Health Administration jobs in Melbourne VIC

Selection Criteria

• Provide high-quality administrative support to the Leadership Team and the OHS Services Team.
• Arrange and coordinate meetings, including preparation of agendas, meeting papers, minutes, and follow-up actions.
• Manage schedules and appointments, including travel and accommodation bookings.
• Prepare, process, and manage correspondence and documentation.
• Support the efficient and effective delivery of administrative functions across the regional team.
• Assist in the development, implementation, and maintenance of templates and administrative procedures.

• Undertake procurement activities using appropriate purchasing processes in accordance with Department policies.
• Anticipate, identify, and manage risks associated with procurement activities.
• Contribute to procurement planning and category strategy development, including engagement with internal stakeholders.
• Ensure appropriate analysis is undertaken for procurement activities and that required approvals are obtained.

• Compile, maintain, and update information systems, registers, and databases.
• Gather, record, and maintain accurate data and records.
• Update and manage information within the Departments corporate systems, including records management systems.
• Contribute to projects through reporting, budget monitoring, and progress tracking.

• Coordinate meetings and events, including venue bookings, agendas, minutes, catering, and logistics.
• Arrange travel and accommodation for meeting and event attendees.
• Prepare supporting materials and documentation for meetings and events.

• Demonstrated experience providing high-quality administrative support within a team environment.
• Proven ability to develop, implement, and maintain office systems and procedures.
• Strong customer service skills with a client-focused approach to supporting corporate teams.
• High level of attention to detail.

• Demonstrated ability to work under pressure, prioritise competing tasks, and meet strict timelines.
• Ability to work with minimal supervision while maintaining quality standards.
• Proven capability to plan, organise, and adjust work priorities as required.
• Experience developing systems and processes to track work and progress.

• Excellent document and records management skills.
• Ability to prepare clear, concise, and well-structured correspondence, emails, and reports.
• Demonstrated use of appropriate templates, styles, and formats to meet organisational standards.

• Advanced proficiency in Microsoft Office and related software, including word processing, spreadsheets, databases, and diary management systems.
• Ability to assist others with problem-solving related to office systems and applications.

• Demonstrated experience working within procurement policies and procedures that reflect principles of accountability, probity, scalability, and value for money.

• Demonstrated commitment to delivering high-quality, client-centred services.
• Actively seeks to understand and meet customer needs and identifies opportunities for service improvement.

• Proactive, self-motivated, and accountable for work outcomes.
• Demonstrated ability to identify issues and implement practical, innovative solutions.
• High level of accuracy and responsibility for completed work.

• Proven ability to build and maintain positive relationships across all organisational levels
• Establishes trust through clear communication, consistency, and professionalism.
• Demonstrated ability to work collaboratively with principals, school leaders, and staff in complex environments.
• Promotes constructive working relationships and manages disagreements diplomatically.

Role

Responsibilities

• Key responsibilities for this role include: providing administrative support to the regional OHS Services Team, including the regional manager, Senior OHS Services Officers and OHS Services Officers in delivering the OHS Implementation Services project to schools.
• providing onboarding support to schools in the use of an OHS IT system and assisting schools to use the system.
• managing and triaging email correspondence, coordinating meetings and events and providing relevant materials and documents, including agendas and minutes of meetings.
• processing financial transactions using existing Department systems.
• assisting with implementation of templates and procedures
• supporting coordination of schedules and appointments within the team
• providing travel and accommodation booking support to the Team using existing Department systems
• liaising with stakeholders such as ESWI Division branches, Security and Emergency Management Division and regional emergency management stakeholders, and other departments and agencies
• on request, providing administrative support to central and regional emergency management teams to support the rollout of the OHS Implementation Services project.

Who May Apply

• Essential: Minimum of two years professional experience in office administration.
• Desirable: Relevant qualification in Business Studies or Office Administration.
• Desirable: Experience and/or knowledge in Occupational Health and Safety, Emergency Management, or Risk Management.

Diversity and Inclusion

Child Safe Standards

DE Values

Other Information

• Applicants should keep a copy of the position description as it cannot be accessed once the job has closed.
• Candidates are advised that the key selection criteria must be addressed. Visit http://www.careers.vic.gov.au/vacancies/tips-for-applying for guidelines and tips for applying for government positions and addressing key selection criteria.
• If you need assistance or adjustments to fully participate in the application or interview process for this role, please contact the person listed under `Position Contact
• Successful applicants are subject to a satisfactory criminal record check prior to employment. New DE employees are required to meet the cost of the criminal record check.
• A current employee Working with Children Check Victoria is required for this role.
• If appointed from outside DE, successful applicants may be required to complete a pre-employment health declaration.
• A probationary period of up to 6 months may apply for a person appointed to an ongoing position from outside the Public Service or the Teaching Service.
• All DE employees are required to comply with relevant legislation, including legislation regarding the management of Departmental records, the Code of Conduct for Victorian public sector employees and Departmental policies and procedures in the conduct of their employment.
• Standard public service terms and conditions apply. Information about DE's operations and employment conditions can be obtained from the following websites: www.education.vic.gov.au and www.education.vic.gov.au/hrweb.
• To support DE's commitment to its Environmental Management System, DE employees are expected to always act in an environmentally responsible manner.
• A current driver's licence is mandatory for this role.

Location Profile

• promote positive wellbeing in working environments
• prevent against known and expected risks to health, safety and wellbeing
• respond swiftly and effectively to manage potential issues as they emerge and prevent injuries
• support employees to recover from injury and illness, and return to work
• promote respectful and inclusive workplaces that upholds equal opportunity and prevents discrimination, bullying, harassment and sexual harassment
• promotes human rights and workforce diversity and inclusion.

• support with tasks in preparation for OHS Assurance assessments and with completion of post audit actions
• support with emergency management planning tasks
• proactive regular and risk-based OHS and emergency management planning support through onsite visits
• delivery of targeted OHS initiatives
• responsive support to service requests
• support with building OHS and emergency management planning capability in school leadership.