Office Coordinator/executive Assistant

2 months ago

Melbourne, Australia Department of Health Full time

Location: Melbourne | CBD

Job type: Full time / 12 Months

Organisation: Department of Health

**Salary**: $91,418 - $103,725

Occupation: Administration/Secretarial

Reference: VG/DH/RP/1720014

***:
They will act as the key coordinating link between the Office of the Executive Director, the Office of the Deputy Secretary, departmental divisions, the Minister's office, and senior departmental management to ensure that actions are followed up and completed against mandated timelines. They will be responsible for the coordination of corporate requests, payment processing for the branch, and human resources functions.

**Accountabilities**
- Liaise and consult with ministers' offices, 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 confidentiality, discretion and 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.
- Manage communications for the Executive Director, ensuring consistency, probity, professional and quality control management of outgoing materials.
- Coordinate confidential and sensitive information with regard to critical incident reports and external inquiries and investigations for the Executive Director.
- Provide a range of effective executive support functions, including: accurately managing the office's events diary; providing quality support to committees, working groups and meetings; preparing reports, briefs and correspondence on complex issues; and processing payments for the branch as required.
- 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

**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.

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