Executive Assistant, Disability

The Department of Families, Fairness and Housing (DFFH) works hard to create equal opportunities for all Victorians to live a safe, respected and valued life.

Our areas of focus are child protection, housing, disability, the prevention of family violence, multicultural affairs, LGBTQI+ equality, veterans, women and youth. The work we do benefits thousands of Victorians, particularly those who are disadvantaged and vulnerable.

We work in a variety of community-based settings, including people's homes, residential facilities and secure settings across metropolitan, rural and regional Victoria.

We are committed to developing and supporting a workforce that is well equipped and highly motivated. All jobs can be worked flexibly, and we encourage applications from Aboriginal and Torres Strait Islander people and people from diverse backgrounds and abilities. .

If you’re having any trouble viewing this ad and would like it or any attachments in an accessible format (such as large print), please don’t hesitate to get in touch with the contact person listed on the ad.

For more information on working with us and our recruitment process, please visit Department of Families, Fairness and Housing Victoria | Jobs (www.dffh.vic.gov.au/jobs)

Job Details

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Department: Department of Families, Fairness and Housing
Work Type: Ongoing - full time
Job Function: Administration / Secretarial
Classification: VPSG4
Work Location: Melbourne - CBD
Reference: VG/DFFH/CFCD/375905
Closing Date: 03-Oct-2022
Salary Range: $90,067 - $102,192
Job Duration: N/A
Attachments: 15-09-2022 Executive Assistant, Disability VPS 4 PD.docx (Word, 128KB)
Job Specification

PD Preview: Preview unavailable for this role
Contact: Michelle Lam
Michelle.lam@dffh.vic.gov.au

Position Details

THE ROLE

The Executive Assistant provides high-quality executive and administrative support, with particular attention to confidentiality and sensitivity, to the Executive Director, Disability and Director, Disability Reform within the Disability and Communities Branch. The role provides a pivotal point of contact for stakeholders from across the department, other parts of government, and the public, private and community service sectors.

The position is a key coordinating link between disability teams, the Directorate of the Disability and Communities Branch, the Office of the Deputy Secretary, Children, Families, Communities and Disability, the Office of the Secretary, other Executive Offices within the Division, as well as Ministerial Offices.

 The Executive Assistant will manage and coordinate the activities of the Executive Director, Disability and Director, Disability Reform. This includes providing effective executive and support services including:

  • Management of services for complex office support such as correspondence and record keeping,
  • Administering departmental, divisional and branch policies, procedures and protocols,
  • Organising of meetings, conferences, corporate events, catering, travel arrangements,
  • Supporting reporting on financial matters and systems administration.

The role requires a highly organised and methodical individual with a communicative and collaborative approach, initiative and the ability to work with minimal supervision, so as to ensure that deadlines are met and a high standard of work is achieved.

The successful applicant will be required to think on their feet, adapt to change, and be willing to help and think proactively. Attention to detail and teamwork underpin success in this role as well as a demonstrated ability to communicate sensitively and effectively.

ACCOUNTABILITIES INCLUDE 

  1. 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.
  2. Operate with confidentiality, discretion and a high-level of integrity and autonomy in managing communication between the Deputy Secretary, key stakeholders and the community and independently allocate issues for resolution and reporting by directors, managers and other employees.
  3. Maintain a high level of organisational awareness (including political and environmental sensitivities) and, where required, identify and appropriately escalate issues to support the delivery of branch work.
  4. Identifies processes, tasks and resources required to achieve a goal; identifies more and less critical activities and operates accordingly, reviewing and adjusting as required; develops and implements systems and procedures to guide work and track progress; recognises barriers and finds effective ways to deal with them.

VACCINATION REQUIREMENTS POLICY

The department may require its employees to be fully vaccinated against preventable diseases such as the current coronavirus (COVID-19). The department's COVID-19 Vaccination requirements policy(Word) outlines the requirements for existing employees, other workplace participants and prospective employees. Please read in full prior to applying.

HOW TO APPLY

All VPS employees (and ex-VPS employees with extended access to the Jobs and Skills Exchange website) MUST apply via the Jobs and Skills Exchange (JSE) <https://jse.vic.gov.au/user/login?destination=/new-home-page> portal.

Applicants are encouraged to apply online. Attachments can be uploaded in .doc, .docx, .pdf, .txt or .rtf formats.
Applicants are required to submit a CV and Cover Letter (max 2 pages) outlining their suitability to the role in line with the Key Selection Criteria. 
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. 
Preferred candidates will be required to complete pre-employment screening, including a national police check and misconduct screening.

For more information on working with us and our recruitment process, please visit Department of Families, Fairness and Housing Victoria | Jobs (www.dffh.vic.gov.au/jobs)

Please apply to submit your interest in this position.


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