Office Circular No 07/13 – Short-Term Vacancies at Immigration Assistant Level
Department Of Immigration and Citizenship
The Immigration and Citizenship Section of the Australian High Commission, New Delhi is seeking expressions of interest from suitably qualified people to expand its temporary employment register and keep it updated. The register is used to fill short term vacancies of less than 6 months at the immigration assistant level. Offers of short-term contracts will usually be made based on written applications; however some applicants may be interviewed. Only the short listed candidates will be contacted as and when short term vacancies are identified. Thus, there is no definite time frame within which the short listed candidates will be contacted.
NOTE FOR ALL APPLICANTS
• Expressions of interest must be typed. Handwritten expressions of interest will not be accepted.
• Expressions of interest must submit the following documents:
(1) A completed Registration and Personal Particulars Form; and
(2) A written statement addressing each of the selection criteria.
Expressions of interest not meeting these criteria will not be considered.
• Conform to word limits where specified.
• Provide examples of relevant work experience where specified.
• The expression of interest 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.
The commencing salary for an Immigration Assistant will be INR 27,603 per month in the range INR 27,603 to INR 32,460.
HOW TO APPLY
Expressions of interest addressing the selection criteria should be forwarded by mail or email to the Human Resources Section of the Australian High Commission, 1/50G Shantipath, Chanakyapuri, New Delhi 110021 or at [email protected]
Please note there is no age restriction for applicants.
All prospective applicants should also take the time to familiarise themselves with the Australian High Commission’s Code of Conduct and the Department of Immigration and Citizenship’s organisational values.
JOB DESCRIPTION
The Department of Immigration and Citizenship (DIAC) 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 DIAC New Delhi Office is divided into six operational teams: Visitors, Business and Client Services, Students, Family and Humanitarian Migration, Referrals, Integrity Unit.
The majority of Immigration Assistants (IA) work within the Business and Client Services team, in addition to a few positions within the Referrals and Integrity teams. Immigration Assistants report directly to a Team Leader. The duties of the Immigration Assistant positions are varied but can include data entry and management, mail handling, file creation and management, responding to client inquiries by email and phone, and visa evidencing.
Immigration Assistants need to be able to work effectively in a team environment and contribute to team goals. They must also be able to use their judgement in interpreting and applying legislation, instructions and guidelines, and in selecting and applying appropriate methods and processes. As an effective team member they will also be expected to provide advice to management on the efficient delivery of services to clients and contribute to the overall development and review of work practices and procedures.
Immigration Assistants will need good interpersonal skills and a strong commitment to DIAC’s client service principles and standards in order to support the day-to-day operations of the DIAC New Delhi Office. They must have strong organisational abilities and successful workload management skills in order to deliver in a high-pressure environment with tight deadlines and competing and changing priorities.
Duties
Immigration Assistants carry out a range of tasks assigned to them by a Team Leader. They may include any of the following:
• 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 electronic systems;
• answer client inquiries, including telephone and email inquiries relating to visa requirements;
• assess basic visa application criteria and make recommendations to decision-makers; and
• undertake verification checks of documentation lodged by visa applicants, including telephone checks, sending correspondence and some site visits throughout India, as required.
Work level standards
People working at the Immigration Assistant level may be required to:
• respond to inquiries from clients and provide information and advice
• undertake a wide range of administrative processing tasks including exercising delegations in accordance with appropriate legislation, policy and procedures; developing and maintaining registers; assisting with tasks of a specialised nature
• under direction, undertake less complex research and analysis activities, such as compiling and reporting on data and statistics
• liaise with departmental staff, clients and external agencies/organisations on matters relating to work tasks
• use judgment in interpreting and analysing issues and considering options and alternatives
• prepare routine correspondence and assist with the preparation of more complex correspondence, reports and documentation
• work in a team environment, assist with team tasks and provide advice and guidance to new staff, including effective on the job training
• contribute to reviews of work practices and procedures, including providing advice on the efficient and effective delivery of services manage a varied workload
SELECTION CRITERIA
CRITERION 1
Give examples of your ability to acquire and apply knowledge of visa requirements, including an understanding of legislative and policy requirements, and an ability to research relevant information from a variety of resources. (Maximum 300 words.)
CRITERION 2
Give examples of your written and oral English communication skills. (Maximum 300 words.)
CRITERION 3
Give examples of your ability to provide a professional service to clients, model ethical behaviour in the workplace and maintain integrity in your work. (Maximum 300 words.)
CRITERION 4
Give examples of your organisation and time-management skills and ability to manage competing priorities. (Maximum 300 words.)
CRITERION 5
Give examples of your flexibility and ability to work as part of a team (Maximum 300 words.)
CRITERION 6
Give examples of your familiarity with and ability to use technology including electronic communication and information systems. (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.
Our purpose
Build Australia’s future through the well-managed movement and settlement of people.
Our values
As professional public servants
We value performance
• We listen and are responsive to the individual needs of clients and stakeholders and constantly strive to improve policy and program performance.
• Our integrity and honesty fosters teamwork, supporting high performance throughout the department.
We value our people
• We work collaboratively to achieve our business outcomes.
• We value diversity, actively seek contributions and commit to open discussions.
• Our leaders seek to encourage staff to enhance their skills through training and development.
We value integrity
• We are an open and accountable organisation, providing visibility and transparency of our processes.
• Our decision making is fair, reasonable and transparent with an understanding of each individual’s needs.
We value service
• We are committed to service excellence and to delivering our services in a fair, lawful and reasonable way.
• We show respect for our clients, stakeholders and one another by being fair, honest, objective, professional and polite.