:
• An ability to work independently under general supervision and direction
• A need for accuracy, precision and a high level of attention to detail in applying job-specific knowledge
• The ability to work as an effective team member
• The provision of advice and administrative support
• Decision-making within defined parameters, in line with established procedures and protocols
• Application of judgement and limited discretion in decision-making following advice and
clarification from more senior staff
• An ability to respond well to and to provide quality advice and service to clients, with an emphasis
on an ability to communicate effectively with staff and members of the public who are culturally and
linguistically diverse
• Responsibility for planning and achieving own work goals
• Organisation, co-ordination and information management skills
JOB DESCRIPTION
• Responding to and managing client enquiries both face to face, via email and over the telephone
(for example about less complex migration matters) and directing clients with more complex
enquiries to appropriate areas
• Receipting payments for visa applications, couriers, sponsorships and nominations, including
maintaining records of payments
• Preparing and sending correspondence to visa applicants to request information
• Processing incoming mail and forwarding attachments to case officers
• Processing medical records and distributing them to the appropriate case officer
• Maintaining knowledge of relevant legislation (for example the Privacy Act)
• Actively participate in team meetings
• Granting certain categories of visas
• Updating and maintaining on-line records and developing and maintaining registers
• Contributing to reviews of work practices including providing advice on the provision and
delivery of services
• Liaising with other work units within the department or with other organisations on routine matters
• Visa evidencing
• Preparing the outgoing diplomatic mail bag
• Assessing the evidence provided by clients in support of visa and Citizenship applications
• Maintaining the supply of forms
• Contributing to planning activities within the work area
• Participating in quality assurance measures in your workplace
• Providing advice, guidance and training to new staff on procedural matters
• Requesting and locating files and documents for case officers and transporting files to
marked recipients
• Other duties as required
SALARY AND CONDITIONS OF EMPLOYMENT
Applicants must already possess the legal status to reside and work in Germany.
Applicants will also be required to undergo a police records and relevant Embassy security checks before employment may commence.
The positions are being offered as temporary positions on a contractual basis for a period of six months, with the possibility of extension. The gross salary is € 2,423.44. per month for full-time employees.
The first three months shall constitute a probationary period. Extension of the contract will be assessed on the basis of ongoing need for the position and the incumbent’s performance.
Successful applicants will be responsible for relocation and ongoing costs associated with working and living in Germany.
APPLICATION PROCEDURE
In order to ensure the eligibility of your application, please provide the following:
• Your Curriculum Vitae
• Details of two recent work referees including email and telephone contact details
• Earliest date you will be available to commence should you be found suitable for the position.
• A statement of no more than two A4 pages describing your claims against the
Essential Capabilities, as follows:
1. Contributes to Strategic Thinking
Give us an example of a time when you have used work area guidelines or procedures to respond to an issue involving a client.
2. Achieves Results
Describe a situation in which you demonstrated the capacity to be flexible and to adapt to change in your work area.
3. Supports Productive Working Relationships
Using a specific example, describe a time when you have demonstrated respect for a client from a different culture or background while delivering a client service.
4. Displays Personal Drive and Integrity
Tell us about a time when you had to give honest and impartial advice to a client.
5. Communicates with Influence
Give us an example that illustrates your ability to respond to a conflict situation. What was the outcome?
6. Demonstrates Professional and Technical Proficiency
Tell us about a time when you had to find out some information in order to assist a client with an enquiry.
7. Language Ability
Fluency in English and one or more of the following languages:
German, French, Spanish, Portuguese, Polish, Hungarian, Croatian, Italian, Greek, Russian, Serbian and Arabic.
Please send your application by 7 November 2010 by email to Scott Cain, Senior Migration Officer, Australian Embassy Berlin: [email protected]
Please note that late applications will NOT be accepted.
Enquiries about the positions and conditions of employment may be directed to [email protected]