Office Coordinator

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: National Health Practitioner Ombudsman
Work Type: Fixed term - part time
Job Function: Administration / Secretarial
Classification: VPSG3.2
Work Location: Melbourne - CBD
Reference: VG/DH/NHPO/518922
Closing Date: 01-Feb-2023
Salary Range: $82,101 - $88,336
Job Duration: N/A
Attachments: 2022-10-10 - Position description - Office coordinator.docx (Word, 97KB)
Job Specification

2022-10-10 - Position description - Office coordinator.pdf (PDF, 216KB)
Job Specification

Contact: Diana Valeuchar
Diana.Valeuchar@nhpo.gov.au

Position Details

POSITION SUMMARY:

The Office Coordinator is responsible for delivering a range of business and administrative support activities to the office of the National Health Practitioner Ombudsman (NHPO). This is primarily an office-based role supporting the Ombudsman and Commissioner and senior staff.

As an integral member of the Business Support Unit, the office coordinator will contribute to the provision of finance, procurement, risk management, records management and business support services to the NHPO. The office coordinator plays a key role in ensuring our office is a welcoming and productive environment.

Are you:

  • Organised with a strong service delivery focus?
  • Positive and interested in helping your colleagues achieve success?
  • Discreet, particularly in relation to confidential and sensitive matters?

Accountabilities:

  • Provide administrative support to the Ombudsman and Commissioner, including diary, meeting and email management.
  • Support staff engagement activities including scheduling and coordinating meetings, preparing meeting agendas, distributing meeting papers, creating meeting minutes and following up on actions arising from meetings.
  • Provide precise and timely administration when procuring office equipment and consumables and when booking attendance at training. This includes creating purchase orders, processing invoices and reconciling procurement card transactions.
  • Support the effective operation of the office by maintaining standard office equipment, resolving local operational and accommodation issues and ensuring our office is a welcoming environment.
  • Managing stationery, printing and mailing requests. This will include managing the printing and distribution of our annual report.
  • Produce routine organisational performance reports for senior staff.
  • Manage booking and travel arrangements for senior staff.
  • Support the office to maintain complete and accurate records by providing high-quality records management support, including archiving hard copy files. 
  • Monitor and track project deliverables and gather, collate and provide background information for senior staff to support informed decision making and planning.
  • Undertake other duties as directed from time-to-time that commensurate with the role's level and responsibilities, such as assisting in office projects, participating in stakeholder engagement activities and auditing internal complaints data.
  • Keep accurate and complete records of work activities in accordance with legislative requirements and the department's records, information security and privacy policies and requirements.
  • Take reasonable care for health and safety in the workplace by working in accordance with legislative requirements and the department's occupational health and safety (OHS) policies and procedures.

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 up-to-date with their vaccinations 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.

HOW TO APPLY:

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.health.vic.gov.au>

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


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