Secretariat Advisor

Australian Digital Health Agency; Sydney; On-site; AUD 85,000 - 125,000; Full time

Job summary

Australian Digital Health Agency in Sydney, NSW is seeking a Secretariat Advisor to deliver high-quality secretariat and governance services. You will coordinate meeting cycles, prepare agendas and minutes, and provide procedural advice to senior stakeholders.

The role involves managing sensitive matters, building strong relationships, and driving improvements across secretariat processes. The position also supports governance compliance, operational administration, and coaching to junior team

Qualifications

• Experience providing secretariat, governance or executive support in a complex, fast-paced environment.
• Strong written communication skills for agendas, papers, minutes and governance documents.

Responsibilities

• Coordinate complex meeting cycles and prepare agendas, papers and minutes.
• Provide procedural guidance to senior stakeholders and governance committees.
• Quality assure governance documentation and ensure timely delivery.

Skills

Secretariat / governance support

Executive support

Stakeholder engagement

Meeting coordination

Policy / compliance awareness

Job description

Australian Digital Health Agency – Sydney NSW

The Secretariat Advisor plays a key role in delivering high-quality secretariat and governance services that support the effective operation of boards, committees and advisory forums. The role is responsible for coordinating complex meeting cycles, preparing and quality assuring agendas, papers, minutes and governance documentation, and providing procedural advice to senior stakeholders. Working under limited direction, the position manages sensitive and time-critical matters, builds strong stakeholder relationships, identifies and mitigates risks, and drives continuous improvement across secretariat processes. The role also contributes to operational administration, supports governance compliance requirements, and provides guidance and coaching to junior team members to ensure consistent and high-quality service delivery

The key duties of the position include:

• Demonstrated experience providing secretariat, governance, executive support or business management services within a complex, fast-paced environment.
• Strong written communication skills, with the ability to prepare, review and quality assure agendas, minutes, briefs, correspondence and governance documentation.
• Excellent organisational and planning skills, including the ability to manage competing priorities, coordinate multiple meeting schedules and consistently meet deadlines.
• Sound understanding of governance frameworks, policies and procedures, with the ability to provide accurate procedural advice and support informed decision-making.
• Proven ability to analyse issues, identify risks, resolve complex problems and implement process improvements to enhance operational effectiveness.
• Highly developed stakeholder engagement skills, with experience building productive relationships with senior executives, committee members and external stakeholders.
• Demonstrated leadership capability, including coaching and supporting team members, sharing knowledge and promoting consistent, high-quality work practices.

Eligibility

Australian citizenship is a mandatory eligibility requirement. Candidates must be able to obtain and maintain both a national police clearance and a Baseline security clearance, with the capacity to attain a higher-level clearance if required by the Agency.

Artificial Intelligence (AI) may be used to support parts of our recruitment process, such as refining recruitment materials, and transcribing and summarising recorded interviews, however all hiring decisions are made by people, with AI used ethically, responsibly, transparently and in accordance with privacy requirements.

Getting to know the Australian Digital Health Agency

Tasked with improving health outcomes for Australians through the delivery of digital healthcare systems and the national digital health strategy, the Australian Digital Health Agency (the Agency) commenced operations on 1 July 2016.The Agency is responsible for national digital health services and systems, with a focus on engagement, innovation and clinical quality and safety. Our focus is on putting data and technology safely to work for patients, consumers and the healthcare professionals who look after them