Immigration Assistant with Department of Immigration and Border

Office Circular No 19/2017

APPLICATIONS FOR VACANCIES AT THE IMMIGRATION ASSISTANT (LE2) LEVEL

The Immigration and Border Protection Section of the Australian High Commission, New Delhi is seeking applications from suitably qualified candidates for expected vacancies at the Immigration Assistant (LE2) level arising in the next 12 months.

Subject to the successful completion of probationary period, satisfactory medical check and background verification, the successful applicant will be offered a fixed term contract of employment, inclusive of the probation period. The contract may be extended subject to agreement between the employer and employee.

Applicants are advised to read the attached job description, duty statement and expected work level standards of the Immigration Assistant position prior to addressing the attached selection criteria.

NOTE FOR ALL APPLICANTS

Selection will be made strictly on the merit principle.
Conform to word limits where specified.
Provide examples of relevant work experience where specified.
The application process involves questions about your current and past personal and family relationships and living circumstances. It is in your own interest to be honest and accurate in disclosing details about yourself. If you feel uncomfortable about disclosing this information, you should reconsider your application.
Applications must be typed. Handwritten applications will not be accepted.
Late applications will not be considered.
Only short listed applicants will be contacted.
The commencing salary for the LE2 level is INR 35, 342 per month.
Employment benefits are dependent on the contract term offered, and may include leave entitlements, salary bonuses, provident fund and medical insurance.
All prospective applicants should familiarise themselves with the Australian High Commission’s Code of Conduct.

HOW TO APPLY

Applicants must submit the following documents in Microsoft Word format with subject header ‘Application for DIBP Immigration Assistant - <insert applicant’s name>’ to: [email protected] before Midnight Tuesday 01 August 2017

(1) A curriculum vitae; and

(2) A font size 12 typed statement conforming to word limits addressing each of the three selection criteria (below).

Applications not meeting these criteria and the specified word limits will not be considered.

POSITION DESCRIPTION – IMMIGRATION ASSISTANT (LE2)

Agency	DIBP
Position number	Various
Title	Immigration Assistant
Classification	LE2
Section	Immigration
Reports to (title)	Team Leader

About the Department of Immigration and Border Protection (DIBP)

The DIBP Section of the Australian High Commission, New Delhi is Australia’s largest overseas visa processing office, responsible for delivering a wide range of temporary and permanent visas, in addition to limited types of citizenship services, across India, Nepal, Bhutan and Bangladesh. The DIBP New Delhi Office is divided into five operational teams: Visitors and Business, Students, Family and Humanitarian Migration, Referrals and Integrity.

About the Position

The duties of the Immigration Assistant positions are varied and, under routine direction, they can include data entry and management, mail handling, file creation and management and responding to client inquiries by email and phone. Immigration Assistants are required to use some judgement in interpreting and applying legislation, instructions and guidelines, and in selecting and applying appropriate methods and processes. As an effective team member they contribute to the efficient delivery of services to clients and contribute to the overall development and review of work practices and procedures.

The key responsibilities of the position include, but are not limited to:

Accurately record data for visa application processing and/or integrity analysis.

Open and process mail.

Assemble and maintain file records and ensure data integrity in hard copy and electronic systems, including of files and documents delivered to post by the Service Delivery Partner.

Answer client email inquiries relating to visa requirements, escalating complex inquiries, as necessary.

Assess basic visa application criteria (such as fee payment requirements) and make recommendations to decision-maker.

Undertake basic and routine verification checks of documentation lodged by visa applicants, including by telephone and correspondence.

Correspond with clients regarding routine visa requirements.

Receipting of application charges.

Know and uphold What We Value, the APS Values, the APS Code of Conduct and other relevant professional codes of ethics and practice and WHS requirements.

Qualifications/Experience

Language: Good knowledge of written and spoken English is essential and skills in a regional language (e.g., Hindi, Punjabi, Gujarati) are desired.

Knowledge: Competence in the use of computers is required and a basic knowledge of commercial computer software is desirable, as the job primarily involves computer based work.

Skills & Abilities: Must have good interpersonal skills and a strong commitment to DIBP’s client service principles and standards in order to support the day-to-day operations of the DIBP.

SELECTION CRITERIA

Immigration Assistant - Locally Engaged Level 2 (LE2)

Successful applicants will be required to demonstrate strong interpersonal and liaison skills and have the ability to conduct business with clients from varied backgrounds. They will have well-developed organisational skills, strong written and oral communication skills, and sound information technology skills. Successful applicants will also show initiative, be able to focus on priorities, meet deadlines and work well in a team situation.

Fluent written and spoken English is essential for this position. Skills in a regional language (e.g., Hindi, Punjabi, Gujarati) are desirable.

You should provide a written statement of claims to demonstrate your suitability under each of the following selection criteria. Your statement forms the most important part of the application, as this information, together with your resume, will be used to shortlist applicants for further consideration for the vacancy.

Achieves Results

Provide an example of when you used your knowledge or skills to achieve a particular outcome, under time pressures.

In your answer, please address the following:

What was the task you needed to do?
What was the nature of the knowledge or skills you drew on?
How did you use your knowledge or skills to perform the task?
What was the source of the pressure?
What was the outcome in terms of the task you had to complete?

(Maximum 300 words)

Supports Productive Working Relationships

Provide a specific example that demonstrates your ability to relate to someone from a background that was different to your own.

In your answer, please ensure you address the following:

What was the situation?
Who was the individual involved and what was their background?
What strategies did you use to ensure that you were able to relate to them?
What was the outcome?

(Maximum 300 words)

Displays Personal Drive and Integrity

Provide an example of a time when you have improved your work skills following feedback from a supervisor, or through participation in a performance management process

In your answer, please ensure you address the following:

What was the situation? What role you were performing?
What feedback did you receive? How was this relevant to your work skills?
What action did you take to improve your work skills following feedback?
What was the outcome? How did your improved work skills affect your capacity to do your work?

(Maximum 300 words)

CODE OF CONDUCT FOR LOCALLY ENGAGED STAFF

INTRODUCTION

The key underlying principles of conduct for locally engaged staff employed at the Australian High Commission, New Delhi are:

1. To act in accordance with the local law and applicable Australian law;

2. To deal equitably, honestly and in a professional manner with both the public and colleagues;

3. To ensure there is no real or apparent conflict of interest; and

4. To ensure their professional or personal behaviour does not bring the Australian High Commission or Australia into disrepute.

LES must at all times behave in a way that upholds the integrity and good reputation of the High Commission.

• Personal behaviour should be appropriate

• Dress and appearance should be in accordance with standards appropriate to an employee's duties

• LES should not be under the influence of alcohol, drugs or other prohibited or performance impairing substances in the work place

• The High Commission is a smoke-free work environment

LES must behave honestly and with integrity in the course of his/her employment with the High Commission.

LES should not use their official position to improperly influence or try to influence colleagues or members of the public by giving them gifts or by entering into financial or other arrangements with them.

LES must act with care and diligence in the course of their employment with the High Commission.

In the course of their duties LES are required to:

• be fair and impartial;

• give others likely to be affected by a decision an opportunity to have their case considered promptly;

• explain the reasons for action/decisions;

• at all times act according to local law and applicable Australian law.

LES, when acting in the course of their employment with the High Commission, must treat members of the public and colleagues with respect and courtesy, and without coercion or harassment of any kind.

LES are required to:

• treat members of the public and colleagues equitably, regardless of their sex, marital status, ethnicity, age sexual orientation, disability or religious beliefs or any other similar ground;

• be professional and courteous;

• provide reasonable assistance to the public and to help them understand their entitlements and their obligations;

• deal with the public and colleagues in an equitable and fair manner.

LES must comply with any lawful and reasonable direction given by a person in the High Commission who has the authority to give the direction. LES are at all times subject to the authority of the High Commissioner/Consul General and the officer in charge of the section in which they are employed.

The relevant A-based or locally engaged staff supervisor has the primary responsibility for ensuring that the required standards of conduct and work performance are met and maintained by LES.

The LES must maintain appropriate confidentiality about information obtained during the course of their employment at the mission.

Official information must not be disclosed to any person unless an employee is authorised to do so in the course of his/her duties.

LES must not misuse information obtained in the course of his/her duties, including taking advantage of another person on the basis of information held about the person in official records.

LES must disclose, and take reasonable steps to avoid, any conflict of interest (real or apparent) in connection with his/her employment in the High Commission, including in relation to any outside employment and/or business activities.

LES must seek the permission of the High Commissioner or Consul General before engaging in outside employment.

The High Commissioner/Consul General may not grant permission to engage in outside employment that is incompatible with the employee's duties on behalf of the High Commission.

LES who have interests, financial or otherwise, including in respect of family and friends that could conflict with the proper performance of their duties must disclose this interest to their supervisor and take whatever action is necessary to avoid that conflict.

LES must use resources in a proper manner and avoid waste or extravagance. LES must be scrupulous in the use of official money, human and other resources.

LES have a responsibility to care for and maintain High Commission property. The property of the High Commission is to be used for official purposes only and is to be used efficiently and effectively.

LES must not, in the course of their employment in the High Commission, provide false or misleading information in response to a request for information that is made for official purposes.

An employee is expected to:

• exercise reasonable care in giving written or oral information or advice; and

• take reasonable steps to ensure that the information provided is accurate.

Where there are doubts about the reliability of information this should be checked with a supervisor. Where the information being given is of an interim or conditional nature, this should be made clear.

An employee must not make improper use of inside information or the employee's duties, status, power or authority in order to gain, or seek to gain, a benefit or advantage for the employee, or for any other person, including the acceptance of gifts, sponsored travel, hospitality, accommodation, hire car costs and entertainment.

These restrictions also apply to the families of LES, where the gift or benefit is a direct result of the official duties of the employee.

Gifts or benefits generally should not be accepted. In cases where not accepting would cause offence to an extent that could adversely affect Australia's interests, a gift or benefit can only be accepted with the written approval of the High Commissioner or Consul General.

If in doubt about whether or not to accept a gift the matter should be discussed with the employee's A-based supervisor.

A bribe is a gift given or offers made with the intention of influencing an employee to take or not to take a specific action. The acceptance of a bribe will result in disciplinary action being taken against the employee.

Money must never be accepted as a gift.