The first in an occasional series where we highlight job roles within the HPV office and how they impact on the tender program.

Maddie Grant – Executive Assistant

My role has recently been rebranded from ‘Office Manager’ to ‘Executive Assistant’. This was mainly due to perception of the role from outside the organisation, as office management is only a part of what this busy position entails. I provide support to the Board and the Chief Executive, Megan Main, but also support HR, our Compliance Officer, the Leadership Group and take on ad-hoc projects within the office as needed. I am the office OH&S representative, one of the building’s fire wardens and a back up first-aider. My days are varied, challenging and no two are the same!

My duties are wide-ranging, and include everything from collecting the post, to minute taking at the Board and its sub-committee meetings. I am also the ‘go-to’ person for external contractors, our Property Manager, recycling collections, and also stationery/office supply ordering. I’ve only let us run out of tea bags once, but I’m sure I won’t be allowed to forget it. Some of the projects I’ve participated in since my arrival at HPV are the kitchen re-fit; coordinating the Strategic Procurement Forum; the website upgrade and our office refit. I’m currently working on understanding PROV guidelines for documentation storage and destruction; collating the Annual Report and Compliance Surveys, and updating our emergency evacuation plans. In addition I am writing instructions both for the website and this role, as I’m also busy cooking a baby and will be heading off on maternity leave in June.

Megan and I meet regularly through the week, where I update her on project work that I’m completing for her and the Leadership Group. We also brief each other on what is happening in and around the office; including deadlines that are approaching and re-jig her diary when needed. I prepare payroll and the invoices for payment, working closely with our bookkeeper to ensure dates are met (particularly for payroll!)

However, my main priority is the Board, Tenders & Contracts and Audit & Risk Committee meetings. The Board cycle drives what we do, as without Board approval HPV cannot process or complete tenders, options or contracts for the benefit of the Health Services and Hospitals across Victoria. Supporting the Board is a vital component of HPV’s and my day-to-day activities, and out-ranks everything else I work on. Maybe this is why I missed re-ordering the tea bags...once.