Administrative Support Officer

At Ambulance Victoria we are proud to share our commitment to save and improve lives by providing outstanding care for our patients. It is our promise to every patient and it sits at the heart of everything we do. No matter what corporate or support role you play in delivering our critical services to the Victorian public, you join a team dedicated to bringing our vision of ‘Outstanding emergency health care every time' to life.
Our Operational Communications division is responsible for coordinating and optimising state-wide emergency and non-emergency ambulance response, as well as the provision of patient care through Australia's largest ambulance triage directorate.
About the role
Ambulance Victoria currently have an opportunity for an Administrative Support Officer to join our Triage Services team. Working closely with the wider leadership team, the role provides effective and efficient high-level administrative and secretarial support to the Manager, Triage Operations, and Manager, Clinical Triage. Your responsibilities will include, but are not limited to:

- As the initial point of contact for Triage Operations and Clinical Triage teams, answer calls and provide responses to routine enquiries, as well as process messages for follow-up and action
- Provide high level administration support and assistance to both management streams, operational and clinical, including coordinating information, preparing presentations and documentation, and preparing communications and reports as requested
- Support appropriate financial accountability in the role and within the team by processing invoices, purchase orders and preparing monthly budget report documentation
- Undertake office coordination and procurement activities, including stock requirements of stationery, equipment, and materials, receipt and fulfilment of requests, and processing payments
- Contribute to continuous improvement of business processes and systems to ensure effective operation and delivery of outcomes
- Maintain a filing system in line with Central Records to ensure all information is centrally recorded, stored confidentially and readily accessible
- Foster constructive and effective working relationships across both Secondary Triage streams - Operations and Clinical, including developing and maintaining effective liaison with relevant staff in Triage Services, Operational Communications and other areas of AV, balancing and prioritising dual reporting and demand
- Ensure appropriate and due diligence is undertaken with all communications both internal and external to AV; respectful and appropriate consideration is undertaken when handling information of a sensitive nature
- Identify and correct conditions that affect patient/self/colleague safety by upholding safety standards.

About you
Suited to highly motivated and innovative individual, the successful applicant will possess:

- Demonstrated substantial experience and expertise in providing secretarial and administrative support within a large organisation or department
- Certificate IV in Admin or Business (desirable)
- Demonstrated understanding of meeting protocol with experience in agenda preparation and minute taking
- Demonstrated experience in the development and maintenance of administrative systems
- Team skills to actively participate as a member of a team and assist others to achieve work goals
- Problem solving skills to identify issues and where appropriate recommend appropriate action
- Attention to detail using appropriate checking processes to ensure information is recorded accurately
- Initiative to ensure issues and ideas are identified and addressed appropriately, plus follow up on potential opportunities and risks
- Judgement and maturity to ensure matters of a confidential or sensitive nature are handled and dealt with appropriately and diplomatically.

Working at AV
We believe our people are our greatest resource and the sustainability of our workforce depends on how well we utilise our people's skills and abilities and whether our staffing reflects the diversity of the Victorian community. If you're ready to play an integral role and deliver results that help make a real difference, we want to hear from you
Successful applicants will need to have received the mandated COVID-19 vaccinations and be willing to complete pre-employment screening including a Police Check.
All applicants must have unrestricted working rights in Australia.
This position is graded at AV Band 3 under the Ambulance Victoria (Management and Administrative Staff) Enterprise Agreement 2021.
How to apply
- A covering letter
- A resume

At all levels of our organisation, a diverse and inclusive workforce allows us to deliver Best Care to the Victorian community, and helps create a healthier, more productive workplace for our people.