Safer Care Victoria was established in January 2017 to ensure our health services are providing safe, high-quality care to patients: every time, everywhere. As well as monitoring the standards of care provided, Safer Care Victoria is partnering with patients, clinicians and health service managers to support the continuous improvement of health care.About the role:The Executive Assistant is responsible for providing confidential high-level executive and administrative support functions to the Executive Director, Improvement and their team to deliver government priorities and contribute to building a positive culture.The Executive Assistant is a key coordinating link between the Executive Director and the Improvement branch and provides a pivotal point of contact for key stakeholders from government, health and private sectors, requiring a high level of professionalism, initiative and collaboration.Reporting to the Executive Director, the Executive Assistant will deliver a range of business support services including administration functions associated with keeping the office running smoothly. This role requires demonstrated attention to detail, ability to deliver in a fast-paced environment, teamwork and effective communication skills.How you'll make a difference:Provide a range of effective executive support functions for the Executive Director, and Directors, Improvement, including: accurately managing diaries and providing quality support to committees, working groups and meetings.Undertake project work as requested by the Improvement Executive Director, Directors and Principal Project Officer.Liaise and consult with ministers' offices, senior leadership, other government and non-government organisations and external clients to convey the department's expectations and provide timely advice and referral as appropriate.Operate with confidentiality, discretion and a high-level of integrity and autonomy in managing communication between executive staff and their offices, with key stakeholders, and the community. Independently allocate issues for resolution and reporting by directors, managers and other employees.Identify and appropriately escalate issues having regard for political and environmental sensitivities and interrelationships of stakeholders and the integrated nature of program and service delivery activities.Draft documents, within prescribed timelines, of a standard suitable for external distribution for final presentation of reports, letters and other documentation so as to achieve consistency of quality, professionalism and relevance of responses.Coordinate confidential and sensitive information with regard to critical incident reports and external inquiries and investigations for the Executive Director.Review, modify, design, implement and effectively maintain record keeping registers and systems for the office of the Deputy Secretary, ensuring new systems and processes are developed in collaboration with colleagues across the department (as appropriate) and subject matter experts, to identify the most appropriate solutions.Co-ordinate and monitor Our Briefings requests for branch within required timeframes.Arrange meetings and conferences, including liaison with senior executives and government officials coordinating papers, organising venues, agendas, taking minutes and follow-up actions and making travel and accommodation arrangements.Respond to queries, provide timely advice and take follow up action as required, including correctly redirecting incoming correspondence and telephone queries.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.
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