Board Secretary and Corporate Policies Manager

Job posted: 14/09/2021
Applications close: 28/09/2021 (Midnight)
6 days remaining

6 days remaining

Job Description

Location: Melbourne | Northern Metropolitan

Job type: Not provided

Organisation: Austin Health

Salary: Salary not specified

Occupation: Administration/Secretarial, Human Resources, Legal, Occupational Health and Safety

Reference: 38922

Reference: 38922

Occupation: Administration/Secretarial, Human Resources, Legal, Occupational Health and Safety

Salary Range: Salary not specified

Work location: Melbourne | Northern Metropolitan

About Austin Health

Austin Health is one of Victoria’s largest health care providers. Comprising the Austin Hospital, Heidelberg Repatriation Hospital, Royal Talbot Rehabilitation, Hospital in the Home and community based health services; Austin Health is an internationally recognised leader in clinical teaching, training and research, with numerous university and research institute affiliations.

Austin Health employs near 9,000 staff across its sites; including over 1,600 doctors and 3,000 nurses, and delivers a full range of leading edge clinical services, including several state-wide services (liver transplant, spinal cord injury service, respiratory support service, child inpatient mental health service). In total, Austin Health provides over 900 beds, including mental health, aged-care and rehabilitation beds and a range of community and in the home services. The current annual operating budget is in excess of $960 million.

Austin Health delivers vital state-wide services to all Victorians, including to diverse multicultural and veteran communities. It also provides community and specialty services to the people of Melbourne’s north-eastern corridor in a safety-focused, team-oriented and stimulating work environment.

Austin Health’s current vision is shaping the future through exceptional care, discovery and learning.

Our values define who we are, shape our culture and the behaviours, practices and mindset of our people. Our values are: Our actions show we care, we bring our best, together we achieve and we shape the future. www.austin.org.au/about-us

Austin Health is committed to providing an inclusive culture where all employees can contribute to the best of their ability and strive to develop further. Find more at http://www.austin.org.au 

Position Purpose

The Board Secretary manages the affairs of the Austin Health Board and is instrumental in providing high-level executive support and advice to ensure the Board effectively meets its fiduciary responsibilities and accountabilities.  The role provides support to the CEO and the Board Chair and is an interface between the governance and strategic functions of the Board and CEO (and Executive).

The Corporate Policies Manager oversees governance of Austin Health corporate policies.

About the Chief Executive's Office and the Legal Office

The Chief Executive’s Office consists of staff who report directly to the Chief Executive Officer.

The Legal Office is a unit within the Chief Executive’s Office.

The Legal Office is responsible for providing a wide range of legal services to Austin Health.  The office comprises General Counsel, Senior Legal Counsel, the Medicolegal team, Contract Administrator and Administrative Support.

Purpose and Accountabilities

Role Specific:

Perform the duties and responsibilities of a Secretary as required by the Board:

  • Provide high level support and proactive advice to the Chair, Board Members and Executives in discharging their governance obligations and responsibilities.

  • Support the Chair to continue to strengthen the operations of the Board.

  • Be responsible for drafting papers, resolutions, minutes, agendas, time-lines, databases and registers and all logistic and organisational requirements for well-run and effective Board and Committee meetings.

  • Responsibility for management of the following Board Committees;

    • Board Finance & Resources Committee

    • Board Audit & Risk Committee

    • Board Governance & Remuneration Committee

    • Board People & Culture

  • Oversee and provide support as required to the following Board Committees:

    • Board Clinical Safety & Quality Committee

    • Board Primary Care & Population Health Advisory Committee

    • Board Community Advisory Committee

  • Responsible for the coordination of all meetings of the Board and all Board Committees.

  • Adhere to confidentiality and integrity in regards to all Board and Austin Health matters.

  • Manage the coordination of public engagements and functions for the Board, including Board Members, the CEO, Executives and other senior staff.

  • Maintain and develop on the Diligent system (a) the induction program for new members of the Board; and (b) accessible Board business documents.

  • Proactively design (with the Chair), organise and facilitate the professional development of the Board of Directors.

  • Proactively design (with the Chair), organise and facilitate the annual self-assessment of the Board and its By-Laws and Charter, as well as the Terms of Reference of the Board Committees and their annual self-assessment.   

Corporate Policies Manager Role Specific:

 Provide oversight of Austin Health corporate policies.  Specifically, this includes:

  • Overseeing a process for approval of corporate policies.

  • Responsibility for management of the Executive Policy Review Committee.

  • Overseeing a process for on-going periodic review and update of corporate policies by their functional owners.

  • Responsibility for ensuring compliance with corporate policies, for eg, the gift and hospitality register.

  • Supporting the functional owner of the corporate policy to ensure the policy is disseminated throughout the organization and that appropriate training on the policy is implemented.

  • Regularly reporting to the Executive and Board on the status of corporate policies.

  • Administration of corporate policies on the Oppic policies database.

  • Ensuring that policies subject to Board oversight are reviewed and updated in accordance with the required cycle for review. 

All Employees:

  • Comply with Austin Health policies & procedures, as amended  from time to time, which can be located on the intranet (The Hub): http://eppic/

  • Report incidents or near misses that have or could have impact on safety - participate in identification and prevention of risks.

  • Comply with the Code of Conduct.

Selection Criteria:

Essential Knowledge and Skills:

  • Tertiary qualification in Business related discipline.

  • Graduate of the Governance Institute of Australia or the Australian Institute of Company of Directors.

  • Substantial demonstrated experience in supporting Boards, preferably in a public sector organisation.

  • Experience in the health sector and understanding of the Health Services Act preferred.

  • Exceptional written and oral communication skills.

  • Ability to think strategically to act as the “corporate memory” of the Board.

  • Proactive approach to continuous improvement of Board effectiveness.

  • Very well-developed interpersonal and negotiation skills including the ability to work collaboratively with a range of Board Members, Executives and others.

  • Hands on experience in the management of corporate policies and the development of processes and systems for the approval of corporate policies.

  • “Can do” attitude and flexible approach.

Austin Health is a Child Safe Environment

Austin Health is committed to child safety. We want children to be safe, happy and empowered. We support and respect all children, as well as our staff and volunteers. Austin Health has zero tolerance of child abuse, and all allegations and safety concerns will be treated seriously in line with legal obligations and our policies and procedures.

Equal Opportunity Employer

Applications from Aboriginal and Torres Strait Islanders are encouraged to apply. For more information about working at Austin Health, please follow this link to Austin Health’s Aboriginal Employment website: http://www.austin.org.au/careers/Aboriginalemployment/

Board Secretary and Corporate Policies Manager

Job type:

Not provided

Job classification:

Not provided


Effie Hrysafis - (03) 9496 5300
Effie.HRYSAFIS@austin.org.au - (__) ____ ____

Board Secretary and Corporate Policies Manager