Executive Assistant (VPSG3)

Job posted: 14/09/2023
Applications close: 28/09/2023 (Midnight)
2 days remaining

2 days remaining

Job Description

Location: Melbourne | CBD

Job type: Full time / Fixed Term until 04/10/2024

Organisation: Department of Health

Salary: $73,842 - $89,661

Occupation: Administration/Secretarial

Reference: VG/DH/PH/1749491

Reference: VG/DH/PH/1749491

Occupation: Administration/Secretarial

Salary Range: $73,842 - $89,661

Work location: Melbourne | CBD

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 Victorians into the future. We also lead the Victorian Government's response to the coronavirus (COVID-19) pandemic. Working with our partners, we oversee Victoria's health system including mental health, ageing and aged care and preventive health. 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. All jobs can be worked flexibly and we encourage job applications from Aboriginal people, people with disabilities, LGBTQI+ and people from culturally diverse backgrounds and differences to realise the potential of our employees for innovation and delivering services.


  • Fixed term Full-Time Executive Assistant position until 04/10/2024 - parental leave cover
  • Join the Health Protection Branch and gain access to Career Development within the VPS!
  • Melb-CBD based + Hybrid Working + VPS 3 Salary + more VPS benefits!

The Executive Assistant (EA) works in the Health Protection Business Coordination Unit within the Health Protection Branch (the branch). The EA provides high level executive assistance to the branch executives including diary and correspondence management, booking meetings, booking accommodation and travel, administrative support, secretariat support, coordinating corporate reports, and Cabinet documentation including possible parliamentary questions (PPQs), questions on notice (QONs), and Cabinet coordination comments. The role also acts as a key coordination point across the branch, providing information and advice on the application of departmental policies and managing the flow of the branch's ministerial correspondence using the departments OurBriefings software, and procuring and verifying purchases as required.

Key responsibilities include but not limited to:

  • Provide a range of effective executive support functions, including: accurately managing diaries, triage of shared inbox and appropriate follow up; providing quality support to committees, working groups and meetings, including oversight of agendas, minutes and other secretariat functions.
  • Arrange meetings and conferences, including coordinating papers, organising venues, agendas, taking minutes and follow-up actions and making travel and accommodation arrangements.
  • Answer queries, provide timely advice, undertake follow up action as required.
  • Undertake Freedom of Information and legal searches as required.
  • Draft correspondence and other written material and ensure ministerial correspondence is managed according to department processes in the OurBriefing system.
  • Effectively review and improve office processes and systems. Maintain corporate information systems for records management, financial information, fleet management and business payments in accordance with the department's security and privacy policies.
  • Operate as an effective branch member in a team environment and deliver quality, timely, and effective customer service to managers and staff within the branch.
  • Ensure new systems and processes are developed in consultation with colleagues across the department (as appropriate) and subject matter experts, to identify the most appropriate solutions.
  • Liaise with internal stakeholders including the Office of the Deputy Secretary, Office of the Secretary, Cabinet Parliamentary and Executive Services and Ministerial staff members.

About you:
To be successful in this role, you will need a demonstrated background in providing executive support to executive staff members, have proven experience in the operation of the department's systems and operate with a high degree of initiative and autonomy. Along with these, you will ideally possess:

  • Experience of using OurBriefings, Oracle (iProcure), Electronic Document Records Management Systems (EDRMS), and Corporate Travel Management (CTM)
  • Exceptional communication skills - both written and verbal
  • Strong interpersonal skills
  • Strong Time Planning and Organising skills
  • Strong sense of Integrity
  • Empathy and Cultural Awareness
  • Flexibility & Adaptability to changes and new ideas
  • Teamwork ability

To learn more about the role and its requirements, please refer to the attached position description

If you are ready to take the next step in your career in the Victorian Public Sector, please apply today.

Mandatory Vaccination Policy

The department is committed to providing and maintaining a working environment which is safe and without risk to the health of its workers and clients. As it is an essential element of any role within the department that employees be able to attend work onsite and to do so safely, employees are required to be up-to-date with their vaccinations against COVID-19 as a condition of their employment. This requirement applies unless they have a medical condition which means they cannot be vaccinated against COVID -19. Therefore, the department will ask any prospective employee, who has been identified as the preferred candidate for a role within the department, to provide proof of their COVID-19 vaccination status prior to any offer of employment being made. If a prospective employee has a relevant medical condition which means they cannot be vaccinated against COVID-19, they should contact the department to discuss their individual circumstances.


Applicants are encouraged to apply online, submitting a cover letter and a current resume. For this position, you are not required to address each of the key selection criteria in a separate written document.

Preferred candidates will be required to complete pre-employment screening, including national police check and misconduct screening. Applicants must be an Australian Citizen, Permanent Resident or hold a valid work permit or visa. Work eligibility will be checked as part of the recruitment process.

Victorian Public Sector employees and other JSE-eligible applicants will receive priority consideration for this role and are encouraged to apply directly via the Jobs & Skills Exchange (JSE).

For further information please visit the Department of Health. Click 'Apply Now' to submit your interest in this position.

Executive Assistant (VPSG3)

Job type:

Full time / Fixed Term until 04/10/2024

Job classification:



Litia Tadulala | litia.tadulala@health.vic.gov.au

Executive Assistant (VPSG3)