Office Coordinator

1 week ago

Melbourne City Centre, Australia Department of Health Full time

***:
The Office Coordinator is responsible for delivering a range of business and administrative support activities to the office of the National Health Practitioner Ombudsman (NHPO). This is primarily an office-based role supporting the Ombudsman and Commissioner and senior staff.
As an integral member of the Business Support Unit, the office coordinator will contribute to the provision of finance, procurement, risk management, records management and business support services to the NHPO. The office coordinator plays a key role in ensuring our office is a welcoming and productive environment.

**Are you**:

- Organised with a strong service delivery focus?
- Positive and interested in helping your colleagues achieve success?
- Discreet, particularly in relation to confidential and sensitive matters?

**Accountabilities**:

- Support staff engagement activities including scheduling and coordinating meetings, preparing meeting agendas, distributing meeting papers, creating meeting minutes and following up on actions arising from meetings.
- Provide precise and timely administration when procuring office equipment and consumables and when booking attendance at training. This includes creating purchase orders, processing invoices and reconciling procurement card transactions.
- Support the effective operation of the office by maintaining standard office equipment, resolving local operational and accommodation issues and ensuring our office is a welcoming environment.
- Managing stationery, printing and mailing requests. This will include managing the printing and distribution of our annual report.
- Produce routine organisational performance reports for senior staff.
- Manage booking and travel arrangements for senior staff.
- Support the office to maintain complete and accurate records by providing high-quality records management support, including archiving hard copy files.
- Monitor and track project deliverables and gather, collate and provide background information for senior staff to support informed decision making and planning.
- Undertake other duties as directed from time-to-time that commensurate with the role's level and responsibilities, such as assisting in office projects, participating in stakeholder engagement activities and auditing internal complaints data.
- Keep accurate and complete records of work activities in accordance with legislative requirements and the department's records, information security and privacy policies and requirements.
- Take reasonable care for health and safety in the workplace by working in accordance with legislative requirements and the department's occupational health and safety (OHS) policies and procedures.

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.
For further information please visit the Department of Health

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