Secretariat Support Officer

Australian Digital Health Agency; Sydney; On-site; AUD 70,000 - 90,000; Full time

Job summary

Australian Digital Health Agency in Sydney is seeking a Secretariat Support Officer to provide governance, secretariat and administrative services for the Board and committees.

You will coordinate meetings, prepare papers, minutes and action tracking, and support senior stakeholders while maintaining records and governance documentation. A fast-paced environment requires strong written communication, organisational and analytical skills, plus proficiency in MS Office and SharePoint.

Qualifications

• Proven ability to draft, edit and quality assure governance documents, briefs and reports.
• Experience providing secretariat, governance or executive support in a fast-paced environment.
• Ability to manage sensitive information and build relationships with stakeholders.

Responsibilities

• Coordinate meetings, agendas and papers for the Board and committees.
• Prepare minutes and monitor actions to support governance outcomes.
• Draft and quality assure governance documents and correspondence for senior stakeholders.
• Maintain accurate records and governance documentation.
• Provide procedural and administrative guidance to staff and stakeholders.
• Proficiency in Microsoft Office, SharePoint and Adobe Acrobat for document management and reporting.

Skills

Written communication

Organisational skills

Time management

Microsoft Office

SharePoint

Governance support

Tools

Microsoft Office

SharePoint

Adobe Acrobat

Job description

Australian Digital Health Agency – Sydney NSW

The Secretariat Support Officer provides professional secretariat, governance and administrative support to ensure the effective operation of the Agency’s Board, advisory committees and other governance forums. The role coordinates meeting schedules, agendas, papers, minutes, action tracking and stakeholder communications while maintaining accurate records and governance documentation. Working under general direction, the position manages competing priorities, exercises sound judgement and discretion, resolves administrative and governance matters, and contributes to the continuous improvement of Secretariat processes, systems and services.

The Secretariat Support Officer provides professional secretariat, governance, executive support or business administration services within a complex and fast-paced environment. The role coordinates meetings, manages agendas and papers, prepares minutes and monitoring actions to support strong governance outcomes. Strong written communication skills, including the ability to draft, edit and quality assure governance documents, briefs, correspondence and reports for senior stakeholders. Well-developed organisational and time management skills, with the ability to manage competing priorities, maintain accurate records and meet deadlines. Ability to provide procedural and administrative guidance while building productive relationships with internal and external stakeholders. Strong analytical and problem-solving skills, with the ability to exercise sound judgement, manage sensitive information and resolve governance-related issues. Proficiency in Microsoft Office, SharePoint, Adobe Acrobat and other digital tools used for document management, meeting coordination and reporting.

The key duties of the position include:

• Demonstrated experience providing secretariat, governance, executive support or business administration services within a complex and fast-paced environment.
• Experience coordinating meetings, managing agendas and papers, preparing minutes and monitoring actions to support strong governance outcomes.
• Strong written communication skills, including the ability to draft, edit and quality assure governance documents, briefs, correspondence and reports for senior stakeholders.
• Well-developed organisational and time management skills, with the ability to manage competing priorities, maintain accurate records and meet deadlines.
• Ability to provide procedural and administrative guidance while building productive relationships with internal and external stakeholders.
• Strong analytical and problem-solving skills, with the ability to exercise sound judgement, manage sensitive information and resolve governance-related issues.
• Proficiency in Microsoft Office, SharePoint, Adobe Acrobat and other digital tools used for document management, meeting coordination and reporting.

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