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Executive Assistant/Administration Officer

4 months ago

Parkville, Australia University of Melbourne Full time

About the Role

The Executive/Administration Officer will support the Head of Department in the School of Health Sciences, contributing to the education of future health professionals and advancing Nursing and Allied Health. The role involves high-quality support across various tasks, including HR, finance, office administration, events, communications, travel, and OH&S. Reporting to the School Operations Manager and working closely with the Department Head, the appointee will ensure smooth departmental operations and provide executive support for committees and strategic initiatives. 

This particular appointment will be supporting the Department of Optometry and Vision Sciences.

Your responsibilities will include:

Provide high level administrative support to Department and School staff, and Executive Assistant support to the Head of Department, including diary management.  Work collaboratively with other professional and academic staff to deliver integrated and aligned administration service across the School, and provide a responsive service for enquiries from staff, visitors and students, building strong and effective relationships with internal and external staff and colleagues to ensure the efficient delivery of administrative services in a tactful and diplomatic manner while maintaining confidentiality. Work closely with the Head of Department to support projects and coordinate activities related to strategic initiatives for the MSHS Strategy Create and maintain casual staff contracts and guest/visitor/honorary agreements, monitor end dates for fixed term and causal contracts, maintain Departmental staffing lists and assist with logistics of recruitment, onboarding/welcome, and offboarding of Departmental staff

Who We Are Looking For
You will have excellent time management and organisational skills, demonstrated experience in coordinating workflow, prioritising tasks, and meeting deadlines. You will possess strong problem-solving abilities, work both independently and collaboratively, and have exceptional written and verbal communication skills. The ability to work with tact, diplomacy, and maintain confidentiality is essential.

You will also have:

Previous experience in Administrative and/or Executive Assistant roles in medium-to-large organisations, managing a range of administrative and executive support tasks including diary management, secretarial support, email organisation, and events.  Excellent time management and organisational skills, including demonstrated experience in co-ordinating workflow, prioritising tasks, meeting deadlines and effectively balancing competing demands. High level interpersonal skills, including a demonstrated ability to interact positively and work co-operatively in a multi-disciplinary team environment and liaise with people from diverse backgrounds.  High level of computer skills including extensive experience using an electronic diary management system, good working knowledge of the Microsoft Office suite, (including SharePoint and Microsoft forms)

For further information regarding responsibilities and requirements, please refer to the attached PD.

Please note: Visa sponsorship is not available for this position . This role requires current valid work rights for Australia.

Your New Team – Melbourne School of Health Sciences
The Melbourne School of Health Sciences (MSHS) provides qualifying and postgraduate courses in the disciplines of Nursing, Physiotherapy, Social Work, Audiology and Speech Pathology, and Optometry and Vision Sciences. As a candidate, joining our team means being part of a dynamic and impactful community dedicated to advancing healthcare education and practice. With a passion for health sciences and education, you will have the opportunity to shape the learning experiences of our students and make a positive impact on their future careers.

What We Offer You In addition, we offer the opportunity to be part of a vibrant community and enjoy a range of benefits, including generous leave provisions, salary packaging, health and well-being services and discounts on graduate courses. For more information, check out our benefits page

About the University of Melbourne
We’re tightly connected with the community, both at home and abroad. We take pride in our people, who all contribute to our mission to benefit society through the transformative impact of education and research. Discover more via our website and stay connected with our stories and people on LinkedIn.

We are dedicated to ensuring barrier free and inclusive practices to recruit the most talented candidates. If you require reasonable adjustments, please contact the employee listed on the first page of the Position Description found below, with an email containing your name and contact details for a confidential discussion. Please ensure your email is titled "Reasonable Adjustments Request".

Aboriginal and Torres Strait Islander Applicants
 We aspire to be the University of choice for Indigenous Australians, with unprecedented investment to attract, nurture and retain Aboriginal and Torres Strait Islander students and staff. Tangible support through a range of programs and initiatives will ensure that you personally succeed and flourish while at the University of Melbourne.