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Executive Coordinator (Board Secretariat) Full-time Job

4 weeks ago   Nursing   Townsville region   4 views
Job Details

Our purpose is `great care every day'.

The opportunity
Manage and coordinate the daily functioning of the Townsville Hospital and Health Services Board's Secretariat and assist the Company Secretary to deliver Board support and achieve a high level of performance in a demanding executive environment

Role responsbilities

  • Provide confidential executive and secretarial support including the production of high quality documents and records.
  • Enquiry screening and diary management including the timely provision of necessary records and documentation required for the Townsville Hospital and Health Board (THHB) Chair.
  • Examine, evaluate and prioritise correspondence and papers for the THHB Chair's attention, schedule relevant commitments and prepare correspondence.
  • Receive and host VIP visitors to, and on behalf of the THHB, consult with the Public Affairs department on the coordination of functions and formal hospitality activities, if and when required.
  • Act as intermediary between the Company Secretary, THHB Chair and others, dealing with inquiries on a wide range of topics. Exercise judgement when necessary to solve immediate problems in situations where precedents have not been set and procedures not define.
  • Maintain an effective records management system and provide regular reports to the Company Secretary to ensure statutory retention responsibilities are met.
  • Coordinate meetings, produce and distribute agendas and minutes as required.
  • Use effective communication and interpersonal skills to build and maintain effective working relationships with stakeholders and assist in the resolution of complaints of a highly sensitive and confidential nature, made by patients or the public.
  • Arrange travel, accommodation, car hire/transfers for THHB Members and other external stakeholders as requested.
  • While some duties are undertaken based on established procedures and practices, the working environment requires the ability to make day to day decisions independent of the Company Secretary.
  • Interpretation of guidelines and procedures is required in order to select the most appropriate course of action.
  • Ad hoc support to the Executive Assistant and other Executive Coordinators where required.

The ideal applicant will be someone who has proven ability and can demonstrate the following:

  • High standard of administrative and organisational skills, and ability to prepare complex documents, agendas, minutes, briefs demonstrating advanced computer skills utilising the appropriate software.
  • Demonstrate a high level of communication, both written and verbal, negotiation and interpersonal skills in the management and support of a multidisciplinary environment.
  • Demonstrated ability to work autonomously and as part of a multi-disciplinary team, and use discretion in the absence of decision makers to manage operations, meet deadlines and organise work priorities.
  • Demonstrated expertise in exercising critical analysis skills, sound judgement, problem solving skills and decision making within a complex environment.
  • Well-developed interpersonal and communication skills to allow effective liaison with a range of health service personnel and to work within a team environment.
  • Demonstrated ability to critically analyse information and data, and relate to best practice.

Please refer to the Role Description for further details.

Generous remuneration package value up to $102,490 p.a.comprising:

Unsolicited resumes from recruitment agencies will not be accepted.

Company Description
Queensland Health is a dynamic organisation committed to providing a range of services aimed at achieving good health and wellbeing for all Queenslanders. Through a network of 16 Hospital and Health Services and the Mater Hospitals, Queensland Health delivers a range of integrated services including hospital inpatient, outpatient and emergency services, community and mental health services, aged care services and public health and health promotion programs.