Executive Support Officer

Children's Health Queensland Hospital and Health Service; Brisbane; On-site; AUD 70,000 - 110,000; Full time

Benefits offered by this job

Opportunities for professional growth

Annual pay increases

Employer superannuation contribution

Work/life balance, flexibility

Salary packaging

Employee wellness and assistance

Job summary

Children's Health Queensland Hospital and Health Service (CHQ HHS) is seeking several Executive Support Officers to join our Executive Office. You will partner with the Executive Leadership Team, coordinating day-to-day operations of executive portfolios and ensuring processes run smoothly in a fast-paced health environment.

Key duties include diary management, screening calls and emails, meeting secretariat, travel planning, recruitment coordination, and maintaining records.

Qualifications

• Managing and coordinating the daily functioning of one or more executive portfolios to deliver a client-focused service in a demanding and fast paced environment.
• Organising, coordinating, and managing the administrative functions for your executive portfolio(s) in a professional manner, including screening incoming calls, email management, diary management, organising travel itineraries, coordinating education and planning days, coordinating recruitment processes and managing an effective records management system/database.
• Performing meeting secretariat functions including preparation of meeting packs (agendas, reports etc), minute taking, organising and scheduling meetings, sourcing and organising venues, equipment and catering as required.
• Managing and coordinating executive correspondence to ensure appropriate action and completion of responses within required timeframes.
• Researching, preparing and/or coordinating the development of high-level responses to enquiries, correspondence, briefings, ministerial requests and briefings, reports and other documentation as required.
• Providing support to other executive portfolios during periods of planned or emergent absence, or as directed by management.
• Undertaking training and development activities to create and maintain highly skilled, flexible and resilient administrative support across the Executive Office.
• Developing and maintaining positive, collaborative working relationships within the Office of the Health Service Chief Executive, and with internal and external stakeholders including senior staff and representatives of other government agencies and private organisations.
• Utilising available digital tools to effectively manage workflow and identify and implement opportunities to improve effectiveness and efficiency.
• Undertaking additional projects, tasks and activities at the request of the executive you are supporting, the Senior Director Office of the Health Service Chief Executive, or the designated line manager for the role.

Job description

At Children's Health Queensland, we're looking for several Executive Support Officers to join our Executive Office team and play an important role supporting the leaders who shape healthcare outcomes for children, young people and families across Queensland. As an Executive Support Officer, you'll partner closely with members of our Executive Leadership Team, coordinating the day-to-day operations of an executive portfolio and ensuring everything runs smoothly behind the scenes. Great executive support is about anticipating needs, building trusted relationships and helping leaders focus on what matters most. Working within one of Queensland's most respected health organisations, you will be part of a high performing and welcoming team that values collaboration, professionalism and continuous improvement.

About The Role

• Managing and coordinating the daily functioning of one or more executive portfolios to deliver a client-focused service in a demanding and fast paced environment.
• Organising, coordinating, and managing the administrative functions for your executive portfolio(s) in a professional manner, including screening incoming calls, email management, diary management, organising travel itineraries, coordinating education and planning days, coordinating recruitment processes and managing an effective records management system/database.
• Performing meeting secretariat functions including preparation of meeting packs (agendas, reports etc), minute taking, organising and scheduling meetings, sourcing and organising venues, equipment and catering as required.
• Managing and coordinating executive correspondence to ensure appropriate action and completion of responses within required timeframes.
• Researching, preparing and/or coordinating the development of high-level responses to enquiries, correspondence, briefings, ministerial requests and briefings, reports and other documentation as required.
• Providing support to other executive portfolios during periods of planned or emergent absence, or as directed by management.
• Undertaking training and development activities to create and maintain highly skilled, flexible and resilient administrative support across the Executive Office.
• Developing and maintaining positive, collaborative working relationships within the Office of the Health Service Chief Executive, and with internal and external stakeholders including senior staff and representatives of other government agencies and private organisations.
• Utilising available digital tools to effectively manage workflow and identify and implement opportunities to improve effectiveness and efficiency.
• Undertaking additional projects, tasks and activities at the request of the executive you are supporting, the Senior Director Office of the Health Service Chief Executive, or the designated line manager for the role.

About Children's Health Queensland Hospital and Health Service (CHQ HHS)

Children's Health Queensland is a recognised leader in paediatric healthcare, teaching and research, delivering a full range of clinical services and training, tertiary and quaternary care and health promotion programs to children and young people from across Queensland and northern New South Wales.

Our interprofessional workforce of more than 5,000 people deliver responsive, integrated and internationally recognised person-centred care through a network of services and facilities, including the Queensland Children's Hospital , Jacaranda Place, Ellen Barron Family Centre, our Child and Youth Community Health Service , our Child and Youth Mental Health Service , and other statewide services and programs including specialist outreach and telehealth services.

Inclusion and diversity

To encourage inclusive practices in recruitment, we are committed to increasing our Aboriginal and Torres Strait Islander Health Workforce and building inclusive cultures that respect and promote human rights and Workforce Diversity and Inclusion. CHQ is an equal opportunity employer.

Some of the great benefits of working at CHQ HHS

Benefits

• Opportunities for professional growth and development
• Competitive renumeration
• Annual pay increases
• 12.75% employer superannuation contribution
• 17.5% annual leave loading
• Salary packaging
• Employee wellness and assistance program
• Work/life balance, variety, and flexibility

You can find out more about why it's so great to work at CHQ HHS here .

Occupational group

Administration