The Executive Support Officer is responsible for providing high quality, confidential administrative and executive support. The role is the first point of contact for various stakeholders across the organisation, Queensland Health and other external stakeholders. The role is responsible for proactive management and organisation of the Senior Director’s office and ensuring comprehensive administrative support in a manner that is compliant with Queensland Health’s administrative policies and standards.

Job details

The role: 

Reporting to the Senior Director you will be responsible for providing comprehensive efficient, effective and confidential executive administration and business support in a manner that is compliant with Queensland Health's administration policies and standards.

Your key responsibilities will include:

• Maintain effective working relationships by communicating, consulting and negotiating with Queensland Health (QH) ICT and health care professionals.
• Proactively manage and organise all aspects of the Senior Director's office including, (but not limited to):
• Accurate up to date diary management (ensuring forward planning, proactive rescheduling of meetings, accuracy of itineraries and provision of supporting documents for meetings)
• Ensuring the Senior Director tracks to schedule
• Arrangement of travel
• Establishment and maintenance of contact lists and bring up systems
• Preparation of written information, letters, briefs and correspondence
• Preparation of meeting papers and pre, during and post meeting administrative support (preparing meeting rooms, including technical equipment, meeting and greeting guests, meeting minutes).
• Inbox management, including appropriate configuration management.
• Support staff in the development of strategy responses, briefs, analysis, advice, submissions, presentations, reports and information papers by providing research, analytical and desktop publishing support.
• Management of Unit wide correspondence and mailbox, ensuring the timely and accurate management of formal correspondence items.
• Provide support to the Senior Business Officer and Senior Director to achieve deliverables as required.

Are you right for this role?

To be considered for this role you will demonstrate previous experience providing high-level administrative and secretarial support to senior/executive level managers within a high-pressured environment for a large organisation.

You will demonstrate skills to deal effectively with sensitive issues, demonstrate high level analytical skills with the ability to work autonomously, utilise discretion and imitative in the absence of decision makers, and effectively track and meet tight deadlines.

The role will suit a highly effective communicator with demonstrated ability to produce high level correspondence, briefing notes and reports for senior level managers using tact and diplomacy. You will have advanced skills using the Microsoft Office Suite including experience in email and diary management and demonstrate the ability to build and maintain strong working relationships with stakeholders from all levels of an organisation.

Additionally, you will be self-motivated with a strong work ethic and demonstrate the ability to effectively deal with sensitive and confidential issues in a fast-paced environment.

To apply for this exciting opportunity, submit your resume and a covering letter on how your experience, abilities, knowledge, and personal qualities are relevant for the role, taking into account the key responsibilities and attributes noted in the ‘How you will be assessed?'

Further information

We are committed to building inclusive cultures in the Queensland public sector that respect and promote human rights and diversity.

Applications will remain current for a period of up to 12 months and may be considered for other vacancies which may include an alternative employment basis (temporary; full time or part time).

Documents

Before applying for this vacancy please ensure you read the documents below.

• AO3-Executive Support Officer-DST- Role Description (PDF)
  
  DoH Applicant Pack (PDF)