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Administration Officer

4 months ago

Melbourne City Centre, Australia Department of Health Full time

***:
The Administration Officer provides professional high-level administrative support and related services for the Program area. Administration Officer provides a key point of administrative support within the Delivery Program to all program areas. The Administration Officer is a key point of contact for key stakeholders from a diverse range of organisations, government, private, public and community services sectors. Attention to detail and teamwork underpin success in this role as well as a demonstrated ability to communicate sensitively and effectively. The role provides wide ranging administrative, secretariat and support functions and being flexible in assignments to support the Program needs.
The role requires a highly organised and methodical individual with a communicative and collaborative approach, initiative and the ability to work with mínimal supervision, so as to ensure that deadlines are met and a high standard of work is achieved.
Are you
- A highly organised and methodical individual who enjoys a busy environment?
- Able to prioritise tasks in a dynamic and demanding environment?
- An excellent communicator with exceptional interpersonal skills and a collaborative approach to work?
- Able to work with mínimal supervision, be flexible and take initiative?

Accountabilities
- Effectively manage and develop office processes and infrastructure and maintain corporate information systems for records management, financial information, fleet management, client payments and ministerial correspondence (e.g. Our Briefings, TRIM, SharePoint, Oracle and CMS).
- Facilitate a consistent administrative approach, providing coordination and oversight of processes
- Answer queries, provide timely advice, undertake follow up action and identify emerging administrative functions, pre-planning and evaluation.
- 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.
- Operate as an effective branch member in a team environment and deliver quality, timely and effective customer service to staff at all levels and promote and develop key relationships and linkages within and outside the organisation.
- Review and coordinate the drafting and processing/endorsement of memos, briefings and correspondence for the approval process in OurBriefings. Management of document and task tracking and response in OurBriefings.
- Prepare progress reports on outstanding matters, reports, briefs, correspondence and presentations.
- Operate as an effective Program member in a team environment and deliver quality, timely and effective customer service to managers and staff within the Program.
- Ensure urgent matters such as PPQs, FOI requests are coordinated and responded to by deadlines.
- Complex diary management / calendar maintenance, management of processing of payments in invoices.

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