Executive Assistant|Senior Project Officer

Location: Melbourne | CBD

Job type: Full time

Organisation: Department of Health

Salary: $10+,730 - $132,764

Occupation: Projects

Reference: VG/1815377

The Department of Health plays a critical role in the Victorian health system and is responsible for shaping it to meet the health needs of all Victorians. We’re focused on supporting Victorians to be as healthy as they can; whether through alerting them to seasonal risks like thunderstorm asthma, notifying them of contact with communicable diseases, safeguarding their drinking water, developing the best health, wellbeing and care facilities in the world, being at the forefront of mental health and wellbeing treatment or accelerating medical research. It’s all part of the way we partner with the community to help every individual lead a healthy life.

About the role:

The Executive Assistant / Senior Project Officer delivers a range of business support services including, executive support services to the Deputy Secretary in the office administration functions associated with keeping the office running smoothly.
The Executive Assistant / Senior Project Officer will be expected to support the Deputy Secretary and the office to assist with the achievement of mutual goals and objectives, and liaise with internal and external stakeholders.
The Executive Assistant / Senior Project Officer is a key coordinating link between the Deputy Secretary, the division, Senior Executives and Executives, ministers' office, senior departmental management and branch coordination.
About us:

At the Victorian Department of Health we want a future where Victorians are the healthiest people in the world. A Victoria where our children and people thrive, our workplaces are productive and safe, and our communities are more connected.

We see it as our job to support Victorians to stay healthy and safe. And to deliver a world-class healthcare system that ensures every single Victorian can access safe, quality care that leads to better health outcomes for all.

How you'll make a difference:

Provide a range of effective executive support functions, including accurately managing daily business operations, providing quality support to the Deputy Secretary and Senior Leadership team.
Support the Office of the Deputy Secretary in a range of business functions, coordination of tasks and projects supporting senior leadership and stakeholders to effectively enable the day-to-day running of the Division.
Effectively review and improve office processes and maintain corporate information systems for records management, including document tracking and control, financial information, fleet management, payments, and ministerial correspondence.
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.
Forge strong connections across the department and with the health sector to share information and facilitate a partnership approach to implementation of key initiatives.
Prepare, draft and review documentation relating to administrative, financial, procurement, recruitment, and projects in a consistent manner.
Establish and maintain effective relationships with key stakeholders to create mutually beneficial partnerships and contribute to the development and implementation of Standard Operating Procedures for the Division.
Assist in the development and implementation of new and improved processes to support the delivery of improvements across the Division.
Contribute to innovative and continuous improvement to increase efficiency and effectiveness of the Division.
Coordinate and develop complex briefing products for Cabinet, Ministerial, senior departmental executive and executive sector stakeholders.
Suitable applicants will be able to demonstrate:

Ability to operate in a complex and dynamic team environment.
Ability to provide high level administrative and executive support to the Deputy Secretary and to the Office of the Deputy Secretary, along with performing Secretariat functions.
Ability to effectively liaise with a range of stakeholders and demonstrate a high degree of professionalism and act in accordance with the public sector values and behaviours.
Skills in managing correspondence and continuous improvement to increase efficiency and effectiveness of the Division.
To learn more please click ‘Apply' to view the Position Description on the Careers.vic website.

What we offer:

The opportunity to perform meaningful work, making direct contributions toward enabling Victorians to be the healthiest people in the world.
A wide range of growth and development opportunities within the department and wider Victorian Public Service & Sector.
A strong commitment to work-life balance, including a diverse array of flexible working arrangements.
How to apply:

Applications should include a resume and a cover letter. Click the ‘Apply' button to view further information about the role including key contact details and the advertisement closing date.

We are committed to developing and supporting a workforce that is well equipped and highly motivated to provide responsive and quality services to all Victorians. We continue to build an inclusive workplace that embraces diversity of backgrounds and differences to realise the potential of our employees for innovation and delivering services aimed at enhancing the lives of all Victorians.

All roles can be worked flexibly and we encourage applications from Aboriginal people, people with disability, LGBTIQ+ and people from culturally diverse backgrounds. Please contact us if you require any adjustments to participate in the recruitment process at inclusion@health.vic.gov.au. For more information on our commitment to inclusion and diversity see inclusion and diversity at the Department of Health.

Preferred applicants may be required to complete a police check and other pre-employment checks including proof of 3 vaccinations (including booster) against COVID-1+. Information provided will be treated in the strictest confidence, in line with our Privacy Policy.

The Jobs and Skills Exchange (JSE) Recruitment Policy allows for priority consideration for employees who apply through the Jobs Skills Exchange (JSE) jobs board platform. As such, these employees are strongly encouraged to submit their application through the JSE.