Looking to kickstart your career in the NSW Government? The Administration Officer role at DPHI offers an exciting opportunity to contribute to state-level projects while gaining hands-on experience in public sector administration. With two vacancies available, this 12-month position based in Sydney West is perfect for those eager to develop their skills in a dynamic and supportive environment. From managing invoices and coordinating travel to streamlining processes, this role provides a solid foundation for a fulfilling government career.
In this guide, you’ll discover everything you need to know about the position, how to craft a standout application, and insider tips to impress during the interview process. Let’s dive in!
Administration Officer – Your Pathway to a Rewarding Government Career
| Position Title | Administration Officer |
| Organisation/Entity | Strategic Services and Advice, Department of Planning, Housing and Infrastructure (DPHI) |
| Job Location | Sydney Region / Sydney – West (Parramatta) |
| Work Type | Full-Time (Temporary – 12 months) |
| Base Pay | Clerk Grade 3/4: $82,193 – $90,001 + super |
| Closing Date | 26/01/2025 – 11:55 PM |
About Government Administration Officer at DPHI
The Administration Officer role is a dynamic and engaging government clerical job where you will provide vital administrative support within a NSW Government role. Working closely with the Legal Operations team at DPHI (Department of Planning, Housing and Infrastructure), you will assist in everyday operations such as finance and reporting tasks, procurement, and human resources-related activities. Beyond these core responsibilities, you will be a key contributor to refining the department’s systems to boost efficiency and enable better service delivery.
DPHI is dedicated to improving the liveability and prosperity of New South Wales by creating vibrant spaces, optimising property management, and ensuring a wide range of housing solutions. By joining this public sector administration environment, you will immerse yourself in a mission-driven culture that values collaboration, organisational skills, and innovation. The department places particular emphasis on fostering a diverse and inclusive workplace, ensuring individuals from all backgrounds feel connected and respected as they grow their careers.
Stepping into the Administration Officer position means balancing multiple priorities and supporting colleagues with tight deadlines. Here are some of the key challenges you may face:
- Time management and adaptability in juggling administrative tasks, such as processing invoices, managing staff onboarding, and coordinating travel arrangements.
- Proactively identifying and resolving issues around finance and reporting tasks, ensuring that all documentation aligns with policy requirements.
- Engaging in effective stakeholder communication with teams, managers, and partners, often with competing requests and urgent timelines.
- Contributing to project and process streamlining by suggesting new tools, templates, or approaches to make day-to-day work more efficient.
Reasons to Apply to Government Administration Officer Vacancy
In addition to the chance to contribute to critical state-level projects, here are several compelling reasons to consider applying for this Administration Officer role:
- Entry-level and career development opportunities: This role is an excellent stepping stone if you’re looking to break into administrative positions and develop your skills.
- Two vacancies available: Double your chances of success by applying for this opportunity.
- Work-life balance: Enjoy flexible working arrangements, including flex leave, to help you maintain a healthy balance between work and personal life.
- Temporary 12-month opportunity: While some may be deterred by the temporary nature, this could mean less competition for the role, increasing your chances of being selected.
- Sydney West location: Based in Parramatta, you’ll work at the heart of Western Sydney’s growth, with access to convenient transport links, diverse dining options, and vibrant community events.
- Hands-on public sector experience: Gain valuable exposure to various aspects of administration within the public sector, laying a strong foundation for future career growth.
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Application Requirements for Government Administration Officer
Applicants for the Administration Officer role should provide a current resume and a cover letter detailing their suitability and interest in the position. Since this is a NSW Government role, your cover letter can highlight relevant competencies aligned to the position’s focus capabilities. There are no target questions for this role.
When applying for a public sector administration job, it is typical to elaborate on examples of your professional achievements and organisational skills. Use real-life anecdotes to demonstrate how your experience matches the demands of the role. Applications typically go through a shortlisting process where your previous responsibilities, outcomes, and ability to handle complex tasks may be reviewed in detail.
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Essential Role Requirements
The ad outlines certain essential requirements for this Clerk Grade 3/4 position, including:
- Strong administrative and customer service focus, particularly within complex environments.
- Demonstrated time management and organisational skills to handle tasks of varying priorities.
- Flexibility and independence in decision-making under pressure.
- Proficiency in MS Office products (Word, Excel, and PowerPoint), with a willingness to learn new systems as needed.
While not strictly required, the following experiences can significantly strengthen your application:
- Previous exposure to project and process streamlining, such as implementing new software or administrative systems.
- Familiarity with public sector operations, especially finance, HR, or compliance procedures.
- Advanced Excel reporting skills or any related data analysis competencies.
Before finalising your resume or cover letter, open the Administration Officer role description to see which capabilities are most crucial. Then, demonstrate you already embody these in your day-to-day work, using relevant achievements or tasks you have undertaken. Customising your application to reflect these capabilities not only shows genuine readiness for the role but also helps you stand out in a competitive recruitment process.
Application Checklist for Government Administration Officer Job
| Task | Completed? |
|---|---|
| Review the role description thoroughly. | |
| Update your resume to highlight relevant experience. | |
| Write a cover letter focusing on administrative and communication skills. | |
| Double-check essential and desirable criteria to customise your application. | |
| Submit your application by 26 January 2025. |
Candidate For This Example
Meet Georgina, an enthusiastic young professional with experience in real estate administration and customer service in the private sector. She has developed a knack for stakeholder communication and uses her organisational skills daily to manage scheduling, staff events, and budget reports. Georgina is seeking a new challenge in a public sector administration context, recognising that this NSW Government role can expand her horizons.
She’s drawn to the chance to learn more about compliance and finance systems while working alongside experts dedicated to shaping better communities. By transitioning into a government clerical job, Georgina hopes to leverage her experience to streamline processes and build a lasting career in the public sector.
Example Cover Letter for Administration Officer
Dear Hiring Manager,
I am writing to express my strong interest in the Administration Officer role within the Department of Planning, Housing and Infrastructure (DPHI). Having engaged in administrative support roles for over three years, I am confident that my background in customer service, finance assistance, and stakeholder communication can add immediate value to your team. I was particularly drawn to the opportunity to work on projects involving process streamlining, as it aligns closely with my goal of enhancing operational efficiency in a public sector environment.
In my current roles, I have developed a versatile skill set through diverse experiences in both the real estate and plumbing industries. At a real estate agency, I have honed my administrative and marketing abilities by managing property listings, creating promotional content, and streamlining data entry processes for client portfolios. Meanwhile, my customer service role at a large plumbing company has strengthened my ability to manage high-pressure situations while addressing the needs of a broad client base, from homeowners requiring urgent repairs to corporate accounts needing detailed service updates.
In my role at the plumbing company, I identified a recurring challenge with delayed invoice processing that frustrated suppliers and impacted our operations. Acting as the primary point of contact, I created a tracking system using Excel macros to automate portions of the invoice handling process. This innovation reduced our invoice cycle time by 40% and significantly improved supplier satisfaction. The experience demonstrated the value of initiative and creative problem-solving, skills I am eager to bring to the Administration Officer role at DPHI.
At the real estate agency, I managed a project involving the redesign of client-facing marketing materials. Tasked with creating engaging campaigns under tight deadlines, I leveraged market research and feedback to produce content that increased engagement rates by 25%. Collaborating closely with our sales team, I ensured that the materials aligned with customer expectations and brand goals. This project reinforced my ability to deliver impactful results through a blend of data-driven strategy and creative execution.
Another highlight of my experience was coordinating travel logistics and accommodations for inter-state colleagues attending training workshops. By implementing an online booking system that tracked schedules and budgets, I reduced administrative overheads by 12% and enhanced the participant experience, as noted in their post-event feedback. This accomplishment showcased my aptitude for managing complex logistical tasks while maintaining attention to detail.
One of the reasons I am drawn to DPHI is its commitment to diversity and inclusion. Working in multicultural environments across both industries, I have witnessed first-hand how varied perspectives drive innovation and create stronger teams. I am confident that my adaptability and collaborative approach will enable me to contribute effectively to your dynamic team.
I appreciate the chance to be considered for this position and would welcome the opportunity to discuss how my experience can contribute to the goals of DPHI.
Sincerely,
Georgina Smith
Explain the STAR Technique
The STAR technique—an acronym for Situation, Task, Action, and Result—is a proven strategy for showcasing how you solve problems and handle responsibilities in professional settings:
- Situation: Describe the context or challenge you were facing.
- Task: Highlight your specific responsibility in addressing the situation.
- Action: Detail the steps you took to meet the requirements or solve the issue.
- Result: Summarise the outcome of your actions, ideally backed by measurable data or clear qualitative improvements.
In the cover letter, the STAR Method is applied to two key examples:
- Invoice Processing Backlog Resolution
- Situation: A backlog in invoice processing caused delays and supplier frustration.
- Task: As the designated point of contact, the candidate needed to resolve the issue promptly.
- Action: They developed a tracking system using Excel macros to automate parts of the data entry process.
- Result: The invoice cycle time was reduced by 40%, and supplier relationships improved significantly.
- Travel Logistics Coordination
- Situation: Coordinating travel and accommodations for inter-state colleagues attending training workshops.
- Task: Managing multiple schedules, budgets, and deadlines efficiently.
- Action: Implemented an online booking system that consolidated reservations and tracked feedback in real time.
- Result: Administrative overheads were reduced by 25%, and participants praised the streamlined process.
These examples align with the STAR framework by providing specific, results-oriented stories that highlight the candidate’s problem-solving, organisational, and communication skills—key competencies for the Administration Officer role at DPHI.
Interview Preparation and Conclusion
Preparing for the Interview
Once your application is shortlisted, you’ll want to prepare thoroughly for the interview. The NSW Public Service Commission offers a helpful resource with questions aligned to the capability framework.
Here are three possible questions you might encounter:
- Can you tell us about yourself and why you’re interested in this Administration Officer role?
- Describe a time when you had to manage competing priorities. How did you handle it?
- How do you ensure accuracy and attention to detail in your administrative work? Give us an example.
In preparation, review your previous experiences with a focus on how you demonstrated time management and adaptability, customer service focus, or finance and reporting tasks. Make sure to read through the Role Description. Expect the panel to delve into the specifics of your achievements, so be ready with real-life examples showing how you measure success.
Final Thoughts
Stepping into a government clerical job as an Administration Officer is a significant opportunity to develop your career, contribute meaningfully to public initiatives, and join a forward-thinking, diverse and inclusive workplace. By articulating your personal experiences, aligning them with the role’s key focus capabilities, and preparing thoroughly for the interview, you will set yourself apart in a competitive field.
Whether you’re looking for a new career challenge or seeking growth within the NSW Government, this position can act as a launchpad for bigger things. Approach the application process with confidence, and don’t be afraid to highlight how your background can enrich the DPHI team.
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