Office Coordinator

2 weeks ago

Melbourne, Australia National Health Practitioner Ombudsman Full time

Location: Melbourne | CBD

Job type: Part time / Fixed term until 30 June 2024

Organisation: National Health Practitioner Ombudsman

**Salary**: $73,842 - $89,661

Occupation: Administration/Secretarial

Reference: VG/DH/NHPO/1730151

***:

- Are you a client-focused administrative professional looking for a change?
- Join a supportive team commited to continuous learning and work-life balance
- CBD-based + hybrid working + VPS 3 Salary + Fixed Term PT 0.8 FTE

An opportunity has become available for an **Office Coordinator **to join the team at Business Services Unit at National Health Practitioner Ombudsman

The Office coordinator is responsible for delivering a range of business and administrative support activities to the NHPO.

**Accountabilities**:
As an Office Coordinator, your responsibilities include but not limited to:

- Supporting 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.
- Providing 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.
- Supporting 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.
- Producing routine organisational performance reports for senior staff.
- Managing booking and travel arrangements for senior staff.
- Supporting the office to maintain complete and accurate records by providing high-quality records management support, including archiving hard copy files.
- Monitoring and tracking project deliverables and gather, collate and provide background information for senior staff to support informed decision making and planning.
- Undertaking 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.
- Keeping accurate and complete records of work activities in accordance with legislative requirements and the department's records, information security and privacy policies and requirements.
- Taking 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.

**About You**:
To be successful for this role, you will possess:

- Strong time-management & Organisational skills
- Attention to detail
- Service Excellence - Commitment for continuous improvement, innovation, quality and timeliness of service and in ensuring client and stakeholder satisfaction
- Client-focused mindset
- Interpersonal skills and teamwork ability

Whilst not essential, a Certificate in Business Administration/Management or similar qualifications are highly regarded, as will the relevant experience in the provision of executive support and procurement experience.

To learn more about the role and its requirements, please refer to the attached **Position Description.**
- Are you:
- Organised with a strong service delivery focus?
- Positive and interested in helping your colleagues achieve success?
- Discrete, particularly in relation to confidential and sensitive matters?

Application closes on midnight **11th July 2023**.

**Mandatory Vaccination Policy**

**HOW TO APPLY**:

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