Administrative Assistant

Overview

Alfred Health is a leader in health care delivery, improvement, research and education. We are the main provider of health services to people living in the inner southeast suburbs of Melbourne, from ambulatory to inpatient and home and community-based services. On 1 January 2026, Alfred Health will come together with Kooweerup Regional Health Service, Peninsula Health, Bass Coast Health and Gippsland Southern Health Service to create Bayside Health, a newly merged health service with more than 22,000 employees caring for a community of over 1.2 million Victorians. The new health service will provide people with the best possible care with services that support them throughout their lives. The merger will also strengthen our workforce, providing new training, education and career opportunities. Subject to final approval on 1 January 2026, all employees from the five health services will transfer to Bayside Health.

The Department

The Bariatric Surgery Registry is an established bi-national clinical quality registry that monitors the safety and efficacy of bariatric surgery across Australia and Aotearoa New Zealand. Since its beginning in 2012, the Registry has enrolled over 165,000 people who have had a bariatric procedure and has 213 surgeons and 150 hospitals contributing data. The Registry’s team is based in Monash University’s School of Translational Medicine (STM) at the Alfred Hospital campus. Further information about the registry can be found at https://www.monash.edu/medicine/sphpm/registries/bariatric. Website: www.monash.edu/medicine/sphpm/registries/bariatric

The Position

The BSR Administrative Assistant provides general administrative and data entry support to the Bariatric Surgery Registry team based at the Alfred Centre, Melbourne. The responsibilities of this role include:

Data Entry:

- Enter data into BSRi.
- Enter data into Microsoft Excel spreadsheets for record-keeping and analysis.

Administrative:

- Prepare and mailout Participant Explanatory Statement as per standard operating procedures and protocol
- Follow up of ‘Return to Sender’ Participant Explanatory Statements as per protocol;
- Answering telephone calls by drawing on knowledge of the work area’s procedures to respond to general inquiries (under guidance for nonstandard matters);
- Scan and file any documents related to the Registry;
- Printing, collating and distributing faxes;
- Prepare and mail out welcome packs/ flyers/ forms to new surgeons;
- Post and pick up daily mail as required including distributing to appropriate staff;
- Assist with induction of new team members
- Ordering supplies and stationery;
- Maintain accurate administrative records and data entries in the Insightly CRM system.

Additional responsibilities:

- Maintain and apply a comprehensive knowledge of the work area’s policies, procedures and techniques to provide services and find appropriate solutions to day-to-day issues.
- Develop and maintain excellent working relationships with a range of contacts and use these to facilitate communication.
- Other duties as directed by the BSR Management team.

Key selection criteria

Essential

1. Relevant experience and/or education/training in a health-related setting.
2. Excellent written communication and verbal communication skills;
3. Demonstrated capacity to work independently and cooperatively and collaboratively in a team;
4. Demonstrated computer skills with databases, word processing and spreadsheets;
5. Highly organised, strong attention to detail with proven ability to follow instruction and prioritise tasks accordingly;
6. A demonstrated awareness of the principles of confidentiality, privacy and information handling; and
7. Experience in dealing with clinicians and hospital administration staff in a collaborative manner

Desirable:

1. Relevant experience in administration in the Health sector.
2. Demonstrated knowledge of the structure and operation of a large University and the placement of a Registry within this organisation.

Benefits

- Access to Salary Packaging and Novated Leasing
- Health and Wellbeing initiatives in addition to discounted health insurance
- Great work/life balance

Please submit a cover letter and CV to be considered.

For any enquiries, please email rachana.pattali@monash.edu

Applications close: 11pm AEST, Thursday 9th October 2025.

We embrace diversity and strive to have a workforce that reflects the communities we serve. We actively encourage applications from Aboriginal and Torres Strait Islander people, people with disability, and people of all genders, sexualities, and cultural backgrounds.

If you require adjustments to the recruitment and selection process, or require an alternative format to any of the application materials, please don’t hesitate to get in touch with the contact person listed on this ad.

In accordance with the Health Services Amendment (Mandatory Vaccination of Healthcare Workers) Act 2020, health care workers in Category A or B roles (as determined by the department’s risk ratings) are required to be vaccinated against influenza or hold an acceptable medical exemption.

Website: www.alfredhealth.org.au

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