Reference number: PD68 Position title: Executive Assistant Employment type: Full Time or Part Time (traineeship opportunity available) Department: Office of the CEO Responsible to: Chief Executive Officer Location: Ouyen Closing date: Open Contact person: Dr Frances Peart (Chief Executive Officer) Contact number: 03 5092 1111 Position summary The Executive Assistant position is an integral part of the Executive Team and is responsible for providing a high level of executive support, including administrative and secretarial support to the Chief Executive Officer, Director of Community Services and the Executive Director of Nursing and Midwifery. Selection criteria Essential:
* Excellent organisational skills with the ability to develop, improve and maintain office systems and processes, including a keen eye for detail.
* Demonstrated experience working in a complex administrative and/or secretarial role.
* Exceptional interpersonal skills, with a demonstrated ability to interact and communicate with a diverse range of people.
* Demonstrated high-level telephone, reception and office administration skills and experience.
* Ability to introduce new concepts through innovation, influencing, negotiating and persuasion skills.
* Advanced information technology skills using proprietary and commercial systems.
* Ability to prioritise work effectively and meet required deadlines and schedules with minimal supervision.
* A current driver's licence is required for this position.
* Current Police Check.
Desirable:
* Previous experience in public health or in a health environment.
* A willingness and ability to learn new procedures, processes, software and systems.
* Certificate in Business Administration and/or demonstrated Administrative Assistant experience is highly desirable.
Key responsibilities
* Provide high-level administrative support to the Executive Team as required including information systems and reporting.
* Manage the Executive Office including maintenance of appointments and diary management.
* Co-ordinate meetings, inclusive of preparing agendas, taking minutes, collating and distributing papers and associated reports on a timely basis.
* Develop, maintain and continuously improve office procedures, filing systems, relevant policies and procedures and data bases in line with the requirements of the Executive Team.
* Maintain accounts register and manage payment of invoices.
* Attend to correspondence for the Executive Team as required.
* Work closely and liaise with the Board Secretary as well as working directly with the Executive Team.
* Assist with divisional projects to ensure optimal outcomes as required.
* Other duties and responsibilities as determined by the CEO
Employment with MTHCS Child Safe Organisation
Mallee Track Health and Community Service is committed to preventing child abuse, identifying risks early, and removing and reducing these risks.
Occupational Health & Safety and Environmental
All MTHCS employees will:
* Ensure that they take reasonable care to protect their own health and safety, and the health and safety of others.
* Use any equipment provided for health and safety purposes.
* Obey reasonable instructions given by MTHCS in relation to health and safety at work.
* Help MTHCS meet our duty of care, such as by undertaking hazard inspections.
* Comply with all MTHCS OHS policies and procedures.
* Ensure they do not interfere with or misuse anything provided in the interests of health and safety.
Section 21 of the Occupational Health & Safety Act 2004, requires an Employer to provide and maintain, so far as is reasonable and practicable, a safe workplace for all employees and ensure that no employee is placed at risk of injury while performing the duties and responsibilities required by their position.
To comply with this obligation, MTHCS requires all candidates/employees to have the mental and physical capacity to safely perform the inherent requirements of the position they are applying for (or have been appointed to).
If a risk is identified and fitness to safely perform the duties of the position needs to be determined, MTHCS with the agreement of the candidate/employee, will arrange an independent medical assessment to determine capacity to safely perform the inherent requirements of the position to minimise the risk of injury or aggravation of any pre-existing condition the candidate/employee may have.
Compulsory Training
As per the schedule.
Performance Appraisal
Conducted as per appraisal schedule.
How to apply
Your application must clearly state the position title specified on the advertisement and include:
* A statement addressing each Key Selection Criteria clearly demonstrating your ability to meet the objectives of the role. Note: Read the Position Description (PD) carefully so you have a good understanding of what is required and remember to address what knowledge, skills and attributes you have.
* General resume.
* Copies of any formal qualifications. Note: hard copies of your qualifications will need to be produced at interview.
Appointment is subject to satisfactory completion of a Police Record Check and also a Working With Children Check for nominated positions.
To apply please forward current resume with covering letter addressing the key selection criteria to:
People and Culture
PO Box 130, Ouyen VIC 3490
Or alternatively an application can be emailed to
Applications received earlier than the closing date may be assessed, interviewed and offered employment prior to the closing date.