Correspondence Co-Ordinator

Your Opportunity

The Correspondence Coordinator is responsible for the coordination, preparation, allocation, proofing and tracking of the full range of executive documentation ensuring timeframes, protocols and quality standards are met within the Office of the Deputy Director-General, eHealth Queensland.

As Correspondence Officer, you will provide high level analysis of all correspondence items and support and guide correspondence and brief writers across the Division. The position plays a pivotal role in the office of the Deputy Director-General in ensuring eHealth Queensland consistently exceeds the expectations of the department and Hospital and Health services through the delivery of high quality, timely and accurate correspondence.

Key Responsibilities

• Fulfil the responsibilities of this role in accordance with QPS values as outlined above.
• Follow defined service quality standards, occupational health and safety policies and procedures relating to the work being undertaken in order to ensure high quality, safe services and workplaces.
• Maintain effective and efficient administrative processes for the coordination of all executive governance documentation including Ministerial, Senior Executive and parliamentary correspondence.
• Ensure that all documentation is prepared, tracked and progressed through established departmental systems and processed within stated timeframes. Prepare reports as required with respect to quality, quantity and timeliness of executive documentation.
• Monitor, coordinate and quality check the preparation of all executive documentation on a wide range of health and ICT matters, with the assistance of the Executive Office Coordinator and Director, Office of the Chief Executive. This requires a high level of written communication and editorial skills, strong grasp of written and spoken English language, excellent attention to detail and the ability to analyse, edit and prepare reports, submissions and correspondence of a complex and substantive nature.
• Liaise with staff from the Minister's Office, Director-General's Office, Executive Support Services and senior officers within the department and eHealth Queensland demonstrating a high level of interpersonal skills, including the ability to influence others in the achievement of desired outcomes and the ability to maintain relationships in a high pressure, fast paced environment.
• Coordinate and chair meetings with peers/colleagues within eHealth Queensland to discuss executive correspondence and briefing issues.
• Positively contribute to the team environment at unit, branch, divisional and organisational levels including commitment and contribution to continuous improvement, a collaborative culture and an achievement focused team that accomplishes unit and organisational objectives and share knowledge with members of the Office of the Chief Executive.
• Responsible for communicating, training and embedding any departmental correspondence changes to templates and processes across eHealth Queensland.
• Establish a trusted environment where staff across eHealth Queensland know they contact for all correspondence support and advice.

How you will be assessed

You will be assessed on your ability to demonstrate the following key capabilities, knowledge and experience. Within the context of the responsibilities described above under 'Key Responsibilities', the ideal applicant will be someone who can demonstrate the following:

• Proven experience in managing high volumes of incoming and outgoing correspondence.
• Proven ability to interpret information provided by senior management on a wide range of issues and use this information to produce high quality correspondence responses.
• High level communication and interpersonal skills.
• Ability to work within well-defined guidelines to produce high quality correspondence.
• Proven experience in effectively negotiating with senior management to ensure timeframes are met.
• Ability to work autonomously and as a team member and prioritise work to achieve outcomes.
• Proven experience using a wide range of computer programs and applications and information management systems.
• Experience in identifying improvements and implementing changes which enhance service delivery.