Administrative Assistant

WorkSafe Victoria; Geelong; Hybrid; AUD 65,000 - 85,000; Full time

Job summary

WorkSafe Victoria in Wadawurrung / Geelong is seeking an experienced Administrative Assistant to support the Heads of Partners & Providers and Enablement within Return to Work Victoria. This ongoing, hybrid role requires trusted relationships, efficient diary management and confidential handling of information.

You will work with technology to streamline processes, using SharePoint and Microsoft Copilot to boost collaboration and productivity, while maintaining high standards of organisation and

Qualifications

• Proven experience supporting multiple senior leaders in a busy environment.
• Experience using SharePoint to support collaboration and document management.
• Experience using Microsoft Copilot or similar productivity tools.
• Strong stakeholder engagement across all levels of an organisation.
• Excellent organisational, communication and time management skills.
• Ability to work autonomously and exercise discretion.

Responsibilities

• Provide high level administrative assistance to the Heads of Partners & Providers and Enablement.
• Handle diary management and confidential correspondence.
• Support day-to-day and project activities across both business areas.
• Prepare papers and reports for internal and external meetings.
• Coordinate diary management and travel bookings for the Heads.
• Manage mailboxes and act as first point of contact for phone enquiries.
• Develop and maintain records ensuring privacy and confidentiality.
• Maintain templates and records such as agendas, minutes and action registers.
• Coordinate meetings, events, agendas and room bookings.
• Process invoices and purchase orders within procurement framework.
• Build relationships with internal and external stakeholders.
• Promote WorkSafe values and a culture aligned with the organisation’s vision.

Skills

Senior executive support

SharePoint

Microsoft Copilot

Stakeholder engagement

Diary management

Meeting coordination

Discretion & independence

Office suite (PowerPoint, Word, Excel)

Tools

SharePoint

Microsoft Copilot

PowerPoint

Word

Excel

Job description

• Wadawurrung / Geelong based role (hybrid - 3 days a week in office)

About the opportunity

The Administrative Assistant provides support to the Head of Partners & Providers and the Head of Enablement within Return to Work Victoria.

This is a rare opportunity to join WorkSafe in an ongoing role supporting senior leaders in a fast-paced and evolving business area. We're seeking an experienced administrative professional who can build trusted relationships, confidently support multiple executives and make an immediate impact.

You'll play a key role in helping leaders stay organised, connected and focused on delivering outcomes. We're particularly interested in candidates with experience using SharePoint and Microsoft Copilot to improve collaboration, streamline processes and create more efficient ways of working. If you enjoy using technology to solve problems and drive continuous improvement, this is an opportunity to make a genuine difference.

Key Accountabilities

• Provide high level administrative assistance to the Head of Partners & Providers and the Head of Enablement, including effective diary management and the handling of sensitive and confidential correspondence and information.
• Provide a range of administrative support functions to support the delivery of core day-to-day and project activities across both business areas.
• Assist the Heads with papers and reports for internal and external meetings.
• Provide support to the Executive Director's Office and applicable Senior Leadership Team.
• Coordinate and provide support to the Heads in relation to diary management and travel bookings.
• Manage mailboxes and act as the first point of contact for phone enquiries, directing enquiries to the appropriate contact.
• Develop and maintain records for both areas and ensure privacy and confidentiality obligations are met.
• Maintain administrative processes and templates including agendas, minutes and action registers.
• Coordinate meetings, functions, agendas and room bookings.
• Manage the receipt and payment of invoices from providers, including purchase orders, within the procurement framework.
• Build and sustain positive relationships with internal and external stakeholders.
• Promote and practice WorkSafe values while contributing to a culture that drives and supports the WorkSafe vision and purpose.
• Create and capture accurate and complete records of business activities related to this position. This applies to both hardcopy and electronic information, including email.
• Adhere to all WorkSafe policies, procedures and legislative requirements relevant to the position.
• Undertake any other reasonable and related duties as required to meet the ongoing needs of WorkSafe.

About You

You are an experienced administrative professional who thrives on supporting senior leaders, managing competing priorities and building strong stakeholder relationships. You bring sound judgement, discretion and a proactive approach to your work.

Most importantly, you're a confident executive support professional who enjoys finding smarter ways of working. You have experience using digital tools to enhance collaboration, improve processes and deliver better outcomes.Additionally, you will ideally possess the following skills and experience:

• Proven experience supporting multiple senior leaders or executives in a busy and complex environment.
• Experience using SharePoint to support collaboration, document management or business operations.
• Experience using Microsoft Copilot or similar digital productivity tools to improve efficiency and outcomes.
• Strong stakeholder engagement skills and the ability to build effective relationships across all levels of an organisation.
• Ability to identify opportunities to improve processes and implement more effective ways of working.
• Experience preparing presentations, agendas and minutes, and coordinating meetings, events or team functions.
• Excellent organisational, communication and time management skills.
• Intermediate to advanced Microsoft Office skills, including PowerPoint, Word and Excel.
• Ability to work autonomously, prioritise tasks and exercise discretion.
• Eligibility for ongoing employment with WorkSafe Victoria requires Australian or New Zealand citizenship or permanent residency.
• Preferred candidates must also satisfactorily complete a Nationally Coordinated Criminal History Check and any other pre-employment checks required for the position.

What's next?

Applications close at 11:00pm Tuesday 27 October 2026.

For support with a reasonable adjustment request or enquiries about the recruitment process, please contact Bree Jackson, Talent Acquisition Specialistat ***************@worksafe.vic.gov.au

Please note, shortlisted candidates will be invited to participate in a phone screening and panel interview, providing opportunities to learn more about the role and team throughout the recruitment process.

Due to the volume of applications, individual feedback will only be provided to candidates who progress to interview.

Working with us

At WorkSafe, our goal is for every employee to feel connected, safe and valued within their team, for teams to feel appreciated in the workplace and for WorkSafe to be respected in the community.

We believe that a diverse workforce is essential for delivering the best outcomes for the Victorian community. We strongly encourage applications from all individuals, including First Nations people, people with disabilities, those from diverse cultural and linguistic backgrounds, and individuals of all sexualities and genders.