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11

February

Executive Assistant (Vpsg4)

Department of Justice and Community Safety - Melbourne, VIC

Government, Defence & Emergency
Source: uWorkin

Source: uWorkin

JOB DESCRIPTION

Provide a wide range of Executive Assistant support functions

At COVID-19 Quarantine Victoria, we're looking for people who want to make a difference. People who take pride in their work. People who get things done. People who are committed to making Victoria a safer place.

We embrace diversity and strive to have a workforce that reflects the community we serve. We're all about recruiting the best people, regardless of gender, age, disability, religion, sexual orientation or cultural background. If you think you can do the job and would be a good fit for our organisation, we'd love to hear from you.

If you require adjustments to the recruitment and selection process, or require an alternative format to any of the application material, please email project.recruitment@justice.vic.gov.au

About us

COVID-19 Quarantine Victoria (CQV) is responsible for Victoria's COVID-19 Accommodation response, including:

  • Mandatory quarantine for returned overseas travellers
  • Emergency Accommodation for people that cannot safely isolate/quarantine in their accommodation.

The Victorian Chief Health Officer has mandated that all returning overseas travellers arriving in Victoria must go into mandatory quarantine for 14 days from the day of their arrival to help prevent the spread of coronavirus (COVID-19).

In addition, CQV is responsible for the operation of Victoria's Emergency Accommodation program for community members and their close contacts who have tested positive for COVID-19 and where an assessment has concluded that there are no other suitable alternative accommodation options for self-isolation.

Infection control and prevention is the primary objective of the mandatory quarantine and emergency accommodation programs.

About the role

The Executive Assistant's primary responsibilities are to provide high-level administrative and project support to the Deputy State Controller, Operations and positively contribute to workplace culture.

The role will provide a range of effective executive support functions, including accurately managing the Executive's diary; inbox; providing support to committees, working groups and meetings; and reviewing reports, briefs and correspondence on complex issues as well as improve office processes and maintain corporate information systems for records management, financial information and ministerial correspondence.

You'll be part of a close-knit team, encouraged to provide excellent customer service with a drive and passion for engaging and managing stakeholders effectively.

Key activities of the roles include

  • Provide a wide range of Executive Assistant support functions to the Deputy State Controller, Operations, including diary management, meeting coordination, and compilation of meeting papers. 
  • Provide a wide range of administrative and business support functions within CQV including providing quality assurance and management of ministerial and official departmental correspondence.
  • Maintain information and records using CQV administrative and business support systems following procedures for electronic filing, tracking and actioning of correspondence and other business functions.
  • Prepare reports and correspondence ensuring compliance with organisational requirements.
  • Provide support for stakeholder meetings, including meeting coordination, secretariat services, coordinating papers, organising venues, catering, agendas, minute taking and travel and accommodation arrangements. 
  • As a representative of CQV respond to external and internal enquiries, and liaise with senior CQV staff and key stakeholders, maintaining a positive and proactive professional manner.
  • Build and maintain productive working relationships with internal and external stakeholders, including the Office of the Deputy State Controller, Executive Assistant networks, CQV staff and other agencies, managing competing stakeholder needs and achieving the desired results in a timely and professional manner
  • Contribute to a constructive culture within CQV, role model constructive values and behaviours, and demonstrate a proactive approach to identifying and resolving issues and the ability to work effectively under limited supervision.
  • Develop, implement and maintain efficient project administration systems including document tracking and control and proactively creating and implementing new systems to streamline processes as required.
    • Support the Deputy State Controller, Operations, with full life cycle of projects to meet departmental objectives including project development and delivery, monitoring and evaluation
    • Ensure the highest ethical standards in the delivery of all of CQV's objectives, with a strong commitment to the CQV values, including safety and wellbeing.

About you

To be successful in this role you will have:

  • Demonstrated experience in providing administrative and project support to a senior executive. Proven ability to manage priorities and others' emotions, clarify problems and identify solutions.
  • Experience in delivering a range of executive and business support functions. Proven skills in utilising and managing business systems, including maintenance of databases and use of Ms Outlook, MS Word, Excel and PowerPoint.
  • Experience in managing quality assurance (writing, editing, proof reading) of high volumes of correspondence, briefs and reports.
  • Have a good understanding of government systems and processes

Further Information

All appointments to CQV are subject to reference checks, pre-employment misconduct screening and criminal record checks. Some positions may also be subject to a medical check and/or ‘Working with Children Check'.

Employment may also be subject to a number of additional pre-employment security and safety checks, including, but not limited to:

  • Pre-employment Security Check (Declaration Form).
  • National Police Record and Fingerprints Check and International Police Clearance (if applicable).
  • VicRoads Information Check.

How to apply

  • Please click the Apply button on this advertisement. Applications should include a resume and covering letter. Attachments can be uploaded in .doc, .docx, .pdf, .txt or .rtf formats.
  • In accordance with the Jobs and Skills Exchange Recruitment Policy, only Victorian Public Service employees are eligible to apply for this position. People on labour hire contracts, such as agency staff and contractors, are not eligible to apply.
  • If you require adjustments to the recruitment and selection process, or require an alternative format to any of the application material, please don't hesitate to get in touch with the contact person listed on this ad.
  • The successful candidate will be required to undergo pre-employment checks which may include national police checks and misconduct screening.

Melbourne, VIC

Government, Defence & Emergency




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