Executive Assistant – CEO

Date posted: Tuesday 02 May 2023
Closing date: Monday 15 May 2023

NQPHN is looking for a Executive Assistant for the CEO to join the team in their Cairns office.

About us

Northern Queensland Primary Health Network (NQPHN) is one of 31 regionalised and independent PHNs established nationally by the Commonwealth Department of Health and Aged Care to provide local communities with better access to improved primary healthcare services.

The NQPHN region extends from St Lawrence in the south coast, up to the Torres Strait in the north, and west to Croydon and Kowanyama.

NQPHN aims to improve health outcomes for all residents by supporting, investing in, and working collaboratively with local Hospital and Health Services, the primary healthcare sector, local government areas (LGAs), other health organisations, and the wider community.

Find out more about NQPHN at www.nqphn.com.au

The role

The Executive Assistant – CEO is responsible for proactively managing all administrative functions for the CEO, including effective diary management, meeting secretariat functions, monitoring, triage, and prioritisation of email correspondence, financial administration, and records management.

• Provide professional and confidential executive and administrative support to the Chief Executive Officer.
• Provide effective diary management and email triage for the CEO.
• Support stakeholder engagement by responding to meeting requests, scheduling meetings, and preparing and collating meeting materials.
• Liaise with internal and external stakeholders and ensure all relevant requests and correspondence are actioned in a timely manner. Where required, proactively escalate matters for the attention of the CEO.
• Provide secretarial support to internal and external meetings as required, including developing Terms of Reference, developing work plans, preparing agendas, taking accurate and professional minutes, and proactively managing action registers.
• As part of the Strategic Operations Team, support the preparation of high-quality and timely briefings, reports, plans, correspondence, and other written materials for the NQPHN Board, Department of Health, political representatives, and stakeholders.
• 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.
• Champion the application of the NQPHN Style Guide and support the team with the proofing and formatting of documents.
• Undertake routine financial administrative tasks including processing of invoices, reconciliation of credit cards, and contract administration activities in line with the Delegations Matrix.
• Assist with and/or undertake discrete projects, including developing project plans and providing project status reports.
• Actively contribute to a process of continuous quality improvement.
• 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.
• Maintain discretion and confidentiality with regard to sensitive information dealt with by the CEO, Executive Team and Board. 

Key selection criteria

• Tertiary qualifications in Administration or similar and/or 4 years relevant work experience in a similar role.
• Excellent interpersonal and written communication skills, with demonstrated experience in creating agendas, minutes, reports, correspondence, and project documentation to a professional standard.
• Well-developed organisational and problem-solving skills, and specifically the ability to work collaboratively with others to effectively problem-solve.
• Experience in preparing reports for Boards and/or government.
• 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.
• 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.

Benefits

• Ongoing training and development opportunities on offer.
• Annual leave loading of 17.5%.
• Opportunity for flexible work arrangements.
• Employee Assistance Program (this is also available for immediate family members).
• Generous salary sacrifice benefits.

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 First Nations peoples to apply for this role.

To view the position description, please click here.

Your application should include:

• Cover letter including response to the Key Selection Criteria (no more than two pages).
• Your resume.

To submit an application for this position, please send your application to recruitment@nqphn.com.au

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