The Department of Health plays a critical role in the Victorian health system and is responsible for shaping it to meet the health needs of Victorians into the future. We also lead the Victorian Government's response to the coronavirus (COVID-19) pandemic. Working with our partners, we oversee Victoria's health system including mental health, ageing and aged care and preventive health. We are committed to developing and supporting a workforce that is well equipped and highly motivated to provide responsive and quality services to all Victorians. All jobs can be worked flexibly and we encourage job applications from Aboriginal people, people with disabilities, LGBTQI+ and people from culturally diverse backgrounds and differences to realise the potential of our employees for innovation and delivering services.
POSITION SUMMARY:
The Executive Assistant is responsible for the provision of executive support to the leadership group and is a source of administrative and project support to branch staff. The role makes part of a centralised administrative team which may be deployed as needed to work directly with one or multiple executive/s within the branch.
The Executive Assistant requires self-motivation and commitment, along with excellent relationship building skills, initiative, and the ability to adapt to changing priorities, working proactively to ensure the best use of time. They must have strong Microsoft Office and IT skills, demonstrate initiative and flexibility in their work practices and the ability to work independently with minimal supervision
Accountabilities
1. Provide a range of effective executive support functions, including: accurately managing the office's events diary; providing quality support to committees, working groups and meetings, including progress reports on outstanding matters; and preparing reports, briefs and correspondence.
2. Arrange meetings and conferences, including coordinating papers, organising venues, agendas, taking minutes and follow-up actions and making travel and accommodation arrangements.
3. Answer queries, provide timely advice, undertake follow up action as required.
4. Effectively review and improve office processes and maintain corporate information systems for records management, financial information, fleet management, client payments and ministerial correspondence.
5. Operate as an effective branch member in a team environment and deliver quality, timely, and effective customer service to managers and staff within the branch.
6. Ensure new systems and processes are developed in consultation with colleagues across the department (as appropriate) and subject matter experts, to identify the most appropriate solutions.
7. Support staff in a diverse range of corporate support functions ensuring that financial and physical resources are utilised in an efficient, effective and accountable manner.
8. Resolve operational problems and issues being experienced by team members.
9. Keep accurate and complete records of your work activities in accordance with legislative requirements and the department's records, information security and privacy policies and requirements.
10. Take reasonable care for your own health and safety and for that of others in the workplace by working in accordance with legislative requirements and the department's occupational health and safety (OHS) policies and procedures.
Mandatory Vaccination Policy
The department is committed to providing and maintaining a working environment which is safe and without risk to the health of its workers and clients. As it is an essential element of any role within the department that employees be able to attend work onsite and to do so safely, employees are required to be up-to-date with their vaccinations against COVID-19 as a condition of their employment. This requirement applies unless they have a medical condition which means they cannot be vaccinated against COVID -19. Therefore, the department will ask any prospective employee, who has been identified as the preferred candidate for a role within the department, to provide proof of their COVID-19 vaccination status prior to any offer of employment being made. If a prospective employee has a relevant medical condition which means they cannot be vaccinated against COVID-19, they should contact the department to discuss their individual circumstances.
HOW TO APPLY:
Applicants are encouraged to apply online, submitting a cover letter and a current resume. For this position, you are not required to address each of the key selection criteria in a separate written document.
Preferred candidates will be required to complete pre-employment screening, including national police check and misconduct screening. Applicants must be an Australian Citizen, Permanent Resident or hold a valid work permit or visa. Work eligibility will be checked as part of the recruitment process.
Victorian Public Sector employees and other JSE-eligible applicants will receive priority consideration for this role and are encouraged to apply directly via the
For further information please visit the Click ' Apply Now ' to submit your interest in this position.