Office Circular No 02/2016
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.
Potential vacancies would be filled on either a contract basis of an initial term of up to 2 years, with the possibility of a contract extension or on a permanent, on-going basis. Any offer of employment for a term of 1 year and above is subject to the successful completion of a six month probationary period.
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 33,868 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 March 2016:
(1) a completed Registration Personal Particulars Form; and
(2) a font size 12 typed statement conforming to word limits addressing each of the three selection criteria (attached).
Applications not meeting these criteria and the specified word limits will not be considered.
POSITION DESCRIPTION – IMMIGRATION ASSISTANT (LE2)
|
Agency |
DIBP |
|
Position number |
TBC |
|
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 and Bhutan. The DIBP New Delhi Office is divided into seven operational teams: Visitors, Business, Students, Family and Humanitarian Migration, Referrals, Integrity and Client Services.
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 routine client inquiries, including telephone and 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.
- May provide initial coaching and support of new staff members and assist in organising training.
- 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 and skills in a regional language (e.g., Hindi, Punjabi, Gujarati) is desired.
- Knowledge: A basic knowledge of commercial computer software is desirable.
- 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 –
CRITERION 1
Describe a situation in which you were able to contribute a new process or idea to help your work team perform more effectively. (Maximum 300 words)
In your answer please address the following:
- What was the situation? What role you were performing?
- What knowledge or skills did you contribute to the work team?
- How did you recognise the need to contribute the knowledge or skills to the work team?
- What was the outcome? How did your contribution help the work team perform more effectively?
(Maximum 300 words)
CRITERION 2
Describe a situation that demonstrates your ability to explain information to a client in a complex or sensitive situation in order to further their understanding of a particular issue and make an informed decision. (Maximum 300 words)
In your answer, please ensure you address the following:
- What was the situation and what made it complex or sensitive?
- What was your role?
- What process were you explaining and who was the client?
- How did you ensure that the information you were giving was correct and helpful?
- How did the client respond to your explanation and did your actions help the client make their decision?
CRITERION 3
Describe a situation in which you were given a high priority tasks and also had to show initiative to meet an expected performance target or outcome for your work area (Maximum 300 words)
In your answer please address the following:
- What was the situation? What was the high priority task? Why was it high priority?
- What was your role?
- What was the outcome you were trying to achieve?
- In what ways did you show initiative? How did you manage both tasks?
- How did your actions impact in meeting the outcome?
- What was the outcome?
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.