- Located in Mackay.
- Full Time, contract to 30 June 2025.
- Classification: Level 6.
- Salary Sacrifice options including up to $15,900 for living expenses.
- Flexible Working Arrangements available.
The role
The Executive Assistant is responsible for proactively managing all administrative functions of the Executive Director - Health System Integration and Innovation (HSII), including effective diary management, meeting secretariat functions, monitoring and prioritisation of correspondence, project support, preparation of business documentation, financial administration, and records management.
The successful candidate will be able to:
- Provide professional and confidential executive and administrative support to the Executive Director - HSII.
- Prepare draft correspondence, briefings, reports, and other business documentation on behalf of the Executive Director.
- Provide quality assurance review (proofing and formatting) for business documentation produced by the Executive Director and her team, in line with Northern Queensland Primary Health Network (NQPHN’s) Style Guide.
- Assist the Executive Director in the management of projects. This may include contributing and providing support to the planning, implementation, monitoring, reporting, and evaluation of projects.
- Provide secretarial support to internal and external meetings as required, including contributing to the development of Terms of Reference, preparing agendas, taking accurate and professional minutes, and proactively managing action registers.
- Provide effective diary management for the Executive Director.
- Support stakeholder engagement by responding to meeting requests, scheduling meetings, and preparing and collating meeting materials.
- Appropriately and proactively prioritise requests and correspondence for the Executive Director’s attention and ensure they are responded to in a timely manner.
- As part of the Strategic Operations Team, support the preparation of reporting against the Operational Plan, Strategic Plan, and PHN Program Performance and Quality Framework.
- Undertake routine financial administrative tasks including processing of invoices, reconciliation of credit cards, and contract administration activities in line with the Delegations Matrix.
- Actively contribute to a process of continuous quality improvement.
- Actively support the implementation of the Reconciliation Action Plan (RAP).
- As part of the Business Administration Team, contribute to the shared management of administrative functions of the organisation, including reception, travel booking support, and monitoring of generic inboxes.
- Maintain electronic records in a systematic, confidential, and secure manner.
If you are looking for the opportunity to be part of a passionate and driven team and contribute to achieving our mission of ‘Northern Queenslanders live happier, healthier, longer lives,’ we’d love to hear from you.
NQPHN aims to be an employer of choice for Indigenous Australians, and we encourage Aboriginal and Torres Strait Islander people to apply for this role.
Key selection criteria
- Tertiary qualifications in Administration or similar and/or five years relevant work experience in a similar role.
- Excellent written communication skills, including demonstrated experience in preparing business documentation including but not limited to briefings, reports, and correspondence.
- Excellent interpersonal skills, including the ability to liaise with a wide variety of internal and external stakeholders on a range of sensitive issues.
- Experience in providing high quality secretariat support to committees.
- Demonstrated ability to plan, meet deadlines, and prioritise complex workloads while working autonomously, and to be flexible in a changing teamwork environment.
- Well-developed organisational and problem-solving skills and the ability to work collaboratively with others to achieve common goals.
- A high level of attention to detail and time management skills and applications.
- Demonstrated experience in the application of the Microsoft Office Suite and the ability to become proficient in other software programs as required.
About Us
NQPHN works together with our partners to connect existing local services to simplify the healthcare system, fund primary care and mental health services based on the needs of local communities, and support primary care and mental health providers to build their skills and deliver the highest quality patient care.
Find out more about NQPHN at www.nqphn.com.au
Your application should include:
- cover letter including response to the key selection criteria (no more than three pages).
- your resume.
For further information on this position and to view the position description, please click the Apply button or please email recruitment@nqphn.com.au