• 10-month contract role to (March 2025 to January 2026).
• FTE 0.3-0.4 Level 6 - SCHADS award.
• Level 6 - SCHADS award.
• Located in Southbank.

Position Overview

This role is limited term and will support the VMIAC Committee of Management complete a specific program of governance process improvement and executive support tasks. The contract role will assist VMIAC build a stronger platform for good governance processes going into the future. The role also requires proactive, timely and confidential executive support to the Committee of Management (CoM), sub-committees of the Committee and to the Chair.

Key tasks include:

• Establishing an on-line information management platform for CoM document
• Drafting or reworking a selection of governance policies and procedures
• 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.
• Assisting with the organisation of the AGM
• Assisting with the preparation and lodgement of all required documents with relevant regulating authorities

The person in this role will work closely with the Executive Assistant to the CEO.

Please note: VMIAC is an Incorporated Association with a constitution requiring a Committee of Management member to be appointed to the role of Secretary. While this contract role will actively support the Secretary to meet reporting and other technical obligations, it will not formally assume the role or accountabilities of the Secretary to the Committee of Management.

Role responsibilities of the Governance Development and Executive Support Officer

Developmental focus:

Working closely with and at the direction of the Governance Sub-committee through the Sub-committee Chair:

• revise and prepare a selection of governance policies and procedures
• set up governance information management software, develop procedures for, the management and storage of governance documents, assure the smooth transfer of documents to that system and provide instruction and support for users. It is expected this work would be done in conjunction with the Corporate Services Manager and EA to the CEO
• prepare information and induction kits for new Committee and sub-committee members

Executive support focus:

Working closely with the relevant chair

• Prepare meeting papers for the CoM and Sub-committee meetings
• Take concise meetings of CoM and Sub-committee meetings
• Follow-up on logistics, communication and other tasks coming out of meetings
• Prepare brief sub-committee reports for the CoM
• Provide executive support to the chair if required
• Co-ordinate CoM meeting schedule

Compliance and coordination focus:

• Support the Secretary to meet all obligations associated with organisation registration and governance compliance
• Work closely with the VMIAC staff team on organising the AGM ensuring all necessary legal processes are considered and adhered to
• Coordinating agreed communication from the CoM to members through the Communications Manager as required
• Ensure CoM conflict of interest registers and police checks are up to date

Expected Contract achievements

It is expected that by completion of the contract, the contractor will have ensured:

• Effective and efficient governance information management processes
• Up to date governance policies and processes
• Compliance requirements met
• Readiness of systems and processes to allow handover to a business-as-usual governance support role

Additional employee/contractor requirements and provisions

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.

Employment arrangement

The person appointed to this role make elect to work as a contractor to VMIAC or to become an employee of VMIAC

Hours and location of work

The person in this role must be able to:

• Work out of hours up to one night per week and occasionally on weekends
• Work substantially on-line and from a home office
• Attend some meetings and events in person at the VMIAC office or other agreed location
• Work up to 30.4 hours per fortnight but with the potential to accumulate hours and work more hours at some high demand periods e.g. election and AGM or for other events
• Schedule leave when possible, over the Christmas/New Year period in-line with CoM and sub-committee breaks

THIS IS A LIVED AND/OR LIVING EXPERIENCE CONSUMER POSITION

Applicants will preferably be people who identifies as having a lived consumer experience of mental health challenges, trauma, or emotional distress.

Applicants must consider themselves capable and work ready for a senior development support role at the governance level of VMIAC.

KEY SELECTION CRITERIA

Essential:

• Demonstrated understanding of the principles and practices of good governance
• Ability to work with a high level independence, autonomy
• Well-developed interpersonal and communication skills with strong attention to detail and ability to confidently and courteously liaise with all internal stakeholders.
• Excellent professional writing skills including but not limited to succinct minute taking. Proven ability to prepare agendas. correspondence, policy and procedures, reports and other documents
• Demonstrated ability to maintain the highest levels of confidentiality and integrity and to exercise initiative and sound 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.
• Experience in the development of smart approaches to information management as well as demonstrated high level computer skills in all facets of Microsoft Office 365, Teams and other relevant board information management software

Desirable:

• A current Victorian Driver's Licence 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
• Flexible Work Arrangements
• Newly fitted out office space with access to onsite 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: Governance Development and Executive Support Officer enquiry via EthicalJobs.

A position description is attached.