Executive Assistant

The Department of Health plays a critical role in the Victorian health system and is responsible for shaping it to meet the health needs of Victorians into the future. We also lead the Victorian Government's response to the coronavirus (COVID-19) pandemic. Working with our partners, we oversee Victoria's health system including mental health, ageing and aged care and preventive health. 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. All jobs can be worked flexibly and we encourage job applications from Aboriginal people, people with disabilities, LGBTQI+ and people from culturally diverse backgrounds and differences to realise the potential of our employees for innovation and delivering services.

Job Details
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Department: Department of Health
Work Type: Ongoing - full time
Job Function: Projects
Classification: VPSG4
Work Location: Melbourne - CBD
Reference: VG/DH/MH/1638380
Closing Date: 30-Jun-2022
Salary Range: $90,067 - $102,192
Job Duration: Ongoing
Attachments: PD - Executive Assistant - VPS4.pdf (PDF, 696KB)
Job Specification

Contact: Zach Wheeler

Position Details


The Executive Assistant will play a key support role in supporting the work of the Executive Director, System Planning and Design.  The Executive Assistant will provide high-level administrative and executive management support, with particular attention to confidentiality and sensitivity.

The Executive Assistant provides broad support across the branch, including supporting colleagues and teams within the branch with processes, procedures and business functions.

Are you?

  • Able to work under pressure to meet timelines, ensuring a high level of quality and accuracy in your work?
  • Highly organised, with excellent attention to detail?
  • A team player who collaborates and communicates easily with others?

Purpose and accountability


Executive Assistants play a key role support role to Executive Directors and Directors in the Mental Health and Wellbeing Division.

The Executive Assistant provides executive management and high level administrative support to Executive Directors and Directors, and is the first point of contact for stakeholders from across the division, department, other parts of government, and the public, private and community service sectors.

The Executive Assistant is required to manage and coordinate the activities of the Branch within the Division to provide effective support services including organisation and preparation of material for conferences, corporate events, meetings, catering and travel arrangements, office filing systems, reporting on financial matters, human resources, systems administration, accommodation, equipment and contribute as a team member with other administrative officers.


Operating at value range 1, you will:

  • Provide a range of effective executive support functions, including: accurately managing the office's events diary; providing quality support to committees, working groups and meetings; and preparing reports, briefs and correspondence on complex issues.
  • Arrange meetings and conferences, including liaison with senior executives and government officials coordinating papers, organising venues, agendas, taking minutes and follow-up actions and making travel and accommodation arrangements.
  • Answer queries, provide timely advice, undertake follow up action and identify emerging administrative functions, pre-planning and evaluation of scope.
  • 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.
  • Operate as an effective branch member in a team environment and deliver quality, timely and effective customer service to staff at all levels and promote and develop key relationships and linkages within and outside the organisation.
  • 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.
  • Keep accurate and complete records of your work activities in accordance with legislative requirements and the department's records, information security and privacy policies and requirements.
  • Take reasonable care for your own health and safety and for that of others in the workplace by working in accordance with legislative requirements and the department's occupational health and safety (OHS) policies and procedures.
  • Demonstrate how the actions and outcomes of this role and work unit impact clients and the department's ability to deliver, or facilitate the delivery of, effective support and services.

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 fully vaccinated 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.


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 https://www.vic.gov.au/jobs-and-skills-exchange 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 Department of Health <https://www.vic.gov.au/department-health>

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

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