Team Coordinator - Transformation and Reform Office and Enterprise Project Management Office

About the Role 

The Team Coordinator is a highly visible and respected customer service role which significantly contributes to ensuring that the Transformation and Reform Office (TRO) and Enterprise Project Management Office (EPMO) run smoothly.  

This position is responsible for providing high level support to the Director Transformation and Reform and Director Enterprise Project Management Office, and the wider TRO and EPMO teams. It coordinates governance processes, leads systems maintenance and provides administrative support, including managing confidential and complex situations. This role provides Executive Assistant duties for the TRO and EPMO Directors. Respect for and demonstrated commitment to observing confidentiality will be paramount. The role will interact with a wide range of key stakeholders through day-to-day duties as required. 

Key Responsibilities: 

• Co-ordination and management of office communications, management of diaries, schedules, meetings and other logistical arrangement as required by the Directors. 

• Provide a high level of written and verbal communication, maintaining confidentiality and discretion with sensitive documents and information. This includes formatting and revision of documentation to reach and maintain a standard across the organisation. 

• Administer effective records management, including financial data and reports, actions and issues log; electronic filing, archiving and disposal of email traffic. 

• Assisting the leadership team with people, process and systems development and ongoing management. 

• Provide technical advice to peers and more senior positions in relation to administrative processes, i.e. email, diary management, word processing, Monash Health policies and procedures, etc. 

• Promote efficient communication flow, consistency and continuity in day-to-day responsibilities. 

• Provide excellent customer service and maintain strong working relationships with internal stakeholders. 

• Demonstrate a sound knowledge of Monash Health Policy and Procedures. 

• Demonstrate a commitment to quality improvement and quality outcomes. 

• Achievement of a high level of computer literacy in Microsoft Office and Office365 (SharePoint, PowerBI). 

• Understand and comply with the strict confidentiality in all aspects of the position. 

• Ability to work independently and collaboratively in a team environment. 

• Demonstrated interest in and entry level understanding of project management. 

• Collaborate closely with the Directors on projects as required, contributing to their successful execution. 

• Responsible for managing and maintaining website development (e.g. SharePoint sites) and enhancements, ensuring timely, high-quality delivery. Coordinate with cross-functional teams including digital health, IT, and key stakeholders, to ensure effective project execution.

About You

As an experienced administrative assistant, you have a proven track record of providing high-level administrative support while being a reliable team player. You thrive in a dynamic, fast-paced environment where priorities can shift quickly, demonstrating adaptability, initiative, and exceptional organisational, communication, and time management skills.

Strong written and verbal communication is essential, as is your ability to collaborate effectively with a diverse, multi-functional team. You are diligent, trustworthy, and committed to maintaining strict confidentiality, exercising professional discretion, diplomacy, and sound judgment at all times. In this role, you will also be responsible for preparing reports, drafting correspondence, taking accurate meeting minutes, and managing complex diaries and schedules with efficiency and attention to detail.

Ideally, you bring a strong background in senior administrative roles and have the confidence to engage with a broad range of stakeholders. You embrace challenges, respond flexibly to changing priorities, and consistently maintain focus to ensure seamless support to the Directors and broader team.