Executive Assistant to The Executive Director

2 weeks ago

Melbourne City Centre, Australia Department of Health Full time

***:
The Executive Assistant provides professional high level administrative and executive support and related services to the Executive Director Melbourne Priority Precincts within the Victorian Health Building Authority.
Are you
- A highly organised and methodical individual?
- An excellent communicator with exceptional interpersonal skills and a collaborative approach to work?
- Able to work with mínimal supervision, be flexible and take the initiative?

**Accountabilities**:

- Liaise and consult with CEO's office, 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.
- Operate with a high-level of integrity and autonomy in managing communication between the Executive Director, key stakeholders and the community and independently allocate issues for resolution and reporting by Directors, managers and other employees.
- Identify and appropriately escalate issues having regard for political and environmental sensitivities and interrelationships of stakeholders and the integrated nature of program and service delivery activities.
- Draft documents, within prescribed timelines, of a standard suitable for external distribution for final presentation of reports, letters and other documentation so as to achieve consistency of quality, professionalism and relevance of responses.
- Coordinate confidential and sensitive information with regard to personnel matters and external inquiries and investigations for the Executive Director.
- Provide a range of effective executive support functions, including: accurately managing the Executive Director'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.
- Undertake project work as requested by the Executive Director.
- Provide support to administrative staff by:

- (a) leading and supporting individuals to achieve their potential while maximising their contribution to achieve their goals and outcomes
- (b) modelling behaviours integral to the departmental values
- (c) providing them with relevant information.
- Oversee executive support staff for senior leadership to ensure adequate support is provided at all times, ensure all correspondence is prepared in accordance with departmental guidelines and processes and that the department's records management system is maintained accurately and all associated processing is undertaken in a timely manner.
- Respond to queries, provide timely advice and take follow up action as required, including correctly redirecting incoming correspondence and telephone queries.
- Operate with confidentiality and discretion at all times.
- 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

**HOW TO APPLY**:
For this position, you are not required to address each of the key selection criteria in a separate written document.
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

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