Executive Assistant

7 days ago

Melbourne, Victoria, Australia Department Of Health Full time

***:
Working within the Office of the Executive Director, Policy and Programs Branch, the Executive Assistant / Project Officer delivers a range of business support services including, but not limited to: executive support services to the Executives in the branch administration functions associated with keeping the branch running smoothly. While working in Policy and Programs, the Executive Assistant/Project Officer will also be expected to support Executives of Women's Health Team as a primary stakeholder to assist with the achievement of mutual goals and objectives.
This role requires demonstrated attention to detail, teamwork, and effective communication. Project Officer responsibilities will be undertaken from time-to-time across the branch, in consultation and collaboration with branch colleagues associated with each activity - and with key internal and external stakeholders.
Accountabilities
- Provide a range of effective executive support functions, including accurately managing daily business operations, providing quality support to Directors and Senior Managers, including progress reports on outstanding matters.
- Effectively review and improve office processes and maintain corporate information systems for records management, including document tracking and control (Trim EDRM and OurBriefings), financial information, fleet management, payments and ministerial correspondence.
- Support the full life cycle of projects to meet departmental objectives including project development and delivery, monitoring and evaluation.
- Assist in the preparation and presentation of reports, ministerial briefs, record keeping of meetings.
- Support stakeholder engagement activities including scheduling and coordinating meetings and workshops, preparing agendas and minutes, distribution of meeting papers and follow up of actions arising from meetings.
- Coordinate the financial processes within the unit, competently update databases, process invoice payments through Oracle and manage a procurement card.
- Operate as an effective branch member in a team environment and deliver quality, timely, and effective assistance to managers and staff within the branch.
- Keep accurate and complete records of your work activities in accordance with legislative requirements and the department's records, information security and privacy policies and requirements.

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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