Love organising? Eagle-eyed proof-reader? Like to be at the centre of the action?
We are passionate about the power of health consumer and lived experience voices to improve health outcomes and experiences for everyone in WA. We’re looking for someone who shares our vision to join our small but mighty team.
Executive Assistant, part-time, fixed term (to December 2026 with the possibility of extension)
We are seeking a highly organised Executive Assistant who loves people and being in a fast-paced environment with lots of variety. This is a pivotal role in an agile and growing organisation and helps ensure our Executive operations run smoothly and effectively.
The role is available for 25 hours/week to be worked across Monday – Friday.
The role offers:
- A high degree of variety – working with the Executive Director on a wide range of activities and liaising with diverse community members and staff at all levels in the health and social care system
- The opportunity to be part of a consumer-first organisation with a focus on improving health equity and championing health rights
- A welcoming and inclusive workplace where everyone is encouraged to bring all of themselves to work
- The opportunity to implement and streamline administrative processes to help us make the most of the limited funding we receive
- A competitive not-for-profit annual base salary with salary packaging – Level 3.1 Social Community Home care and Disability Award $38.65/hour + super
- Salary packaging up to $15,900 per annum
About you:
- You’re looking for a role where you can apply your executive assistance and administration skills to do work that you care about
- You’re highly organised and enjoy working in an agile and responsive environment
- You’re interested in the health system and care about people’s experiences of it
- You’re happy to muck in and enjoy working on a range of different projects and with different teams simultaneously
Position overview
This position provides expert administrative and governance support to the Executive Director and the HCC Board. This includes diary and travel management, secretariat support for Board committees, policy development and co-ordination, general office administration, and covering reception as required. We’re looking for someone who will be proactive and work collaboratively with colleagues to support our work which has the consumer experience and voice at its heart.
A typical week might see you doing a range of tasks:
- Coordinating the Executive Director’s busy diary in liaison with senior stakeholders across the WA health system
- Organising the Executive Director’s email inbox ensuring that priority emails are identified and actioned
- Following up on actions as directed by the Executive Director and senior staff
- Assisting with planning and delivering a range of events, workshops and activities by organising attendee lists, logistics and catering and consumer payments and enquiries
- Drafting, coordinating and proof-reading papers for upcoming Board meetings
- Attending workshops and events when required to – this may include occasional after hours working
- Greeting visitors to our offices, responding to our reception phone calls, and responding to emails through our main inbox
- Managing the training room and equipment register
- Monitoring and updating organisational policies, procedures and registers
- Scheduling meetings, preparing agendas and recording minutes
- Managing stakeholder contact details through our Customer Relationship Management (CRM) system
- General office admin including organising travel and accommodation
- Generating simple reports and analysis from existing systems including data entry
See the job description for a full outline of responsibilities for the role.
Selection criteria
Essential
- A minimum of 2 years’ experience in a similar Executive Assistant role with a deep understanding of the requirements for attention to detail and confidentiality
- Well-developed interpersonal and verbal skills, with a demonstrated understanding of the sensitivity and empathy needed when communicating with vulnerable community members and senior stakeholders
- Well-developed written communication skills, with the ability to write clearly and concisely for internal and external use
- Excellent organisational skills, with high attention to detail and the ability to manage and prioritise deadlines and own workload with limited supervision
- Demonstrated ability to use initiative and solve problems within own area of responsibility
- Be adept, or be able to quickly become adept in, a range of office software programs including Microsoft Office 365 Suite, project management software, and accounting software
Desirable
- A demonstrated interest in the aims and purpose of HCC, for example, experience as a health consumer representative or volunteering in a similar advocacy organisation
- Experience working in community services and not for profit sector
- Ability to develop and maintain productive relationships with diverse internal and external stakeholders, and navigate difficult conversations when required
To apply for the position
Read the job description and send a cover letter of no more than two pages addressing the selection criteria, along with a current resume outlining your work experience, skills and any relevant education or training to jobs@hconc.org.au.
Please submit your application no later than 8am on Tuesday 27 January.
However, note that applications will be considered as received and we reserve the right to progress recruitment before the closing date – so get your application in early.
Applications that do not address the criteria may not be considered.
If you require any adjustments to submit your application or wish to have a confidential discussion about the role, please contact Clare Mullen, Executive Director on (08) 9221 3422