Executive Assistant/Project Officer

2 weeks ago

Melbourne, Victoria, Australia Department Of Health Full time

***:
The position requires a highly motivated individual who is committed to delivering the highest level of client service to the Tribunal Members, has excellent communication skills, and is able to set priorities and work in a dynamic and changing environment.
Reporting to the Manager of Corporate Services, the Executive Assistant/Project Officer has an important role within the Tribunal's Corporate Services Team, principally:

- Providing executive support to the Tribunal's President and Deputy President
- Coordinating Governor in Council (GIC) member appointments
- Coordinating member forums, seminars and events
- Providing secretariat functions for high level groups and committees
- Performing general corporate, record keeping and administrative duties

Are you someone who
- Highly organised, with excellent administration skills, and experienced in supporting executive staff
- Has excellent written, communication and analytical skills
- Has the ability to develop respectful and collaborative working relationships with a broad range of stakeholders.

Accountabilities
- Provide executive support functions for the Tribunal President and Deputy President including; diary management, scheduling appointments and meetings, answering and screening telephone calls, assessing and prioritising incoming correspondence, preparation of outgoing correspondence for signature.
- Support executive meetings and committees, including scheduling meetings, preparing and distributing papers, arranging venues and catering, taking minutes and other duties are required.
- Coordinate member Governor In Council (GIC) processes including new appointments and resignations, and supporting relevant induction activities.
- Coordinate member events such as member forums and twilight seminars including sourcing venues, sending communications, arranging catering, supporting presenters, preparation of event materials etc..
- Facilitate HR processes for full and part time members including submitting leave requests, managing change to work arrangements, fielding HR queries and escalating queries through DH payroll teams.
- Assist with office administration tasks and responsibilities including reception phoneline duties, and other duties on behalf of the Manager of Corporate Services in their absence, as required.
- Develop and maintain strong, positive and professional relationships with key internal and external stakeholders including the Tribunal membership, identifying trends and escalating emerging issues as they arise with the appropriate person.
- Demonstrate a level of autonomy and authority to resolve operational issues as they arise and to amend or develop policy and procedures to ensure these issues are managed effectively.

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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