Job Title: Executive Support Officer
Department: Health - Queensland Ambulance Services
Unit: Information, Communications & Technology
Location: Kedron - Hybrid working arrangement available; ample parking or 10-minute walk from train station
Position Duration: 3 months (potential for extension/internal opportunities)
Start: ASAP
Pay: $56.52/hour + Super
Hours: Full Time
About the Role:
The Executive Support Officer will provide high-quality, confidential support to the Executive Director (ED) of Information, Communications & Technology (ICT). The role involves managing correspondence, coordinating documentation, and ensuring effective communication and administrative support to enhance the efficiency of the executive office.
Key Responsibilities:
* Confidential Executive Support: Provide high-quality, confidential support to the Executive Director of ICT, including managing sensitive information and documentation.
* Correspondence Management: Examine incoming correspondence, determine required actions, and prepare appropriate responses. Manage generic inbox and assist with the executive's inbox.
* Enquiries Coordination: Handle and coordinate responses to various enquiries received via telephone, email, and post.
* Documentation Coordination: Manage Ministerial, Director-General, and Commissioner documentation using Mincor and QAS document tracking systems. Assist in preparing documentation such as Parliamentary Questions, Questions on Notice, and Community Cabinet briefs.
* Information Accuracy: Ensure accuracy and timeliness in executive correspondence and reports. Maintain effective liaison with senior departmental officers, regional offices, and key contacts.
Other duties including but not limited to:
* Research and Preparation: Assist in researching and preparing confidential and sensitive documentation as required by the Executive Director.
* Policy Advice: Provide timely and accurate advice on QAS policy and issues to relevant colleagues and senior staff.
* Meeting and Event Management: Schedule and plan meetings, forums, and events, including booking rooms, managing travel arrangements, and organizing catering.
* Secretariat Support: Provide secretariat support by preparing and distributing agendas, minutes, and action lists, and following up as necessary.
* Administrative Compliance: Ensure compliance with departmental administrative standards and provide guidance to internal and external stakeholders.
* General Administrative Duties: Perform general administrative tasks to support the executive office operations.
Requirements:
* Experience
Extensive experience in executive support roles, with a strong understanding of managing confidential information and documentation.
* Technical Skills
Proficiency with MECS or Mincor document tracking systems is highly regarded.
* Autonomy
Ability to work autonomously, manage your own workload effectively, and take direction as needed.
* Adaptability
Experience in adapting to the preferences and working style of the Executive Director.
* Organizational Skills
Excellent calendar and diary management skills, with the ability to coordinate meetings and events efficiently.
* Communication Skills
Strong verbal and written communication skills, with experience in managing correspondence and preparing minutes.
Additional Information
* Team Environment: Join a team of 8 members in a supportive and collaborative working environment.
* Flexibility: Flexible working hours and hybrid work arrangement available.
* Support: Plenty of support and help available, with an emphasis on identifying and meeting the preferences of the Executive Director.
Apply now and join the team to help make a difference in Qld Health!