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Executive Assistant (Vpsg3)

Department of Health - Melbourne, VIC

Administration & Secretarial
Source: uWorkin


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.

Application Closes: 31 May 2021

Role: Executive Assistant (until 31 December 2022)

Number of vacancies available: 1

Office Location(s): 50 Lonsdale Street/Work from home

Position Summary:

The final report of the Royal Commission into Victoria's Mental Health System sets out a comprehensive and ambitious reform agenda that the Victorian Government has committed to implementing in full.

We are looking for exceptional individuals to join the new Mental Health Division. The Executive Assistant will play a key support role to Executive Directors and Directors in the Mental Health Division.

The Executive Assistant provides high-level administrative and executive management support, with particular attention to confidentiality and sensitivity, to Executive Directors and Directors. The Executive Assistant is required to manage office requirements, assist in the processing of invoices and establishment of purchase orders, coordinate necessary documentation for the onboarding of staff on behalf of the branch, manage and coordinate the workflow from the branch to the executive to ensure that work is appropriately closed off with the appropriate executive. This includes engagement with stakeholders and clients, establishment of meetings, agendas, minutes, preparation of materials and following up of relevant stakeholders as requested by the executive.


  • Provide a range of effective executive support functions, including: accurately managing diaries; providing quality support to committees, working groups and meetings, including progress reports on outstanding matters; and preparing reports, briefs and correspondence.
  • 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.
  • Effectively review and improve office processes and maintain corporate information systems for records management, financial information, fleet management, client payments and ministerial correspondence.
  • 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, Cabinet Parliamentary Executive Services and Ministers staff where required to support the Division.
  • Keep accurate and complete records of your work activities in accordance with legislative requirements and the department's records, information security and privacy policies and requirements.
  • Take reasonable care for your own health and safety and for that of others in the workplace by working in accordance with legislative requirements and the department's occupational health and safety (OHS) policies and procedures.
  • Demonstrate how the actions and outcomes of this role and work unit impact clients and the department's ability to deliver, or facilitate the delivery of, effective support and services.


Applicants are encouraged to apply online, submitting a cover letter and a current resume.

Please note: 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 a 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.

For further information please visit the Department of Health

Click 'Apply Now' to submit your interest in this position.