Executive Assistant

About the role: 

Fixed term, 12 months maternity leave cover  June 2024 – 23 May 2025

The Executive Assistant is responsible for providing confidential high-level executive and administrative support functions to the Executive Director, Safety and their team, to deliver government priorities and contribute to building a positive culture.

The Executive Assistant is a key coordinating link between the Executive Director and the Safety branch and provides a pivotal point of contact for key stakeholders from government, health and private sectors, requiring a high level of professionalism, initiative and collaboration.

Reporting to the Executive Director, the Executive Assistant will deliver a range of business support services including administration functions associated with keeping the office running smoothly.  This role requires demonstrated attention to detail, teamwork and effective communication skills.

About us: 

At the Victorian Department of Health we want a future where Victorians are the healthiest people in the world. A Victoria where our children and people thrive, our workplaces are productive and safe, and our communities are more connected.  

We see it as our job to support Victorians to stay healthy and safe. And to deliver a world-class healthcare system that ensures every single Victorian can access safe, quality care that leads to better health outcomes for all. 

Suitable applicants will be able to demonstrate:

• Provide a range of effective executive support functions for the Executive Director, including: accurately managing diaries and providing quality support to committees, working groups and meetings
• Undertake project work as requested by the Principal Advisor or Executive Director
• Liaise and consult with ministers' offices, senior leadership, other government and non-government organisations and external clients to convey the department's expectations and provide timely advice and referral as appropriate.
• Operate with confidentiality, discretion and a high-level of integrity and autonomy in managing communication between executive staff and their offices, with key stakeholders, and the community. Independently allocate issues for resolution and reporting by directors, managers and other employees.
• Identify and appropriately escalate issues having regard for political and environmental sensitivities and interrelationships of stakeholders and the integrated nature of program and service delivery activities.
• Draft documents, within prescribed timelines, of a standard suitable for external distribution for final presentation of reports, letters and other documentation so as to achieve consistency of quality, professionalism and relevance of responses.
• Coordinate confidential and sensitive information with regard to critical incident reports and external inquiries and investigations for the Executive Director.
• Review, modify, design, implement and effectively maintain record keeping registers and systems for the office of the Deputy Secretary, ensuring new systems and processes are developed in collaboration with colleagues across the department (as appropriate) and subject matter experts, to identify the most appropriate solutions.
• Arrange meetings and conferences, including liaison with senior executives and government officials coordinating papers, organising venues, agendas, taking minutes and follow-up actions and making travel and accommodation arrangements.
• Co-ordinate and monitor Our Briefings requests for branch within required timeframes.
• Respond to queries, provide timely advice and take follow up action as required, including correctly redirecting incoming correspondence and telephone queries.
• Demonstrated willingness to be flexible and adaptable to changing priorities with the ability to meet deadlines while working in pressured situations
• 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.
• 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.
• Demonstrate how the actions and outcomes of this role and work unit impact clients and the department's ability to deliver, or facilitate the delivery of, effective support and services

To learn more please click ‘Apply' to view the Position Description on the Careers.vic website. 

What we offer: 

• The opportunity to perform meaningful work, making direct contributions toward enabling Victorians to be the healthiest people in the world.
• A wide range of growth and development opportunities within the department and wider Victorian Public Service & Sector.
• A strong commitment to work-life balance, including a diverse array of flexible working arrangements.

How to apply: 

Applications should include a resume and a cover letter. Click the ‘Apply' button to view further information about the role including key contact details and the advertisement closing date. 

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. We continue to build an inclusive workplace that embraces diversity of backgrounds and differences to realise the potential of our employees for innovation and delivering services aimed at enhancing the lives of all Victorians. 

All roles can be worked flexibly and we encourage applications from Aboriginal people, people with disability, LGBTIQ+ and people from culturally diverse backgrounds. Please contact us if you require any adjustments to participate in the recruitment process at *********@health.vic.gov.au. Please view our commitment to Diversity and Inclusion here.

Preferred applicants may be required to complete a police check and other pre-employment checks including proof of 3 vaccinations (including booster) against COVID-19. Information provided will be treated in the strictest confidence, in line with our Privacy Policy. 

The Jobs and Skills Exchange (JSE) Recruitment Policy allows for priority consideration for Victorian Public Service (VPS) and select employees of the Victorian Public Sector who apply through the Jobs Skills Exchange (JSE) jobs board platform. As such, these employees are strongly encouraged to submit their application through JSE rather than via external advertisement.