Administration Assistant

Holstep Health; Melbourne; On-site; AUD 60,000 - 75,000; Full time

Job summary

Holstep Health is seeking an Administrative Assistant - Carers to support the Director - Carers with a range of administrative duties, ensuring timely action and high-quality briefs and correspondence. The role involves coordinating meetings, organising travel, and maintaining essential stakeholder relationships across Carer Gateway partners and internal teams.

You will work closely with the Carer Gateway Leadership team to deliver priorities, develop materials for preparation, and manage

Qualifications

• Experience providing administrative support to a Senior Leader.
• Ability to draft agendas and minute meetings accurately.
• Strong written communication and concise summarising skills.
• Capacity to work with broad supervision and meet deadlines.
• Experience liaising with health and welfare agencies.
• Right to work in Australia and National Police check.

Responsibilities

• Provide administrative support to the Director - Carers, including diary management and coordinating meetings.
• Draft briefings, reports and correspondence, and prepare briefing notes.
• Coordinate travel, expenses and related administration for events.
• Take minutes at key meetings and liaise with Carer Gateway partners and staff.
• Develop systems and processes to improve workflow and presentation.
• Support and collaborate with other divisional assistants and drive continuous improvement.

Skills

Administrative support

Diary management

Minutes taking

Written communication

Stakeholder liaison

Microsoft Office

Education

Business Administration/Management qualification

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Job description

The Administrative Assistant - Carers will provide support and advice to the Director - Carers on a range of matters as required, ensuring timely action and delivery of advice, including the drafting or coordination of quality briefs and correspondence and liaison with key internal and external stakeholders.

The role will be responsible for managing administrative components of stakeholder relationships, organising and coordinating meetings, and responding to information requests.

The position will also work closely with the Carer Gateway Leadership team to ensure timely delivery of all priorities and will support the coordination and development of materials for the Director - Carers to ensure adequate preparation for all meetings, events and associated activities.

The role is required to display a high level of discretion, independent judgment and professionalism, regularly interacting with internal and external stakeholders as well as dealing with confidential and sensitive issues and documentation.

YOU WILL BE RESPONSIBLE FOR:

Administrative Support

Provide administrative support to the Director - Carers, including:

• Provide, quality and timely administrative support.


• Anticipate, organise and coordinate work flow through diary management for the Director, prepare and manage all correspondence, meetings, take minutes at key meetings and liaise with all Carer Gateway partners and staff.


• Manage correspondence received including preparation of responses and briefing notes as required.


• Manage administration, logistics and scheduling requirements for regular staff meetings, learning sessions and workshops and ensure smooth running of the events.


• Arrange and support travel, accommodation, expenses, filing and all administration duties as directed.


• Undertake administration related projects including collating and analysing information, ensuring compliance with policy and processes, problem-solving solutions, making recommendations and reporting outcomes.


• Conducting research and drafting briefings, reports and documents as required.


• Work closely with the Director to develop appropriate systems, procedures and controls to enhance the accuracy, timeliness and presentation of workflow and tasks within the Division, with an aim for continuous improvement.

Other Duties

• To support and work collaboratively with the Executive Assistant – Client Services and other Divisional Assistant roles.


• Contribute to other Holstep Health activities as directed.


• Undertake professional development in accordance with an annual work plan developed in consultation with the Director.


• Undertake regular supervision with the Director.


• Participate in the annual Individual Performance Review process.


• Demonstrate commitment to Occupational Health and Safety policies and procedures.


• Demonstrate commitment to Holstep Health values and philosophy, and the capacity to engage in the enhancement of Holstep Health’s culture in meeting organisational objectives.


• Maintain and enhance professional knowledge and technical skills by keeping up to date with new developments and relevant trends.


• Undertake any reasonable additional tasks as directed.


• Ensure compliance with all relevant legislation, funding guidelines, service standards and contractual obligations.


• Practice complies with national code for health care workers.

WHAT YOU NEED TO SUCCEED:

• Relevant experience in providing administrative support to a Senior Leader, preferably in a similar role in a community setting or diverse community environment.


• Demonstrated ability to effectively draft agendas and accurately minute meetings.


• Ability to work with broad supervision, and to identify priorities to meet competing deadlines.


• Effective written communication skills, including the ability to draft various forms of documents and correspondence, and concisely summarise information.


• Ability to communicate with influence and work collaboratively to resolve complex issues.


• Highly developed Microsoft Office skills (Word, Excel, PowerPoint and Outlook).


• Experience in liaison with wide range of health and welfare agencies.


• Experience in community health or similar administrative setting.


• Qualification in Business Administration/Management.


• National Police check.


• Evidence of rights to work within Australia.


• Statutory Declaration

Holstep Health provides expert, compassionate, comprehensive local healthcare, throughout every stage of life.

As one of Victoria’s largest not-for-profit community health organisations, we provide more than 120 health and social care services to people in the north, north‑west and north‑east of metropolitan Melbourne, as well as statewide services with Carer Gateway and Gambler’s Help.

Holstep Health provides expert, compassionate, comprehensive local healthcare, throughout every stage of life.

As one of Victoria’s largest not-for-profit community health organisations, we provide more than 120 health and social care services to people in the north, north‑west and north‑east of metropolitan Melbourne, as well as statewide services with Carer Gateway and Gambler’s Help.