Executive Assistant & Practice Co-Ordinator (Multiple Positions)

POSITION SUMMARY:

The Executive Assistant and Practice Co-ordinator role is located within the Office of the Director(s), Centre for Evaluation and Research Evidence (CERE). The incumbent will have responsibility for:

• Providing a range of effective executive support functions for the office of the Director(s), including workflow and communications management, so that decision makers are supported with high quality and timely advice.
• Working strategically and proactively to provide a range of administrative support functions across the unit, including identifying and/or leading a range of continuous improvement projects within the unit, developed in collaboration with colleagues.
• Developing and maintaining strong and effective relationships with key staff in the departments and other agencies, including proven experience engaging with senior executives.
• The provision of advice on corporate, human resourcing, governance and other administrative and corporate matters.

The role requires a highly organised and methodical individual who is a proactive self-starter and an ability to work in a complex, sensitive and fast-paced environment. The role also requires high levels of flexibility and adaptability, ability to work with minimal supervision, and commitment to contribute to a professional and supportive work environment.

The successful candidate will demonstrate organisational awareness, excellent planning and organisational skills, relationship building skills, initiative and the ability to adapt to changing priorities and work proactively to ensure that deadlines are met.

Accountabilities

• Operate with high-level of confidentiality, discretion, integrity, and autonomy in providing a range of effective executive support functions for the office of the Director(s), including:
• Efficiently maintaining the diary and workflow of the Director(s), including anticipating their needs, monitoring, and acting on email correspondence, preparation of meeting papers, daily/weekly schedules, and travel management.
• Arranging meetings and conferences (physical and/or virtual), including liaison with senior executives and government officials, coordinating papers, organising venues, preparing agendas, taking minutes, and making travel and accommodation arrangements.
• Manage communications on behalf of the director(s), operating with confidentiality, discretion and regard for the political and environmental sensitives and interrelationships. Ensuring consistency, probity, professional and quality control management of outgoing materials
• Acting as key point of contact within the Office of the Director(s) on briefings and correspondence and provide guidance and leadership to staff in the unit so that all products required by the Director(s) are completed on time and to the highest quality. processing,
• Proactively assessing and prioritising incoming papers and products, allocating requests and issues for resolution to appropriate unit staff for action, and taking follow up actions as required.

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.

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 rather than via external advertisement.

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.

For further information please visit the
https://www.vic.gov.au/department-health

Click 'Apply Now' to submit your interest in this position.