Aps 4 Executive Assistant

3 weeks ago

Canberra, Australia Department of Veterans' Affairs Full time

Salary Range: $79,764 - $85,074 + Attractive Superannuation

We are looking for an Executive Assistant (EA) to provide high quality administrative and operational support to the Deputy Chief Health Officer (DCHO). The DCHO is responsible for leading the Health Branch which consists of a blended workforce of APS and contracted medical and allied health advisers across 7 teams.

DCHO plays a vital role in fostering key internal and external strategic relationships and networks with a broad range of stakeholders, including other departments and agencies, academic institutions, professional organisations and colleges.

As the EA to the DCHO you will work under broad direction, exercise discretion, judgement, and maintain confidentiality in a position of trust.

We are looking for an experienced, highly organised and motivated Executive Assistant to support the Deputy Chief Health Officer. To succeed in this role, you will have excellent people skills, the ability to anticipate the needs of the Senior Executives and demonstrate flexibility and initiative.

The role involves but not limited to, diary management, meeting arrangements, arranging travel, liaison with internal and external stakeholders, responding to correspondence, coordination and prioritisation of documents and collation of material to meet required timelines.

The Executive Assistant will work closely with the Divisional Coordination Officer, Chief Health Officer Support Unit and other Executive Assistance.

**Duties**
- Diary manage, in both Outlook and OneNote, including prioritising the SES Officer’s time and drawing attention to matters of priority
- Monitor, track and with guidance, task correspondence to ensure it is triaged and actioned appropriately
- Under limited direction, prepare correspondence, meeting materials, and manage the administration of critical, confidential and sensitive information
- Coordinate meetings with internal and external stakeholders and ensuring the SES Officer has all required information for meetings
- Undertake secretariat duties for selected meetings including preparation of agenda, minute taking and action item tracking
- Establish effective working relationships and high standard of customer service
- Engage with staff and fostering a strong team focus including participating in the Executive Assistant Network
- Liaise with internal staff and external agencies on matters relating to the work area
- Initiate and order supplies and equipment, processing accounts for payment and coordinating, collecting and analysing information for monitoring purposes
- Develop appropriate systems, procedures and controls to enhance the accuracy, timeliness and presentation of workflow within the branch
- Organise, schedule and coordinate all travel arrangements, accommodation and supporting documentation for the SES Officer
- Undertake filing and records management functions ensuring records are accurate, complete and are managed in accordance with departmental policy
- Assisting the Division Support team with adhoc administration duties

**Eligibility**
- Under section 22(8) of the Public Service Act 1999, employees must be Australian citizens to be employed in the Australian Public Service (APS).
- All applicants external to DVA offered employment will be required to successfully undergo a pre-engagement screening check, even if they have a security clearance. The screening check is conducted in accordance with the Australian Government Protective Security Policy Framework requirements.

**Notes**

Where a non-ongoing position is offered, the role will be filled for an initial specified term of up to18 months.

A merit pool of suitable applicants may be created which may be used to fill future ongoing and non-ongoing vacancies should they become available over the next 18 months.

DVA is committed to improving the data skills and capability of our workforce to underpin our goal of becoming a leading data-driven organisation.

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