Senior Executive Administrative Assistant

About the Company

HealthShare Victoria is a Victorian public sector entity established on 1 January 2021 as an independent, commercially oriented public sector provider of supply chain services (surety, procurement and logistics) to Victoria's public health sector. Our purpose is to partner with Victoria's public health services, suppliers and government to ensure the right products and services are delivered to the right place at the right time, supporting better value for our public health services and better outcomes for their patients. We work with Victoria's public health services to understand their requirements. We meet these needs by establishing collective agreements (purchasing contracts) for medical consumables, pharmaceuticals and medical equipment, as well as non-medical products and services they need via large-scale tenders. We also play a critical role in ensuring Victoria's public health services have access to goods and services that may be in higher demand or difficult to access, including personal protective equipment (PPE), medical consumables, ICU equipment and pharmaceuticals. We administer several compliance-related functions, and work with health services to assist them in meeting their legislative, compliance and probity obligations. As well as providing an end-to-end health supply chain for Victoria's public health services, we extend access to our collective agreements to health or related services assessed as 'eligible services.

About the Role

The Senior Executive Administration Officer is responsible for providing efficient administrative and support to the Executive Leadership Team, the associated Board sub-committees and any other relevant committees associated with the Executive team. The role provides management, facilitation and support for various projects as requested by the Executives. In addition, this position is pivotal in providing strategic and business process assistance to the wider organisation and liaises with other major support roles including the Office of the Chief Executive team to ensure consistency.

Responsibilities

• High level administrative support to the Executive Leadership Team (ELT).
• Manage key administrative activities of the relevant Board sub-committees.
• Support direct reports to ELT members achieve operational and strategic outcome.
• Provide executive and secretarial support for the Board sub-committees.
• In consultation with the subcommittee Chair, ensure compliance with company procedures, conflict of interest records and management plans, and declarations of private interests.
• Liaise with Executive Team members in preparing and providing all relevant reports and documentation for the Board subcommittees, circulation of all relevant information for meetings.
• Demonstrate high level of customer service to internal and external stakeholders.
• Provide professional management of internal and external clients by responding to written and verbal enquiries in an efficient and effective manner.
• Identify and develop communication opportunities with employees and stakeholders.

Qualifications

• Tertiary qualification in Business Administration/Management, Commerce, Supply Chain Logistics, Procurement or other relevant discipline (desirable).

Required Skills

• Extensive experience in Senior Executive administration, preferably including Board or Committee support.
• Experience working within a highly confidential environment.
• Experience in project management (highly desirable).
• Knowledge of the health sector and/or finance environment.
• Advanced Microsoft Office skills (Word, Excel, PowerPoint; and Outlook).
• Well-developed communication and liaison skills, with strong commitment to providing excellent customer service.
• Excellent verbal, numerical, and written communication skills.
• Exceptional interpersonal skills with the ability to build relationships easily and resolve conflict.
• Outstanding organisational skills including the ability to manage and prioritise multiple concurrent tasks, meet tight deadlines and to work in an independent, flexible manner where required.
• Ability to develop and maintain positive working relationships with people at all levels within and outside the organisation.
• Ability to maintain and respect confidentiality of the highest order and a high level of personal integrity.

What HSV can offer

• Salary packaging.
• 4 weeks of annual leave plus monthly Accrued Day Off.
• Annual Leave loading of 17.5%.
• Flexible work arrangements.
• Easter Tuesday public holiday.

Equal Opportunity Statement

We're actively reviewing applications as they come in and selecting candidates for further consideration.

To express your interest, please submit your CV via LinkedIn. We look forward to hearing from you HSV is an all-inclusive employer. Applications from Aboriginal and Torres Strait Islander peoples, people with disability, LGBTI and people from culturally diverse backgrounds are encouraged. Probity checks are also conducted in the latter stages of the recruitment process.