The Administrative Assistant - Carers will provide support and advice to the Director - Carers on a range of matters as required, ensuring timely action and delivery of advice, including the drafting or coordination of quality briefs and correspondence and liaison with key internal and external stakeholders.
The role will be responsible for managing administrative components of stakeholder relationships, organising and coordinating meetings, and responding to information requests.
The position will also work closely with the Carer Gateway Leadership team to ensure timely delivery of all priorities and will support the coordination and development of materials for the Director - Carers to ensure adequate preparation for all meetings, events and associated activities.
The role is required to display a high level of discretion, independent judgment and professionalism, regularly interacting with internal and external stakeholders as well as dealing with confidential and sensitive issues and documentation.
YOU WILL BE RESPONSIBLE FOR:
Administrative Support
Provide administrative support to the Director - Carers, including:
Provide, quality and timely administrative support.
Anticipate, organise and coordinate work flow through diary management for the Director, prepare and manage all correspondence, meetings, take minutes at key meetings and liaise with all Carer Gateway partners and staff.
Manage correspondence received including preparation of responses and briefing notes as required.
Manage administration, logistics and scheduling requirements for regular staff meetings, learning sessions and workshops and ensure smooth running of the events.
Arrange and support travel, accommodation, expenses, filing and all administration duties as directed.
Undertake administration related projects including collating and analysing information,



ensuring compliance with policy and processes, problem-solving solutions, making recommendations and reporting outcomes.
Conducting research and drafting briefings, reports and documents as required.
Work closely with the Director to develop appropriate systems, procedures and controls to enhance the accuracy, timeliness and presentation of workflow and tasks within the Division, with an aim for continuous improvement.
Other Duties
To support and work collaboratively with the Executive Assistant – Client Services and other Divisional Assistant roles.
Contribute to other Holstep Health activities as directed.
Undertake career development in accordance with an annual work plan developed in consultation with the Director.
Undertake regular supervision with the Director.
Participate in the annual Individual Performance Review process.
Demonstrate commitment to Occupational Health and Safety policies and procedures.
Demonstrate commitment to Holstep Health values and philosophy, and the capacity to engage in the enhancement of Holstep Health's culture in meeting organisational objectives.
Maintain and enhance professional knowledge and technical skills by keeping up to date with new developments and relevant trends.
Undertake any reasonable additional tasks as directed.
Ensure compliance with all relevant legislation, funding guidelines, service standards and contractual obligations.
Practice complies with national code for health care workers.




WHAT YOU NEED TO SUCCEED:
Relevant experience in providing administrative support to a Senior Leader, preferably in a similar role in a community setting or diverse community environment.
Demonstrated ability to effectively draft agendas and accurately minute meetings.
Ability to work with broad supervision, and to identify priorities to meet competing deadlines.
Effective written communication skills, including the ability to draft various forms of documents and correspondence, and concisely summarise information.
Ability to communicate with influence and work collaboratively to resolve complex issues.
Highly developed Microsoft Office skills (Word, Excel, PowerPoint and Outlook).
Experience in liaison with wide range of health and welfare agencies.
Experience in community health or similar administrative setting.
Qualification in Business Administration/Management.
National Police check.
Evidence of rights to work within Australia.
Statutory Declaration
Holstep Health provides expert, compassionate, comprehensive local healthcare, throughout every stage of life.
As one of Victoria's largest not-for-profit community health organisations, we provide more than 120 health and social care services to people in the north, north‐west and north‐east of metropolitan Melbourne, as well as statewide services with Carer Gateway and Gambler's Help.
Holstep Health provides expert, compassionate, comprehensive local healthcare, throughout every stage of life.
As one of Victoria's largest not-for-profit community health organisations, we provide more than 120 health and social care services to people in the north, north‐west and north‐east of metropolitan Melbourne, as well as statewide services with Carer Gateway and Gambler's Help.
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📌 Administration Assistant (Melbourne)
🏢 Holstep Health
📍 Melbourne