• Part-time, permanent role. 10 hours per week ongoing. Up to 15 hours initially in the first 3 months.
• Level 6 - SCHADS award.
  
• Salary Packaging options available.
• Currently located in Prahran.

Position overview

To provide proactive, timely and confidential executive support to the Committee of Management (CoM), sub-committees of the Committee and to the Chair. Key tasks include organising CoM and sub-committee meetings and information packs, liaising with Committee members as well as chairs and members of sub-committees ensuring best possible communication and information flow.

The Executive Support Officer – Governance will work closely with the Chair and Secretary of the CoM, liaise with the CEO and other senior leaders as necessary. The Executive Support Officer will support governance level contributions to VMIAC newsletter and Annual Report and be involved alongside the Membership and Engagement team in organising the AGM.

The person in this role will work closely with the Executive Assistant to the CEO and will contribute to the design of knowledge management systems within VMIAC to ensure appropriate privacy controls/access privileges for governance-specific documents as well as smart management of documents relevant at the operational and governance levels.

THIS IS A LIVED AND/OR LIVING EXPERIENCE, CONSUMER POSITION

Applicants must be people with lived experience of mental health challenges, trauma, or emotional distress and/or who have accessed mental health or other related services specifically to support their mental well-being.

Applicants must consider themselves work ready in a senior administrative support role at the governance level of VMIAC.

Specific Responsibilities

• Provide secretarial/executive support to the CoM and sub-committees (x 4) of the CoM. This includes assistance with meeting logistics, preparation of the agenda and meeting packs and taking and circulating meeting minutes
• Provide executive support to the Chair and Secretary of the CoM
• Assist in the preparation of reports from the Chair/CoM including for the newsletter and annual report
• Assist in the organisation of events involving the CoM including the AGM, strategic planning and review sessions
• Liaise with internal and external stakeholders as required by the Chair and necessary to ensure the effective functioning of the CoM and its sub-committees
• Ensure effective management of Committee and sub-committee documents and contribute to the design of information management systems and processes for governance related information
• Participate from time to time in significant VMIAC staff events as agreed by the Chair and CEO
• Facilitate effective communication between the Chair and sub-committee chairs, the Chair and sub-committee chairs and CoM and sub-committee members
• Liaise as necessary with the CEO and Executive Assistant to the CEO
• Manage the Chair, CoM and sub-committee meeting schedule
• Organise travel and accommodation as required for the Chair, CoM and sub-committee members
• Support and monitor Committee and sub-committee members’ compliance with police check and other requirements

Additional requirements of this role

The person in this role is required to:

• Comply with the VMIAC Code of Conduct and work to create and contribute to a safe, supportive and harmonious workplace.
• Demonstrate awareness and understanding of diversity, culture and human rights.
• Contribute to Workplace Health and Safety by taking reasonable care for personal health and safety and that of others in the workplace and raising suggestions and concerns as they arise to ensure a safe work environment for Committee and sub-committee members and employees, consumers and visitors.
• Maintain a commitment to professional learning and development relevant to the role

Key Selection Criteria

(To be addressed in application)

Essential:

• Experience in providing executive support and assistance at a governance or senior leadership level
• Demonstrated understanding of the principles and practices of good governance
• Ability to work with a high-level independence, autonomy
• Well-developed interpersonal and written communication skills with strong attention to detail and ability to confidently and courteously liaise with all internal and external stakeholders.
• Demonstrated ability to maintain the highest levels of confidentiality and integrity and to exercise sound initiative and judgement when assisting with sensitive and confidential matters.
• Demonstrated high level organisational and problem-solving ability, including the ability to prioritise work in a timely manner and meet regular deadlines under pressure, with accuracy and attention to detail.
• Proven ability to prepare agendas. correspondence, reports and other documents
• Experience in the development, maintenance and continuous improvement of filing and information systems.
• Demonstrated high level computer skills in all facets of Microsoft Office 365, Teams and other relevant software

Desirable:

• A current Victorian Driver's License and preparedness to travel occasionally for work as required
• Experience in working with a peak body or with consumer organisation

Remuneration and benefits

In return for your passion for mental health reform, lived experience expertise, and significant contribution you will have access to unique professional development opportunities and receive an attractive salary package which includes:

• SCHADS Base Salary Level 6 banding ($53.84 p.h - $56.22 p.h) + Super (11.5%)
• Four weeks annual leave + Gifted leave between Christmas and New Year
• 90mins per month of wellbeing leave
• Generous Annual Professional Development Allowance
• Salary packaging an additional $15,900 per annum + $2,500 Meals and Entertainment per annum
• Flexible Work Arrangements
• From Jan 2025: Newly fitted out office space with access to on-site gym facilities and green space (close to South Melbourne market and public transport)

References and checks, probationary period

• Preferred candidates are required to complete and/or provide Police and Working with Children checks prior to final confirmation and commencement of employment.
• Referees are required and will be contacted for short listed applicants
• This role is subject to a probationary period of six months.

Support and development

VMIAC will provide regular supervision and mentoring to the person in this role. All VMIAC roles include training and development opportunities, which can include the development of leadership and other required skills and attendance at conferences.

For enquiries relating to this position, please contact HR Officer, Melissa Jones [email protected], using the subject line: Executive Support Officer – Governance enquiry via EthicalJobs.

A position description is attached.