Administration Officer

Job Description:

Permanent Part time (30.4 hours per week)

Friendly and supportive team environment

Excellent benefits including salary packaging
Fitzroy based

About the Role
The primary responsibility of this position is to provide effective administrative support to the Director of Palliative Medicine and the operations of the Palliative Care Medical Team. The Clinical Director plays a key role in advocating for palliative care including strategic linkages across St Vincents Health Australia and external organisations such as Palliative Care Australia.

• Clinical Director diary management including organising meetings acting as first point of contact for queries and overseeing the Clinical Directors schedule and determining priorities and adjustments on a daily basis

• Collate relevant documentation for upcoming meetings on a weekly basis and brief Clinical Director on key upcoming activities

• Liaise with all direct reports on behalf of the Clinical Director and support administratively with annual staff performance review and credentialing processes

• Prepare agendas and take minutes for relevant meetings and committees and assist with formatting of reports correspondence and other documentation

• Maintain utmost confidentiality and privacy with regard to sensitive documents

Classifications for this position will range from classification range (HS2 $66768.00 HS21 $73811.92 pro rata)

Your Contribution

• Demonstrated experience as an Administration Officer Personal Assistant / Executive Assistant with the provision of a full range of high level administrative to support senior management

• Demonstrated experience in managing diaries / schedules committee support planning and coordinating meetings events and with travel itineraries conference registrations and associated processes

• Demonstrated highly developed written and oral communication skills and interpersonal skills

• Demonstrated selfdriven approach to achieving tasks according to deadlines with excellent organisational planning skills and problemsolving abilities to refine processes

• Excellent communication skills with a demonstrated ability to work with a range of key stakeholders to develop effective relationships and partnerships

• Highlevel attention to detail and accuracy with the proven ability to prepare highlevel quality documentation

• Demonstrated ability to identify problems and work with stakeholders to develop improvements

• Demonstrated organisational and time management skills with the capacity to determine priorities meet deadlines and flexibly balance competing demands

• Demonstrated ability to work effectively both independently and as a member of a team

• Excellent computer literacy including high level skills related to of MS suite and Teams Adobe and other software packages

What we Offer
A focus on wellbeing initiatives with regular events and programs
Confidential solutionsfocused employee counselling
A healthy work/life balance encouraged.
Ability to join Fitness Passport Your pass to an extensive choice of fitness facilities
Salary Packaging Increase your take home pay!
In the heart of Fitzroy CBD at our doorstep close to some of Melbournes best cafes public transport and lots of carparks
Discounts and Promotions always available through our Foundation
Regular opportunities for professional development to assist you to reach your career goals
Culture of continuous improvement


About Palliative Care Consultation Service
Palliative Care is the active total care of people whose disease is not responsive to curative treatment. Where possible care is provided in the environment of the persons choice. St Vincents Hospital Melbourne Palliative Care Service provides coordinated medical nursing and allied health care across a number of services and locations. Palliative Care Services includes Caritas Christi in Kew; a Consultancy Service; an afterhours telephone triage service; the PsychOncology Cancer Service; and the Centre for Palliative Care which has a focus on research and education.

Working at St Vincents
St Vincents Hospital Melbourne (SVHM) is a leading teaching research and tertiary health service. SVHM provides a diverse range of adult clinical services and is driven by values of Compassion Justice Integrity and Excellence.

Application

Please attach your resume and cover letter to your application.

Shortlisting for this position will commence immediately. We encourage you to apply promptly as the advertisement may close early should a suitable applicant be sourced.

We encourage applications from people of all backgrounds and abilities. Inclusion is essential to our mission and diversity reflects the community we serve.

Please visit our website for further information regarding our Aboriginal and Torres Strait Islander Employment at SVHM.

SVHA has a duty of care under work health and safety legislation to eliminate and/or control the risk of transmission of vaccine preventable diseases in healthcare settings. You may therefore be required to undergo mandatory immunisations/vaccinations (including flu vaccinations).

LOCAL WORK ENVIRONMENT
Palliative Care is the active total care of people whose disease is not responsive to curative treatment. Where possible care is provided in the environment of the persons choice. St Vincents Hospital Melbourne Palliative Care Service provides coordinated medical nursing and allied health care across a number of services and locations. Palliative Care Services includes Caritas Christi in Kew; a Consultancy Service; an afterhours telephone triage service; the PsychOncology Cancer Service; and the Centre for Palliative Care which has a focus on research and education.
4. POSITION PURPOSE
This position will provide high level administrative and executive support to the Clinical Director of Palliative Medicine and the operations of the Palliative Care Medical Team. The Clinical Director plays a key role in advocating for palliative care including strategic linkages across St Vincents Health Australia and external organisations such as Palliative Care Australia.
The position works proactively to manage the Clinical Directors calendar manage rostering and leave for the medical teams and assist with other medical workforce activities such as credentialing and coordinating meetings.
The position develops and manages a network of stakeholders across the organisation and with external peak bodies on behalf of the Clinical Director.
The position is located within the Palliative Care Consult Service at St Vincents Hospital Melbournes Fitzroy campus and is part of a wider team of administrative staff across the Palliative Care Service.
5. POSITION DUTIES
Support to Clinical Director of Palliative Medicine
Diary management including organising meetings acting as first point of contact for queries and overseeing the Clinical Directors schedule and determining priorities and adjustments on a daily basis
Position Description
Administrative Officer
Non Clinical Non Managerial
Page 2
May 2025
Manage the Clinical Directors diary and travel plan and schedule meetings and functions
Collate relevant documentation for upcoming meetings on a weekly basis and brief Clinical Director on key upcoming activities
Liaise with all direct reports on behalf of the Clinical Director and support administratively with annual staff performance review and credentialing processes
Manage Clinical Directors communications including phone calls visitors internal mail and facsimiles advising Director and tracking responses and progress
Prepare agendas and take minutes for relevant meetings and committees
Maintain utmost confidentiality and privacy with regard to sensitive documents
Assist with formatting of reports correspondence and other documentation
Support for the Medical Team
Coordinate meetings and travel for regional consulting for senior medical staff
Prepare and disseminate Medical Team rosters on a weekly basis
Coordinate annual roster review process with Junior Medical Workforce and Palliative Care Service clinical leads
Maintain Kronos submit and manage leave requests and associated documentation
Operational support
Maintain the Clinical Directors manual and electronic filing systems
Maintain a network of contacts within St Vincents Hospital Melbourne including Palliative Care administrative staff medical workforce HR and credentialing teams and the Executive Office
Identify continuous improvement opportunities to improve processes
Support the recruitment process for new staff
Process invoices and payments and assist with maintaining stock of stationary and other supplies
Provide support to other members of the administrative team within Palliative Care Services
6. INCUMBENT OBLIGATIONS
General
Perform the duties of the position to the best of their ability and to a standard acceptable to SVHM
Comply with all SVHM policies procedures by laws and directions
Comply with all SVHM requirements policies procedures and directions
Treat others with respect and always behave professionally and in accordance with the SVHM Code of Conduct
Only access confidential information held by SVHM when this is necessary for business purposes maintaining the confidentiality of that information once accessed
Participate in the annual SVHM performance review process
Display adaptability and flexibility to meet the changing operational needs of the business
Comply with applicable Enterprise Bargaining Agreement provisions
Display a willingness to develop self and seek to improve performance
Maintain skills and knowledge necessary to safely and skilfully undertake duties
Take personal responsibility for the quality and safety of work performed
Recognise the relationship between clinical and nonclinical functions in the achievement of optimal safety and quality care
Take all necessary care and precautions in the performance of duties
Participate in risk management and continuous quality improvement activities as part of daytoday work
Health and Safety
Attend general hospital orientation within 3 months of commencement
Protect the health and safety of self and others complying with all health and safety related policies procedures and directions
Report incidents and accidents and collaborate with management to resolve safety issues
Position Description
Administrative Officer
Non Clinical Non Managerial
Page 3
May 2025
Complete required Fire and Emergency Training annually
Complete required Workplace Culture and Equity Training annually
As required comply with fittesting and PPE requirements
7. INCUMBENT CAPABILIITY REQUIREMENTS (Level 2)
The incumbent of this position will be expected to possess the following core capabilities:
Capability
Demonstrated behaviour
Personal
Personal effectiveness
Takes responsibility for accurate timely work results
Learning Agility
Identifies personal development needs and seeks information from a range of sources
Outcomes
Patient/Resident/client centred
Strives to meet and exceed expectations demonstrating sound judgement
Innovation and Improvement
Contributes to improvement by reviewing strengths and weaknesses of current processes
Strategy
Driving Results
Manages own work load to deliver results
Organisational Acumen
Understands the interdependencies between units/departments
People
Working with and Managing others
Takes responsibility for ensuring productive efficient teamwork
Collaboration
Works collaboratively within and outside the team
8. SELECTION CRITERIA
8.1 ESSENTIAL REQUIREMENTS
Demonstrated experience as an Administration Officer Personal Assistant / Executive Assistant with the provision of a full range of high level administrative to support senior management
Demonstrated experience in managing diaries / schedules committee support planning and coordinating meetings and events and with travel itineraries conference registrations and associated processes
Demonstrated highly developed written and oral communication skills and interpersonal skills
Demonstrated selfdriven approach to achieving tasks according to deadlines with excellent organisational planning skills and problemsolving abilities to refine processes
Excellent communication skills with a demonstrated ability to work with a range of key stakeholders to develop effective relationships and partnerships
Highlevel attention to detail and accuracy with the proven ability to prepare highlevel quality documentation
Demonstrated ability to identify problems and work with stakeholders to develop improvements
Demonstrated organisational and time management skills with the capacity to determine priorities meet deadlines and flexibly balance competing demands
Demonstrated ability to work effectively both independently and as a member of a team
Excellent computer literacy including high level skills related to of MS suite and Teams Adobe and other software packages
8.2 OTHER NONESSENTIAL REQUIREMENTS
Prior experience in the health sector

Closing Date:

Reconciliation Action Plan:

At St Vincents we acknowledge the importance of creating a work environment that is welcoming safe equitable and inclusive for Aboriginal and/or Torres Strait Islander Employees. As part of our Commitment to Reconciliation and Closing the Gap in employment related outcomes we encourage applications from Aboriginal and Torres Strait Islander Peoples.

For further information visit https:// or get in contact at

View Reconciliation Action Plan

Code of Conduct:

View Code of Conduct