Executive Coordinator, HealthShare

This Advert is for 2 x Ongoing Positions

About the role: 

The Executive Coordinator supports the effective operation of the Office of the Executive Director/Deputy Secretary by coordinating executive workflow, business processes and administrative operations. The role acts as a central coordination point for the Office, ensuring information, actions and priorities are organised, timely and aligned with departmental processes.

Working closely with the Executive Director/Deputy Secretary, the position oversees the flow of business across the division, triaging requests, sequencing priorities and ensuring matters for executive consideration are appropriately prepared and tracked. The role supports decision-making by coordinating briefings, papers and actions, monitoring deadlines and following up on outstanding items.

The Executive Coordinator coordinates the day-to-day functioning of the Office, including finance, HR, procurement, recruitment, onboarding and records management processes. The role provides practical guidance to staff on departmental procedures and helps ensure activities are completed in line with governance and information management requirements.

About us: 

At the Victorian Department of Health we want a future where Victorians are the healthiest people in the world. A Victoria where our children and people thrive, our workplaces are productive and safe, and our communities are more connected.  

We see it as our job to support Victorians to stay healthy and safe. And to deliver a world-class healthcare system that ensures every single Victorian can access safe, quality care that leads to better health outcomes for all. 

About you:

Can you demonstrate the following?

• Managing the flow of work across the Office, triage incoming requests, and sequence priorities to support the Executive Director/Deputy Secretary's agenda.
• Coordinating briefs, submissions, meeting papers and speaking notes; monitor deadlines; and maintain action registers to ensure timely follow‑through and closure.
• Managing administrative processes including finance (invoices, POs), HR (leave, OHS, delegations), procurement, recruitment and onboarding, in line with departmental policies.
• Maintaining accurate records, manage document version control and approvals, and ensure information management meets governance, privacy and retention requirements.
• Acting as a central point of contact between the Executive, divisional teams and corporate areas to resolve routine operational matters and escalate issues as needed.
• Coordinating agendas, logistics and pre reads for executive meetings and managing complex calendars and anticipate scheduling conflicts and critical deadlines.

Qualifications / Specialist Expertise

• A qualification in business, project management, or working in government would be advantageous but not required.
• Demonstrated knowledge of and experience in managing and supporting departmental executive functions and processes would be advantageous.
• Proven knowledge of and demonstrated experience in: Department of Health and Victorian Public Service Finance and HR systems including (but not limited to): Oracle, PowerBI, Excel, and Our Briefings or equivalent 

What we offer: 

• The opportunity to perform meaningful work, making direct contributions toward enabling Victorians to be the healthiest people in the world.
• A wide range of growth and development opportunities within the department and wider Victorian Public Service.
• A strong commitment to work-life balance, including a diverse array of flexible working arrangements.

How to apply: 

Applications should include a resume and a cover letter. Click the ‘Apply' button to view further information about the role including key contact details and the advertisement closing date. 

We are committed to developing and supporting a workforce that is well equipped and highly motivated to provide responsive and quality services to all Victorians. We continue to build an inclusive workplace that embraces diversity of backgrounds and differences to realise the potential of our employees for innovation and delivering services aimed at enhancing the lives of all Victorians. All roles can be worked flexibly and we encourage applications from Aboriginal people, people with disability, LGBTIQ+ and people from culturally diverse backgrounds. Please contact us if you require any adjustments to participate in the recruitment process at *********@health.vic.gov.au. For more information on our commitment to inclusion and diversity see inclusion and diversity at the Department of Health.

If you have any queries in relation to participation in recruitment processes at Health, or experience any issues in applying, please feel free to email ***************@health.vic.gov.au. Please note that unsolicited applications from third parties cannot be accepted. If you have questions regarding the role, please message the contact person listed on the advertisement directly.  

Preferred applicants may be required to complete a police check and other pre-employment checks. Information provided will be treated in line with our Privacy Policy.