Executive Assistant (Grade 2), Aged Care Directorate

Barwon Health; Geelong; On-site; AUD 70,000 - 90,000; Full time

Benefits offered by this job

Salary packaging

Five weeks annual leave

ADO access

Employee Assistance Program

Wellbeing program

Job summary

Barwon Health’s Aged Care Directorate is seeking an Executive Assistant, coordinating the Director and senior aged care team with high‑level administrative support.

You’ll manage diaries, meetings, payroll processes, rostering, reporting and recruitment support, collaborating with Facility Managers and other stakeholders to ensure smooth operations.

Qualifications

• Significant experience in a relevant administrative or executive support role.
• Advanced Microsoft 365 skills (Excel, Word, Outlook).
• Strong organisation with excellent attention to detail.
• Clear and professional communication across stakeholders.
• Ability to prioritise competing demands and meet deadlines.
• Proactive approach with problem solving and confidentiality.

Responsibilities

• Provide administrative and diary support to the Director and Facility Managers.
• Coordinate meetings, agendas, minutes, reports, and newsletters.
• Support payroll, leave, rostering and pay-lock processes for senior aged care staff.
• Assist with recruitment, onboarding and orientation of new managers and staff.
• Coordinate resident and representative meetings, feedback and related correspondence.
• Process purchase orders, invoices, and general office administration.
• Support the Administrative Assistant through guidance, supervision and development.
• Collaborate with Facility Managers, Payroll, People & Culture, Finance and other stakeholders.

Skills

Microsoft 365

Excel

Word

Outlook

Organisation

Communication

Prioritisation

Confidentiality

Education

Certificate IV in Health Administration

Executive assistant experience

Tools

Payroll systems

Job description

Executive Assistant (Grade 2), Aged Care Directorate

Job Category -Administration - Personal Assistants/Secretary

• Support senior Aged Care leaders in a varied and rewarding role
• Join a collaborative team and make a meaningful contribution to aged care
• Temporary Full Time (80 hours per fortnight) with access to ADO's, five weeks annual leave and salary packaging (long service leave)

About the role

Join Barwon Health’s Aged Care Directorate as an Executive Assistant, providing high-level administrative and coordination support to the Director and senior aged care team.

You’ll play an important role in keeping the Directorate running smoothly, with responsibilities spanning diary and meeting coordination, payroll and leave processes, rostering, reporting and recruitment support.

This is a varied opportunity for an experienced administrator who enjoys working with a range of stakeholders, managing competing priorities and finding practical solutions.

Key responsibilities

• Provide administrative and diary support to the Director and Facility Managers
• Coordinate meetings, agendas, minutes, reports, newsletters and correspondence
• Support payroll, leave, rostering and pay-lock processes for senior aged care staff
• Assist with recruitment, onboarding and orientation of new managers and staff
• Coordinate resident and representative meetings, feedback and related correspondence
• Process purchase orders, invoices, financial transactions and general office administration
• Support the Administration Assistant through guidance, supervision and performance development
• Work closely with Facility Managers, Payroll, People & Culture, Finance and other stakeholders

What we're looking for

• Significant experience in a relevant administrative or executive support role
• Advanced skills in Microsoft 365, including Excel, Word and Outlook
• Strong organisation skills with excellent attention to detail
• Clear and professional communication skills across a range of stakeholders
• Ability to prioritise competing demands and meet deadlines
• A proactive approach with the ability to identify problems and find solutions
• Professionalism, integrity and a commitment to confidentiality
• Ability to work collaboratively and contribute positively to the team
• Certificate IV in Health Administration or previous executive assistant experience is desirable
• Valid NDIS Worker Screening Clearance and eligibility to work within relevant aged care requirements

Position Description

Please note Barwon Health will only contact you via our official email and never use unconventional means, such as text messaging or other services.

• Excellent working conditions and a strong sense of job satisfaction
• A vibrant staff wellbeing program and access to our 24/7 Employee Assistance Program
• Attractive salary packaging benefits
  • Living expenses capped at $9,010
  • Meals and entertainment capped at $2,650

Barwon Health is an inclusive and welcoming employer, committed to reflecting the diverse communities we serve. We value and celebrate people of all genders, sexual orientations, cultural backgrounds, faiths, abilities, family structures, and identities, and encourage applications from Aboriginal and/or Torres Strait Islander peoples, people with disability, culturally and linguistically diverse communities, and members of the LGBTIQA+ community.

Child safety

We are strongly committed to the safety and wellbeing of all children and young people. for further information on the Victorian Government’s Child Safe Standards

Additional information

All appointments are subject to:

• Satisfactory Police Record Check
• Immunisation Status Clearance
• Working with Children Check (if applicable)