Administrative Officer

University of Melbourne (UoM), the second oldest university in Australia, has been moulding students ever since it was built in 1853, over 160 years ago. It is known internationally as...

Position Number: 0065309
Location: Austin Health, Heidelberg Victoria
Role type: Full-time; Fixed-term for 12 months
Faculty: Medicine, Dentistry and Health Sciences
Department/School: Surgery - Austin Health, Melbourne Medical School
Salary: UOM 5 – $83,159 - $95,518 p.a. plus 17% super

About the Role
Join the Melbourne Medical School's Department of Surgery as an Administrative Officer, providing high-level secretarial and administrative support to the Precinct Lead at Austin Health. This pivotal role also extends to supporting the Precinct Lead's duties within the HPB & Liver Transplant Surgery Unit, executive activities within Austin Health, and engagement with the Division of Surgery & Therapeutic Intervention (DOSTI).

In this fast-paced environment, you will be responsible for managing complex schedules, coordinating administrative tasks, handling sensitive matters with discretion, and interacting with internal and external stakeholders daily. Your role will be essential in ensuring seamless operations, supporting surgical education activities, and assisting staff, students, consultants, and international collaborators.

A key focus of this role is diary and organisational management for the Surgical Lead, requiring a deep understanding of relationships, commitments, and obligations across Austin Health and the University of Melbourne. You will also play a crucial role in supporting and coordinating both salaried and honorary members of the precinct, contributing to the success of surgical research, education, and patient care.

If you are a proactive and highly organised professional with a keen eye for detail and a passion for supporting medical leadership, we encourage you to apply.

Your responsibilities will include:

• Provide administrative support to the Precinct Lead (Department of Surgery), including but not limited to, diary management, arranging meetings, appointments, functions and travel; providing notice on forthcoming meetings, events and deadlines.
• Provide administrative support for the Precinct Lead's role as Director of HPB & Liver Transplant Surgery Unit including arranging clinical unit meetings, minuting meetings where appropriate, correspondence to unit members, oversight of unit activities.
• Manage the day-to-day correspondence for Lead (as above), including responding to emails as appropriate, the processing and prioritising of incoming and outgoing mail, drafting routine clinical and academic correspondence.
• Act as secretary to appropriate committees and meetings with responsibilities for preparation and distribution of agendas, minutes and action items.
• Maintain oversight of honorary members of the precinct, arrange appropriate reviews for appointments and re-appointments, arrange timely meetings with the precinct lead and coordinate with the DoS academic Titles Committee.
• Assist salaried academic members of the precinct with arranging annual performance reviews in a timely manner.

Who We Are Looking For
You are an administrative professional with demonstrated experience providing executive support in a fast-paced environment. You will have a deep understanding of hospital and University administrative structures.

Your experience extends to supporting senior staff, using sound judgment and initiative to manage competing priorities. Strong interpersonal skills, politeness, collegiality, discretion, and the ability to handle confidential information are essential. With well-developed organisational skills, you will manage workflows, prioritise tasks, and ensure deadlines are met while maintaining efficiency and attention to detail.

You will also have:

• Demonstrated understanding of Hospital / Healthcare administrative structures and personnel and ability to flexibly interact between university and hospital related activities.
• Completion of a relevant tertiary diploma/higher qualification or relevant work experience working within a similar role/and or an equivalent combination of relevant experience and/or education and training.
• Demonstrated experience in the provision of a range of administrative support to senior staff with a demonstrated capacity to exercise independent and sound judgement and initiative.
• Demonstrated level of coordination to arrange meetings, communicate effectively, meet and greet participants and minutes meetings as well as delivery of meeting agendas and minutes within expected timeframes.
• Well-developed professional organisational skills, including the ability to co-ordinate workflow, determine priorities, meet deadlines and effectively and proactively manage competing demands.

This role requires that the successful candidate must undergo and maintain an up-to-date Working with Children Check.

Please note: Visa sponsorship is not available for this position. This role requires current valid work rights for Australia.

Your New Team – Department of Surgery
The Department of Surgery (DoS) is based across six precincts of the Melbourne Medical School (Eastern Hill, Parkville, Heidelberg, Northern, Western and Sunshine) and its affiliated hospitals including St Vincent's Hospital, Royal Victorian Eye and Ear Hospital, Royal Melbourne Hospital, Austin Hospital, Western/Sunshine Hospitals, Epworth Hospital and Northern Hospital. The Austin Precinct incorporates the University of Melbourne activities involving staff from many Departments of the Melbourne Medical School including Surgery, Medical Education, Medicine and Radiology, Psychiatry, General Practice, Obstetrics and Gynaecology, and Paediatrics. Members of the department are involved in research and in post-graduate teaching in surgery. These activities are undertaken both within the department, and more broadly on the hospital precincts.

What We Offer You
In addition, we offer the opportunity to be part of a vibrant community and enjoy a range of benefits, including generous leave provisions, salary packaging, health and well-being services and discounts on graduate courses. For more information, check out our benefits page

Be Yourself
The University of Melbourne is an Equal Opportunity Employer and a child-safe organisation. We are committed to creating an inclusive and equitable workplace where all individuals feel valued, respected, and have the opportunity to thrive regardless of gender identity, ethnicity, sexual orientation, disability, age, being a parent or having caring responsibilities.

The University of Melbourne is committed to fostering a barrier-free and inclusive recruitment process. We are dedicated to providing reasonable adjustments for candidates throughout the application and interview stages, including accessible document formats and alternative application methods. To discuss your specific requirements, please feel free to contact Kim Groizard +61 3 9035 3218 or send an email titled 'Reasonable Adjustments' to hr-careers@unimelb.edu.au. You can find more information for applicants requiring reasonable adjustments on our Careers website: https://about.unimelb.edu.au/careers

Aboriginal and Torres Strait Islander Applicants
We aspire to be the University of choice for Indigenous Australians, with unprecedented investment to attract, nurture and retain Aboriginal and Torres Strait Islander students and staff. Tangible support through a range of programs and initiatives will ensure that you personally succeed and flourish while at the University of Melbourne.

Join Us
If you feel this role is right for you, please apply with the following documents:

• Resume
• Cover Letter outlining your interest and experience
• The responses against the following Selection Criteria^ (found in the Position Description)
  • Completion of a relevant tertiary diploma/higher qualification or relevant work experience working within a similar role/and or an equivalent combination of relevant experience and/or education and training.
  • Demonstrated capacity to exercise independent and sound judgement and initiative.
  • Demonstrated understanding of Hospital / Healthcare administrative structures and personnel and ability to flexibly interact between university and hospital related activities.
    • Ability to work independently and a demonstrated ability to communicate and work effectively in a team environment and take initiative where appropriate.

Please ensure that you apply through the Apply Now button at the bottom of this advertisement. However, if you have any questions regarding the recruitment process, please feel free to contact us via email at hr-careers@unimelb.edu.au, ensuring that you include the Position Number and the Job Title as the subject. Please do not share your application to this email address.

If you have any particular questions regarding the job please follow the details listed on the Position Description.

Applications close: Sunday 30th March 2025 11:55 PM Australian Eastern Daylight Time (AEDT)