Summary

The primary purpose of this position is to provide efficient and confidential support executive support to the Victorian and Tasmanian PHN Alliance General Manager, and to more generally support the wider VTPHNA CEO group and related activities. This includes driving continuous improvement in systems and processes that support the functioning of the VTPHNA Office.

The Executive Support Officer is responsible for managing and organising the administrative practices of the Alliance, as well as stakeholder management and direct engagement of Primary Health Network CEOs and Chairs. Complex correspondence and Preparing appropriate replies to complex correspondence including preparation and finalisation of letters, reports and presentations, ensuring a high presentation quality and correlation with jurisdictional and national PHN requirements.

Maintain records relating to VTPHNA and key stakeholder meetings.

Assist with the updating and implementation of the VTPHNA Operational Plan, as required.

Responsibilities

• Provide high level administrative support to the VTPHNA General Manager including, diary management, triage and prioritisation of emails, managing calls, preparing documents for meetings, fielding enquiries from team members and PHNs, and other administrative duties as required to ensure the smooth operation of the VTPHNA office.
• Provide secretariat support to VTPHNA CEO meetings, including developing Terms of Reference, work plans, preparing agendas, taking accurate and professional minutes, and proactively managing action registers.
• Provide secretariat support other internal and external meetings as required, including developing Terms of Reference, work plans, preparing agendas, taking accurate and professional minutes, and proactively managing action registers.
• Efficiently coordinate in-person and hybrid meetings to ensure they are scheduled in advance and diaries are coordinated to facilitate optimal attendance.
• Collate reports and other information required by the VTPHNA General Manager for reporting to the VTPHNA CEO and CEO and Chair meetings.
• Undertake an internal liaison and coordination role on behalf of the General Managers around key deliverables including some project support..
• This role is fully working from home and is a limited tenure (2 year) full-time role that will see you work directly with CEOs and senior executives to achieve outstanding governance practice.

Qualifications

• At least 5 years of executive support experience;
• Significant experience supporting multiple senior leaders;
• Must have Advanced PC skills with strong proficiency in MS Office, SharePoint, Teams,
• Strong personal values, a high level of integrity, and commitment to excellent outcomes;
• Exceptional attention to detail and organisational skills;
• Demonstrated ability to independently manage multiple priorities and meet deadlines in a fast-paced environment;
• A continuous improvement mindset is a must have!

About the organisation

The Victorian and Tasmanian PHN Alliance (Alliance/VTPHNA) optimises the collective capabilities of the one Tasmanian and six Victorian PHNs to proactively align efforts and advance primary care reform with a jurisdictional purview.

The Alliance brings the collective strengths of the member PHNs to influence future policy and enable PHNs to reach their full potential in addressing the jurisdictional, financial, structural and professional challenges to the provision of equitable, efficient and effective primary care services for our communities.

If you have any questions please contact [email protected] using the subject line: Executive Support Officer - Remote / Work from Home enquiry via EthicalJobs.