Job description
Agency Department of Health Work unit Population Primary Health Care
Job title Executive Assistant Designation Administrative Officer 4
Job type Full time Duration Fixed for 12 months
Salary $75,091 - $85,611 Location Darwin
Position number 3417 RTF 335832 Closing 02/12/2025
Contact officer Helen Lourigan on 08 8985 8039 or helen.lourigan@nt.gov.au
About the agency http://www.health.nt.gov.au/
Apply online https://jobs.nt.gov.au/Home/JobDetails?rtfId=335832
APPLICATIONS MUST INCLUDE A ONE-PAGE SUMMARY ABOUT YOU, A DETAILED RESUME AND COPIES OF YOUR
TERTIARY QUALIFICATIONS.
Information for applicants – inclusion and diversity and Special Measures recruitment plans
The NTPS values diversity. The NTPS encourages people from all diversity groups to apply for vacancies and accommodates
people with disability by making reasonable workplace adjustments. If you require an adjustment for the recruitment process or
job, please discuss this with the contact officer. For more information about applying for this position and the merit process, go
to the OCPE website.
Aboriginal applicants will be granted priority consideration for this vacancy. For more information on Special Measures plans, go
to the OCPE website.
Primary objective
The Executive Assistant is responsible for the delivery of high level secretarial and administrative support for the Executive
Director, ensuring day to day administrative tasks are completed within specified time frames and in a professional manner.
Key duties and responsibilities
1. Provide high-level administrative and executive assistance, including diary maintenance, records and information management,
filing, scanning and monitoring incoming calls to the Executive Director and senior positions.
2. Organise, manage and track schedules/diary, reports, bookings and correspondence for the Executive Director.
3. Coordinate travel and accommodation arrangements for the Executive Director and other managers, as required.
4. Establish and maintain administrative control mechanisms record and monitor the flow of incoming and outgoing
correspondence and update information as required (including ministerial correspondence and legislative briefings) to and from
the Branch, ensuring the presentation of all documents is correct and deadlines are met.
5. Manage and continuously improve the efficient and effective operations and provide high level of administrative and
secretariat support for meetings and workshops including the preparation, scheduling of meetings, preparing agendas,
distribution of associated papers, and taking minutes.
6. As Credit Card holder for the Branch, purchase goods and services as required within guidelines. Ensure the timely and accurate
payment of invoices and reconciliation of relevant paperwork for acquittal of transactions.
7. Follow defined service quality standards, work health and safety policies and procedures relating to the work being undertaken
in order to ensure high quality, safe services and workplaces.
8. Foster a positive workplace culture through exemplary leadership practices and role modelling behaviour.
Selection criteria
Essential
1. Sound interpersonal, oral and written communication skills, with a demonstrated ability to communicate effectively with a
wide range of stakeholders and people from diverse cultures.
2. Demonstrated ability to maintain a high degree of sensitivity, tact, discretion and exercise sound judgement in dealing with
confidential and sensitive matters.
3. High level of motivation and ability to work independently at times with minimal supervision, in an extremely busy work
workplace.
4. Sound analytical and problem-solving skills with an ability to identify issues, options and priorities.
5. Demonstrated experience in office procedures, including arranging travel, payment processes, supply management, credit card
management, data sourcing and recording and records management.
6. Proven ability to develop, maintain and provide advice on procedures for administrative processes such as procurement, credit
card management, and travel and records management.
7. Demonstrated knowledge and proficiency in operating computer systems and word processing programs such as Excel,
Outlook, Power Point and major business systems.
Further information
Positions may be subject to pre-employment checks such as immunisation requirements, working with children clearance notice
and criminal history checks. A criminal history will not exclude an applicant from this position unless it is a relevant criminal history.
For immunisation requirements - Category A (direct contact with blood or body substances) or Category B (indirect contact with
blood or body substances), check with contact person for requirements.