Executive Assistant - Targeted

The role:
From managing busy diaries to arranging appointments, drafting patient correspondence, preparing meeting agendas, and taking meticulous minutes, you'll be at the heart of our operations. You'll have the opportunity to collaborate with our wider critical care team, expanding your skills and contributing to our broader healthcare mission.

In this role, you'll enjoy the flexibility of Monday to Friday working hours, with the possibility of negotiation with working hours 07:30-16:00. While the demands may be challenging, they're equally rewarding and intellectually stimulating. Despite working in a somewhat autonomous capacity, you'll feel the unwavering support of our cohesive team, fostering a positive and inclusive work environment.

Our Administration Manager and colleagues are always on hand to provide guidance and assistance, ensuring you feel empowered to thrive in your role. You'll be part of a vibrant, diverse team, characterised by its youthfulness and commitment to excellence.

We're seeking a proactive, team-oriented individual with excellent communication skills and a keen eye for detail. If you're someone who thrives in a collaborative environment, isn't afraid to seek guidance when needed, and values transparent communication, then we encourage you to apply. Join us at John Hunter Hospital, where every day presents an opportunity to make a meaningful difference in the lives of others.

About your new opportunity:
In this dynamic role, you will be supported with district and local orientation, and ongoing professional development will be encouraged to foster your growth. The role provides all-rounded administrative support, including managing diaries, travel arrangements, timesheets, leave/payroll processing, and handling incoming and outgoing correspondence. Working with limited direction, the position prioritises and monitors workflow to ensure tasks and projects are completed according to their urgency. It involves preparing reports, documents, and complex correspondence, as well as organising and providing support for meetings and committees, including agenda preparation and minute-taking. As an important point of contact for key stakeholders within the hospital, customer service and time management will be imperative to the success of this role and the wider organisation.

Orientation will consist of hospital orientation if new to Hunter New England, and comprehensive training in health systems as required. You will share an office with Critical Care Service Manager Executive Assistant – who will assist and guide you.

About you:

The ideal candidate will possess experience in providing high-level secretarial support to the Executive, as well as expertise in coordinating and managing a team of staff. You will also: 

• Have strong problem-solving skills and the ability to exercise initiative, judgment, and discretion in a flexible and creative manner.
• Have exceptional customer service to a diverse range of clients.
• Have good time management and ability to manage your own workload, prioritising tasks and meeting deadlines as they arise. 
• Have well-developed written and verbal communication skills, and can compose high-quality correspondence, documents, and reports professionally and promptly.
• Be capable of working independently and collaboratively within a team.
• Demonstrated experience in Health Roster, scheduling, procurement, is a requirement and minute taking will also be highly regarded, though not essential.
• Proficient use of Microsoft 365 suite, and ideally have previous experience across other health systems.

What we can offer you:
At Hunter New England Local Health District enjoy a career where you're challenged by interesting work and surrounded by spectacular locations. Join the team enriching health in millions of ways every day:

• Sustainable Healthcare: Together towards zero 
• Proximity to shopping and other services 
• Monthly Allocated Days Off (for full-time employees) 
• 4 weeks annual leave (pro-rata for part time employees) 
• Paid parental leave (for eligible employees) - giving you the opportunity for true Worklife balance 
• Salary packaging options - up to $11,600 plus novated leasing 
• Fitness Passport for health and well-being - discounted gym options for you and your family 
• Employee Assistance Program (EAP) for staff and family members 
• Opportunity to work and collaborate with a range of non-clinical and clinical professionals 

Additional information:

• An eligibility list will be created for future permanent full or part time and temporary full or part time vacancies.
• We are unable to accommodate visa sponsorship for applicants requiring a visa for this position.

Need more information?
  1) Click here for the Position Description
  2) Find out more about applying for this position
For role related queries or questions contact Jo-Anne Hiles on JoAnne.Hiles@health.nsw.gov.au