About the role: 

• The Coordinator to the Senior Executive Director is responsible for providing executive and project support and coordinating daily operations within the Office. Key duties include managing the office inbox, maintaining registers and SharePoint sites, and offering additional support as needed.
• This role requires self-motivation, commitment, excellent relationship-building skills, and the ability to adapt to changing priorities. The Coordinator must work proactively to ensure optimal time management, demonstrate strong Microsoft Office and IT skills, and exhibit initiative and flexibility in their work practices. The ability to work independently with minimal supervision is essential.
• The Coordinator is also responsible for providing timely advice to stakeholders, both verbal and written, and maintaining positive relationships to facilitate a partnership approach.

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. 

How you'll make a difference:

• Provide a range of effective executive support functions such as:
  • Accurately managing the office's events diary
  • Providing quality support to committees, working groups and meetings
  • Preparing reports, briefs and correspondence on complex issues
  • Arrange meetings and conferences, including liaising with senior executives and government officials
  • Coordinating papers, organising venues, agendas, taking minutes and follow-up actions
  • Making travel and accommodation arrangements.
• Effectively manage and develop office processes and infrastructure and maintain corporate information systems for records management, financial information, fleet management, client payments and ministerial correspondence.
• In line with departmental policy, provide authoritative advice to managers, ensuring reasoned recommendations and innovative options and solutions to corporate support issues.
  E.g. Answer queries, provide timely advice, undertake follow up action and identify emerging administrative functions, pre-planning and evaluation of scope.
• Manage the efficient operation of office infrastructure with duties such as:
  • Maintenance and security
  • Play a key role in office emergency procedures, including performing the role of Chief/Deputy Chief warden if required.
  • Resolve operational problems and issues being experienced by team members.
  • Train staff in a diverse range of corporate support functions ensuring that financial and physical resources are utilised in an efficient, effective and accountable manner.
• Ensure 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.
• Monitor and review the quality of corporate support systems and processes and work collaboratively with other work units to continuously improve service delivery that enhances professional standards.

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 inclusion@health.vic.gov.au. For more information on our commitment to inclusion and diversity see inclusion and diversity at the Department of Health.

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 employees who apply through the Jobs Skills Exchange (JSE) jobs board platform. As such, these employees are strongly encouraged to submit their application through the JSE.