Administration Officer

The Role

The APS 3 Administration Officer (Registry) provides essential records management and administrative support, operating under limited direction and applying judgement within established policies and procedures.

The role is responsible for the accurate processing, classification and maintenance of records using Defence systems such as Objective, ERP and PMKEYS, ensuring compliance with information governance and security requirements. The position also responds to enquiries, prepares routine correspondence and reports, and contributes to efficient document handling and registry operations.

The successful candidate will demonstrate strong attention to detail, sound organisational skills, and the ability to manage competing priorities in a structured environment. They will exercise integrity and judgement when handling sensitive information and support continuous improvement in registry processes, while contributing positively to team capability.

About our Team

The Registry function within 12/16 HRL delivers critical information management and administrative support, ensuring the accurate handling, storage, and dissemination of records in line with Defence policies and security requirements.

The team is responsible for managing official documentation, maintaining compliance with information governance frameworks, and supporting audit and reporting obligations. By enabling reliable access to accurate information and ensuring proper classification and control of records, the team underpins operational effectiveness, accountability, and decision-making across the organisation.

Its work directly supports Defence capability by safeguarding information integrity and ensuring business processes are executed efficiently and in accordance with legislative and policy requirements.

Our Ideal Candidate

The ideal candidate will have experience in records management or administrative support, with strong attention to detail and the ability to maintain accuracy across high volumes of work. They will demonstrate sound organisational skills, the ability to prioritise tasks and meet deadlines, and confidence in working both independently and as part of a team.

A strong understanding of information governance, privacy requirements and handling of sensitive information is highly desirable. The successful applicant will also display integrity, reliability, and sound judgement when applying policy and procedures. Strong communication skills are essential, along with a proactive approach to problem-solving and a willingness to contribute to team capability and continuous improvement within a structured Defence environment.

Security Clearance:

Applicants must be able to obtain and maintain a security clearance at “Baseline Vetting” level.

The Department of Defence employs around 18,000 Australian Public Service (APS) employees. Defence APS employees work in a wide variety of critical roles, Australia wide, enabling our three services Navy, Army and Air Force, to do their job. Defence has a range of Australian Public Service (APS) career opportunities that offer interesting, challenging, and unique work. Our workforce includes administrative support, accountants, intelligence analysts, engineers, policy advisors, graphic designers, lawyers, social workers, IT specialists and contract managers to name a few. We offer a rewarding career that includes professional development, work-life balance, recognition, a flexible and supportive work environment and a diverse workforce. To find out more about a career with Defence please visit jobs-careers