Secretariat Lead
4 weeks ago
A full time, permanent opportunity has become available in our Bupa’s ADF Health Services Contract Governance team.
Reporting into the Senior Secretariat Lead,
**this role can be based 100% remotely or be a hybrid role based out of any of our Melbourne, Sydney or Brisbane office locations**.
The Secretariat Lead is responsible for supporting the provision of administrative Secretariat functions for key committees and meetings that support the achievement of organisational and contractual governance arrangements.
**How will I help?
Key accountabilities include but are not limited to:
- Supporting the Senior Secretariat Lead to deliver high level secretariat duties.
- Support the management of organisational and contractual governance forums communications to internal and external stakeholders including minute/action/decision taking, agenda setting, reporting on follow-up action, drafting of correspondence.
- Consult and liaise with directors, managers, staff and governance forum members and invitees in relation to agenda items and papers.
- Record and manage decisions and actions from the respective governance forums. This includes attending meetings and taking accurate minutes, distributing outcomes to relevant parties in a timely manner and in the correct format in accordance with the relevant style guide.
- Meeting coordination (room bookings, IT and requirements, invitations).
- Development of templates for correspondence, presentations and administrative processes.
- Preparation and distribution of meeting papers consistent with the charter/terms of reference requirements.
- Draft Steering Committee and Board Packs, Forum Terms of Reference.
- Ensure documents are stored appropriately in accordance with Bupa’s records management procedures and can be retrieved easily for future reference and audit purposes.
- Support the day-to-day administration of the respective group mailbox.
**What’s in it for me?**
As well as a competitive salary, a range of Bupa benefits and flexible working/ work from home arrangements, you’ll be challenged and encouraged to innovate. You will partner with colleagues who are dedicated to delivering exceptional experiences. We respect and consider everyone, knowing your difference will make the difference.
Perk highlights:
- Discount on our health insurance, travel, car, home, contents and pet insurance products as well as discounts when you attend a Bupa Dental clinic or purchase glasses from a Bupa Optical store.
- A dedicated internal wellbeing team provides you with a range of services, such as a global resilience program, regular training opportunities on a range of wellbeing topics and access to a variety of wellbeing discounts.
- An additional well-being day each year to treat yourself.
**What do I need?**
- Demonstrated experience in providing secretariat functions in a complex environment (corporate or public sector) i.e. supporting boards, committees and sub committees.
- Excellent organisational and interpersonal skills.
- Exceptional written and verbal communications skills at both operational and senior levels, with the ability to distil complex information.
- Track record of achieving deadlines in a high-volume environment with high levels of accuracy.
- Ability to work autonomously and take accountability for deliverables and outcomes.
- Demonstrated ability to work closely with executive and senior managers and key external stakeholders.
- Appropriate contemporary IT skills across common platforms.
- **This is a Security Cleared Position. The occupant must be an Australian Citizen and must be eligible to obtain and uphold a Baseline Security Clearance.**
**About Bupa**
Bupa is an international healthcare group which has a purpose to deliver longer, healthier, happier lives and making a better world for more than 70 years. In Australia and New Zealand, Bupa assists more than 5 million customers through a broad range of health and care services including health insurance, aged care, rehabilitation, dental, optical, medical, hearing and medical visa services.
ADF Health Services (ADFHS) provides integrated and seamless end-to-end health support to 85,000 Australia Defence Force (ADF) personnel across 59 facilities. This includes a health professional workforce to complement the existing ADF and Australian Public Service (APS) health workforce in providing health services to Defence personnel, along with pathology, imaging and radiology, rehabilitation, mental health, hospital, specialist, allied health and other off base services enabled by Bupa network and systems. Bupa delivers these services under a number of subcontractor relationships with significant governance requirements, reporting obligations and relationship management.
As part of the ADF HS, Bupa also provide health support to the Department of Veterans’ Affairs (DVA). This includes but is not limited to; providing a national network of Bupa health professionals to provide clinical
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