Executive Assistant - Nursing & Midwifery Officer

Fixed term, full time position (parental leave cover)
80 hours per fortnight per fortnight

About the role

The Executive Assistant has primary responsibility for providing high level administrative and executive management support to the Chief Nursing and Midwifery Officer (CNMO) and Deputy CNMO, including organisation and preparation of material for meetings, developing and maintaining efficient and effective office systems and processes and contributing as a team member with other executive assistants. Consideration of flexible working arrangements.

• Advanced skill level in the use of Microsoft Office to prepare communications, forms, and surveys, create, update and formulate spreadsheets, produce presentations, organisational charts and flow charts.
• Research and investigate issues on behalf of the CNMO and prepare correspondence as required/directed.
• Build and maintain effective working relationships with key internal/external stakeholders, including Chiefs, senior leaders across directorates, maintaining positive and professional relationships.
• Liaise with organisations and individuals at all levels on a range of matters associated with the activities of the Directorate.

Key Responsibilities

• Diary maintenance, scheduling of appointments and meetings for the Chief and where necessary other senior management in the directorate.
• Travel coordination in conjunction with GH Corporate Travel Management including accommodation, flights, car hire and transfers for the Chief and where necessary other senior management in the directorate.
• Act as secretariat to designated Board, governance and operational Committees as required.
• Coordination and monitoring of emails and correspondence and allocating responsibilities for the preparation of responses and follow up action where necessary for the Chief in an effective and efficient manner.

• Coordinate the process for review and approval of applications for Nursing & Midwifery Paid Study Leave in accordance with the Enterprise Bargaining Agreement (EBA).
• Arrangement of events in support of annual International Nurses and Midwives days and other Nursing and Leadership forums.
• Maintain register of GH Nurse Unit Managers and Senior Nursing & Midwifery Leadership and monitor and update organisational distribution groups.

Skills and experience

• Demonstrated experience in the provision of confidential, secretarial and executive administrative support at senior management level. 
• Proven ability to produce correspondence, agendas and minutes of meetings, reports, presentations and other forms of documentation accurately, within deadlines and at a level suitable for an Executive audience.

• Ability to demonstrate highly developed communication, interpersonal and presentation skills and the ability to develop and maintain effective working relationships within and external to the organisation.
• Demonstrated ability to utilise a range of Microsoft Office software packages at an advanced level; undertake research using a varied range of Internet sources; develop and maintain computer-based systems and procedures.

To see a full copy of the Position Description please click here

 

Interested?

Click APPLY or if you wish to discuss the role prior to applying, contact Belinda Bailey, Executive Assistant to the CEO, on 0455 464 505 for a confidential discussion. 

Job applications close: Friday 10 August 2025

If you are currently employed at Grampians Health, please ensure you sign in through the 'Employee Login' via the external Careers Page or access the Careers Page via the Intranet before applying

We're actively seeking candidates for this role and will review applications as they are submitted. Applications will close when the position is filled.

About Grampians Health
Grampians Health provides healthcare to a large region at our campuses based in Ballarat, Dimboola, Edenhope, Horsham and Stawell. 

Our mission is to deliver sustainable healthcare tailored to evolving community and workforce needs. We strive to enhance services and careers, providing quality healthcare to rural and regional communities. Joining Grampians Health means being part of a diverse team, with a variety of career opportunities in acute, maternity, mental health, allied health, aged care and support services.

Culture & Benefits 

At Grampians Health, we recognise our staff are our greatest asset.  We are committed to providing a safe and healthy environment for our staff, patients, residents, visitors, volunteers and contractors at all sites.

• Flexible work arrangements and purchase leave opportunities
• Salary packaging for living expenses such as rent/mortgage plus meals, entertainment & holidays
• Access to Staff Fitness program
• Staff rewards and recognition programs

Ballarat Region

Ballarat is the largest centre in Western Victoria and the state’s fastest growing inland city.  Dubbed Australia’s most liveable city in 2020, Ballarat is home to first class education, fine dining and boutique shopping.  Uniquely located within easy access to Melbourne, Geelong, Bendigo and the Western district, Ballarat is blessed with some of Australia’s most significant heritage buildings and natural landscapes. To learn more about Ballarat click here - Visit Ballarat

Diversity and Inclusion
All appointments are subject to a satisfactory police records check, immunisation clearance and Working with Children check and/or NDIS Worker Screening Check.

All employees must be willing and able to wear Personal Protective Equipment (PPE) when required, which at a minimum is a surgical mask. Additional PPE requirements are role-dependent.

Grampians Health is a child safe organisation, committed to the safety and wellbeing of all children and young people. Grampians Health is committed to providing a diverse and inclusive workforce.

We encourage applications from Aboriginal and Torres Strait Islander people, people with disability, people from culturally and linguistically diverse backgrounds, mature age workers and lesbian, gay, bisexual, transgender, queer (or questioning), intersex and asexual LGBTQIA+.