Ao5 Project Officer

This pay rate is inclusive of mandatory 25% casual loading

The Integrated Workforce Management (IWFM) Program is a key strategic initiative for Queensland Health that will enhance the roster-to-pay process, deliver positive outcomes to support enhanced workforce management and drive the delivery of tangible benefits for both Hospital and Health Services (HHS) and the Department of Health, through improved tools, processes, and access to workforce decision-support information where and when it is needed.

The Integrated Workforce Management (IWFM) Program is a key strategic initiative for Queensland Health that will enhance the roster-to-pay process, deliver positive outcomes to support enhanced workforce management and drive the delivery of tangible benefits for both Hospital and Health Services (HHS) and the Department of Health, through improved tools, processes, and access to workforce decision-support information where and when it is needed.

Leveraging existing (SAP myHR and Workbrain) technology, Stage 3 of the IWFM Program includes the rollout of a single, statewide and integrated electronic rostering solution to the frontline nursing and midwifery cohort, and a more inclusive approach to workforce management support. A complete capability uplift program will also be delivered for Nursing and Midwifery, which includes guiding principles for Leading Practice Workforce Management, and service-centric Roster Support Offices will be established at each HHS to provide transactional and advisory support directly to Nurse and Midwifery Unit Managers.

**Purpose of the role**:
The Project Officer - Secretariat will perform an essential support role to central program and implementation teams by undertaking program support, secretariat, and administrative activities.

You will provide high-level administrative and secretariat support to the IWFM Program Oversight Committee (the board) and other IWFM committees or forums. You will ensure the IWFM central program and implementation teams adhere to the departments record keeping requirements and legislative requirements.

**Key Responsibilities**:

- Adhere to defined service quality standards, health and safety policies and procedures relating to the work being undertaken to ensure high quality, safe services, and workplaces.
- Coordinate administrative activities and provide high-level secretariat support for the IWFM Program Oversight Committee and other governing bodies, groups, and forums whilst maintaining discretion and confidentiality with sensitive material and information.

Duties will include:

- forward plan and coordinate the scheduling of multiple committee and governance meetings to ensure the effective flow of information within agreed timeframes
- coordinate and plan preparatory meetings to ensure stakeholders are fully briefed
- prepare, distribute, and present high-quality forum agendas and indexed meeting papers to quality standards and in accordance with terms of reference
- arrange all meeting logistics including parking, meeting room bookings and virtual attendance requirements (for example, to enable attendance via teleconference, MS teams, videoconference, WebEx, etc.)
- support the chair during meetings to ensure the meeting runs smoothly and to clarify the outcomes of the agenda items by producing accurate and impartial minutes inclusive of important discussion, decisions made and actions to be tracked through to completion
- develop executive-level briefs and reports as required and maintain registers of risks and issues, stakeholders, and other key information
- ensure documentation approval processes are adhered to, final versions are signed and document control processes followed
- Actively contribute to the management of program management office activity including:

- Coordinate and maintain project registers (in Microsoft excel and SharePoint) on behalf of the Program Manager and Program Director. Monitor deadlines, draw conclusions and escalate for action if required.
- Undertake analysis, contribute to the collation and preparation of timely and relevant program status reports, presentations, and information papers for stakeholders.
- Monitor and report on work package/product performance against agreed criteria
- Lead quality checking activities of documentation to be sent to high-level executives ensuring adherence to the Queensland Health style guide as required,
- Mentor and support project support staff in the provision of best practice and in the use of the project support toolkit, with responsibility for peer reviewing minutes.
- Maintain relationships with and between internal and external stakeholders, facilitate effective communications and foster relationships.
- Work collaboratively with central and implementation team program support staff to ensure streamlined processes and program documentation are being used in line with program methodology.
- Ensure appropriate records are maintained in accordance with Queens