About Us

The Victorian Allied Health Professionals Association (VAHPA) is a dynamic, member-driven union representing Allied Health Professionals across Victoria’s healthcare system. We fight for fair wages, safe working conditions, and professional respect for our members – and we’re damn proud of it.

We’re now looking for an Executive Assistant to join our team and provide high-level administrative support to our Secretary and leadership team. This is a unique opportunity to be part of a passionate, purpose-driven organisation where your work will contribute directly to improving healthcare outcomes for both workers and the wider community.

About the Role

The Executive Assistant is responsible for providing comprehensive administrative, organisational, and operational support to the VAHPA Secretary. From managing schedules to coordinating meetings, preparing reports, and handling sensitive correspondence – you’ll be the glue that helps keep our operations running smoothly.

Key Responsibilities

Diary & Calendar Management: Organise meetings, travel, and accommodation arrangements for the Secretary.

Minutes & Agendas: Prepare agendas, take minutes, and follow up on action items for the VAHPA Branch Committee of Management and other key meetings.

Records & Database Management: Maintain VAHPA’s filing systems, communication lists, and databases.

Stakeholder Engagement: Liaise with external stakeholders, including government agencies, union partners, and healthcare organisations.

Special Projects: Assist with key projects, including research and information gathering.

Election Administration: Support the Secretary with the administrative aspects of VAHPA elections.

What We're Looking For

We want someone who is not only great at the tasks listed above but who also understands what it means to work in a member-led, advocacy-focused environment.

To be successful in this role, you’ll need to demonstrate:

A commitment to VAHPA’s values of fairness, solidarity, and advocacy.

Experience providing high-level administrative support to senior leaders.

Strong interpersonal and communication skills, with the ability to connect with people from all walks of life.

Excellent organisational and time-management abilities – you’re the kind of person who loves ticking tasks off a to-do list.

Technical proficiency in Microsoft Office and database management systems.

An understanding (even if basic) of Australia’s industrial relations landscape.

Bonus points if you have experience with CRM systems or have previously worked in the union, health, or education sectors.

Why Work with Us?

Purpose-Driven Work: Be part of a team that genuinely makes a difference.

Professional Development: We invest in our staff and provide opportunities for growth.

Supportive Team: Work alongside passionate professionals who care deeply about what they do.

Great Location: Our Carlton office is close to public transport, great cafes, and the heart of Melbourne.

Duties and Responsibilities

1. Manage the Secretary’s diary and calendar, schedule and coordinate meetings, organise travel and accommodation arrangements.
2. Monitor incoming correspondence, draft responses to routine inquiries, and set deadlines/priorities.
3. Provide full secretarial support, including document preparation and file management.
4. Demonstrate commitment to VAHPA’s vision, values, and objectives by promoting these values within the team and to members.
5. Maintain discretion and confidentiality when handling sensitive information.

1. Provide administrative assistance to other leadership team members as directed by the Secretary.
2. Support ad hoc administrative tasks as needed.

1. Prepare and distribute agendas and associated papers for the Branch Committee of Management, Governance and Finance Committee, and other meetings.
2. Serve as Minutes Secretary and follow up on action items.

1. Liaise regularly with VAHPA staff to coordinate workflow and ensure deadlines are met.
2. Engage with external stakeholders, including healthcare organisations, union partners, and government bodies.

1. Organise and maintain office filing systems (both electronic and paper-based).
2. Maintain VAHPA communication and distribution lists, including email lists and member databases.
3. Produce reports as required, including from databases and survey results.

1. Execute special projects as directed by the Secretary, including researching, preparing information, and overseeing specific activities.
2. Provide recommendations and status reports on projects.

1. Assist the Secretary in managing administrative aspects of VAHPA election processes.
2. Liaise with the National Office, AEC, and FWC to lodge paperwork within timelines.
3. Notify relevant parties of processes and deadlines.

1. The position operates under general direction within defined areas of responsibility. The successful applicant will demonstrate sound judgement, initiative, and problem-solving skills when managing workflows and priorities.

1. Increased member engagement and satisfaction through timely and effective communication.
2. Efficient management of the Secretary’s schedule and office administration.
3. Successful execution of special projects and accurate reporting.
4. Positive feedback from internal teams and external partners.

1. Executive Support
2. Administrative Support
3. Meeting Coordination and Minutes
4. Communication and Liaison
5. Records and Database Management
6. Special Projects
7. Election Administration
8. Judgement, Independence, and Problem-Solving
9. Expected Outcomes
10. Experience & Qualifications

The successful candidate will bring:

1. A track record of providing executive-level administrative support in a dynamic, high-stakes environment.
2. The ability to communicate effectively, both verbally and in writing, with internal and external stakeholders.
3. Strong organisational skills to manage competing priorities and deadlines.
4. Technical proficiency with common office applications and database management tools.
5. At least a rudimentary understanding of the Australian industrial relations system and the role of unions in advocating for workers’ rights.

How to Apply

To apply, please submit the following:

1. A current CV/Resume detailing your experience.

2. A cover letter addressing the Selection Criteria and explaining why you're the right person for the role.

Applications should be emailed to: [email protected]

Applications close: COB Thursday 06 March 2025

VAHPA is an equal-opportunity employer. We encourage applications from people of all backgrounds and experiences who believe in the importance of standing up for workers' rights.

We look forward to hearing from you!