About the role: 

The Executive Assistant will work within the Office of the Deputy Secretary to provide confidential high-level executive and administrative support functions to the Deputy Secretary as well as project support to the Principal Strategic Adviser.

The role provides a pivotal point of contact for key stakeholders from a diverse range of government and private sectors. It is a key coordinating link between the Office of the Deputy Secretary, other offices of the division, department, and Ministerial Offices. This role will also work with the Principal Strategic Adviser to support the division's move to the business partner model and support on people and culture matters as well as other divisional projects.

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:

Suitable applicants will be able to demonstrate:

Knowledge & Skills

Planning and Organising - 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.

Written Communication - Prepares briefs, letters, emails and reports using clear, concise and grammatically correct language; edits written communications to ensure they contain the information necessary to achieve their purpose and meet audience needs; ensures appropriate style and formats are used.

Influence and Negotiation - Adapts the content style, message or tone of a presentation to suit the audience and plans how to tackle objections; sells own ideas by linking them to others' values needs and goals; negotiates and implements a well-planned course of action to achieve a specific impact.  

Organisational Awareness - Uses formal and informal influencing relationships and decision- making processes; appreciates the responsibilities, legal obligations and limits that apply to an organisation; actively seeks to understand the priorities and interests of various groups and key individuals.

Self-Management - Plans and prioritises work to ensure outcomes are achieved, resists the temptation to react immediately without taking time to think things through, uses strengths to contribute constructively and consciously manages the impact of own weaknesses, anticipates own reactions to situations and prepares accordingly

Personal Qualities 

Drive and Commitment - Enthusiastic and committed; demonstrates capacity for sustained effort and hard work, sets high standards of performance for self and others; enjoys a vigorous and dynamic work environment

Integrity - Committed to the public interest; operates in a manner that is consistent with the organisations code of conduct; inspires trust by treating all individuals fairly.

Resilience - Perseveres to achieve goals, even in the face of obstacles; copes effectively with setbacks and disappointments; remains calm and in control under pressure; accepts constructive criticism in an objective manner, without becoming defensive.

Teamwork - Cooperates and works well with others in the pursuit of team goals; collaborates and shares information; shows consideration, concern and respect for others' feelings and ideas; accommodates and works well with the different working styles of others; encourages resolution of conflict within group.

Qualifications & Specialist Expertise

Specialist Expertise - Demonstrated knowledge of and experience in departmental administrative processes, procedures and systems is desirable.

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.