Administration Officer, Delivery Program

Location: Melbourne | CBD

Job type: Full time / Ongoing

Organisation: Victorian Health Building Authority

**Salary**: $72,751 - $88,336

Occupation: Administration/Secretarial

Reference: VG/DH/HI/1688132

The Victorian Health Building Authority (the Authority) is a recognised leader in the origination, planning and delivery of social infrastructure projects for Victoria. With this significant financial responsibility, the Authority has a keen focus on boosting efficiency and innovation in the planning, management and delivery of infrastructure to meet the needs of our growing population, so Victorians have access to safe and modern health infrastructure and equipment to ensure the highest quality healthcare. The Authority’s track record, recent implementation of both a best-practice Program Management Office and an integrated Communications and Engagement unit, together with national recognition for our High Value High Risk / Public Private Partnership projects, establishes the Authority as a centre of infrastructure project management expertise. Our aim is to deliver world-class services and facilities to ensure Victoria continues to be one of the most liveable places in the world, now and for generations to come.

***:
The Administration Officer provides professional high-level administrative support and related services for the program area and is a key point of administrative support within the Delivery (PPP) 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, Share point, 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 Our Briefings. Management of document and task tracking and response in Our Briefings.
- Prepare progress reports on outstanding matters, reports, briefs, correspondence and presentations.

**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.