About the role: 

The Executive Assistant provides confidential, high-level executive and administrative support to the Executive Director, Safety Branch, and contributes to the effective coordination and operation of the Executive Director's office and the broader branch.

The position is a key coordinating link between the Executive Director, the Safety Branch and internal and external stakeholders across government, health services and other organisations. It requires a high degree of professionalism, judgement, discretion, initiative and collaboration.

Reporting to the Executive Director, the Executive Assistant coordinates executive office functions, governance processes, sensitive information, correspondence, workforce and administrative activities, and defined projects and improvement initiatives. The position operates within established policies, protocols and the Executive Director's priorities, escalating complex, sensitive or high-risk matters as appropriate.

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. 

About you:

Main Accountabilities Include:

• Provide high-level executive support to the Executive Director, including managing the diary and inbox, anticipating priorities, coordinating information and preparing the Executive Director for meetings, committees and other engagements.
• Liaise with Safety Branch directors and managers, senior executives, government and non-government organisations, health services and other stakeholders to coordinate requests, convey the Executive Director's expectations and facilitate timely information flow and action.
• Coordinate branch governance and committee processes, including preparing agendas and meeting materials, maintaining terms of reference, preparing minutes and outcome summaries, monitoring actions and supporting authorised reviews of committee processes and governance documentation.
• Build and maintain effective working relationships across Safer Care Victoria, the Department of Health, health services and other external organisations to facilitate information flow, coordinate executive requests and support effective branch operations.

Qualification (s):

A tertiary qualification in business, administration, governance or a related discipline would be advantageous but is not mandatory.

Specialist expertise:

• Demonstrated experience providing high-level executive or administrative support within a complex, sensitive and fast-paced organisational environment.
• Highly developed proficiency in Microsoft 365 applications and experience using electronic document and records management systems.
• An understanding of the Victorian health system and the Department of Health's operating environment, processes and information systems would be highly regarded.

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.
• 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.

If you have any queries in relation to participation in recruitment processes at Health, or experience any issues in applying, please feel free to email talentacquisition@health.vic.gov.au. Please note that unsolicited applications from third parties cannot be accepted. If you have questions regarding the role, please message the contact person listed on the advertisement directly.  

Preferred applicants may be required to complete a police check and other pre-employment checks. Information provided will be treated in line with our Privacy Policy.