Executive Assistant

Location: Western Region | Ballarat

Job type: Full time

Organisation: Grampians Health

**Salary**: Salary not specified

Occupation: Administration/Secretarial

Reference: 17974

**Executive Assistant to the Chief Medical Officer**

**SALARY: $33.78 - $36.50 per hour**

**Hours: 80 a fortnight**

**About Grampians Health**

Grampians Health was established 1 November 2021, bringing together Edenhope and District Memorial Hospital, Stawell Regional Health, Wimmera Health Care Group and Ballarat Health Services to deliver safe, sustainable, healthcare tailored to changing workforce and community needs, for the long term.

This partnership follows years of strong collaboration and close partnerships between the four health services. Together, we will deliver better healthcare, enhance services and advance careers, closer to home, now and into the future.

A career with Grampians Health means you are connected and are part of a team providing quality healthcare to rural and regional communities. Our communities are diverse, as is our workforce, with expert clinical staff from across the world choosing to live and work in our beautiful region.

Grampians Health provides acute, maternity, mental health, allied health, aged care, administration and support services. This means your career will be as diverse and rewarding as you strive to be.

**About the role**

The Executive Assistant has primary responsibility for providing high level administrative and executive management support to the Chief Medical Officer (CMO), including organisation and preparation of material for meetings, developing and maintaining efficient and effective office systems and processes and contributing as a team member with other executive assistants. The Executive Assistant is responsible for the processing of all Continued Medical Education (CME) claims for Grampians Health.
- Advanced skill level in the use of Microsoft Office to prepare communications, forms, and surveys, create, update and formulate spreadsheets, produce presentations, organisational charts and flow charts.
- Research and investigate issues on behalf of the CMO and prepare correspondence as required/directed.
- Build and maintain effective working relationships with key internal/external stakeholders, including Chiefs, senior leaders and People & Culture Team members, maintaining positive and professional relationships.
- Liaise with organisations and individuals at all levels on a range of matters associated with the activities of the Directorates.

**Key Responsibilities**
- Diary maintenance, scheduling of appointments and meetings for the Chief and where necessary other senior management in the directorate.
- Travel coordination in conjunction with GH Corporate Travel Management including accommodation, flights, car hire and transfers for the Chief and where necessary other senior management in the directorate.
- Act as secretariat to designated Board, governance and operational Committees as required.
- Responsible for the processing of all Continued Medical Education (CME) claims for Grampians Health in line with the CME Procedure, Key Aligned Documents (VMIA Travel Policy, current Medical Specialists EBA) and Key Legislation, Acts & Standards (current ATO Tax Determination).

**Skills and experience**
- Demonstrated experience in the provision of confidential, secretarial and executive administrative support at senior management level.
- Proven ability to produce correspondence, agendas and minutes of meetings, reports, presentations and other forms of documentation accurately, within deadlines and at a level suitable for an Executive audience.
- Ability to demonstrate highly developed communication, interpersonal and presentation skills and the ability to develop and maintain effective working relationships within and external to the organisation.
- Ability to maintain, update and enhance knowledge, skills and performance to ensure high quality outcomes for the CME process managed by the CMO directorate.

**Grampians Health Culture & Benefit**

At Grampians Health, we recognise our staff are our greatest asset. We are committed to providing a safe and healthy environment for our staff, patients, residents, visitors, volunteers and contractors at all sites.
- Flexible work arrangements and purchase leave opportunities
- Salary packaging for living expenses such as rent/mortgage plus meals, entertainment & holidays
- Staff rewards and recognition programs
- 5 weeks annual leave per year

**Ballarat Region**

Ballarat is the largest centre in Western Victoria and the states fastest growing inland city. Dubbed Australia’s most liveable city in 2020, Ballarat is home to first class education, fine dining and boutique shopping. Uniquely located within easy access to Melbourne, Geelong, Bendigo and the Western district, Ballarat is blessed with some of Australia’s most significant heritage buildings and natural landscapes.

**How to apply**

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