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Australian Embassy in Canada Job Vacancy : Administrative Officer and Passport Assistant


Hiring company : Australian Embassy

Based company : Canada

Position : Administrative Officer and Passport Assistant

Posted : 2023

Deadline : on going

Salary :Unknown

Employment Type : Full time

Address of company : Canada

About this job

The role of the Department of Foreign Affairs and Trade (DFAT) is to advance the interests of Australia and Australians internationally. This involves strengthening Australia’s security, enhancing Australia’s prosperity, delivering an effective and high quality overseas aid program and helping Australian travellers and Australians overseas. The department provides foreign, trade and development policy advice to the Australian Government. DFAT also works with other Australian government agencies to drive coordination of Australia’s pursuit of global, regional and bilateral interests.


  • Interview passport applicants, process applications and supporting documentation as per passport guidelines and dispatch passports within Canada and Bermuda 
  • Assist in providing consular support to Australian citizens and assist with notarial acts in accordance with relevant regulations and guidelines, including preparing consular reporting
  • Operate the High Commission’s switchboard, provide routine information to callers, including on passport and consular matters, and escalate calls appropriately when more complex responses are required 
  • Provide reception services to visitors at the High Commission, including recording visitors in the High Commission’s visitor management system, and organise escorts as required 
  • Receive, distribute, record and send general mail and courier consignments and act as back up for diplomatic bag services 
  • Liaise with key stakeholders including attached agencies and local organisations as required 
  • Assist the finance team with payment processing. 
  • Act as the Australian High Commission’s sub cashier 
  • Prepare routine correspondence and assist with general administrative tasking as required


  • Administrative and organisational skills 
  • Computer literacy and keyboard skills 
  •  Strong communication and interpersonal skills 
  • Strong written and spoken English 
  • Experience working in a client service focus environment.

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