Executive Assistant

On-Site | Permanent Part-Time | Minimum 3 days a Week (up to 5 days)
About Us
Western Private Hospital (WPH), is a boutique private hospital servicing the West of Melbourne with the provision of acute services, which has 62 inpatient beds.
WPH’s facilities include four Operating Theatres, CSSD, Day Stay Unit, Day Oncology Unit, Eleanor Overnight Ward for CCU, HDU & Surgical patients, Cardiac Catheter Laboratory, Specialist Consulting Suites, Nuclear Medicine Department and supported by pathology, pharmacy, radiology and radiation therapy services.
This variety creates an excellent opportunity for our team to be dynamic, flexible and customer focused in addressing the unique needs of our patients.
About the Role
**Key duties of the role include (but are not limited to)**:
Collect and confirm information regarding registration, professional indemnity and professional memberships
Monitor all credentialed practitioner credentials and licenses through the Australian Health Practitioner Regulation Agency registration and relevant professional bodies
Ensure current copies of required documentation including medical indemnity insurance and radiation/laser use licenses are kept on file
Coordinate the electronic credentialing process via CGov and maintain VMOs details in associated registers, databases and hospital systems; reporting of outstanding VMO registrations / insurance and staff registrations
Conduct audits on credentialing documentation and processes as per Clinical Governance requirements and provide regular reporting
Provide governance and secretariat support to the Board, Sub-Committees and Medical Advisory Committee
Prepare all correspondence on behalf of the CEO in relation to the accreditation process
Other associated duties supporting events and special projects
- Previous experience in an executive assistant / secretariat role working with executive level professionals and boards coordinating meetings, agendas and taking minutes
Knowledge of or the ability to rapidly acquire knowledge of health practitioner credentialing, privileging procedures and relevant legislation and standards
Demonstrated effective verbal and written communication skills including report writing
Excellent interpersonal skills, including strong customer service skills
Ability to maintain confidentiality and discretion in all communications
Ability to use independent judgement and to manage and impart confidential information
Ability to make administrative/procedural decisions and judgements
Developed problem solving skills
Excellent planning, coordination and time management skills
Responsible and accountable for own work; scheduling workloads, resolving problems, resolving operations problems and monitoring the quality of work produced
The ability to work both in a team environment and autonomously
Professional approach to liaising with Health Care Practitioners, Staff and Fellow Colleagues
Advanced information technology skills including database management
IT savvy & advanced competency in Microsoft Office programmes including, Word, Excel and Outlook
**Benefits of Working at WPH include**:
Fantastic people and inclusive workplace culture with supportive management
Competitive rates with incremental salary increases as you gain experience + yearly EA increases
No weekend or public holiday work + enjoy 2 weeks off during our Xmas/New Year close down period
Close proximity to public transport and subsidised car parking
Access to a range of health & well-being initiatives, staff discounts and benefits inc. access to confidential counselling services through our EAP for personal and professional support; discounts for physiotherapy/myotherapy/massage services & discounted rates for care in our hospital
Up to 14 weeks of Parental Leave to support eligible new parents
Everyone who joins Western Private Hospital
- Must be vaccinated against COVID-19, Influenza and provide proof of immunisation against, or immunity to, infectious diseases as required per the Health Services Act 1988 (Vic) - NOTE: for this role immunisation requirements associated with Risk Category C (mínimal patient contact)
Must provide a National Police Check conducted within the previous 6 months and evidence of Australian Residency / Full Working Rights (No Sponsorship available)
**APPLICATIONS CLOSING DATE**: 7th March 2025 (or earlier if positions are filled)
Your current CV / Resume;
WPH is committed to a diverse and inclusive workplace and to ensuring a safe environment for children and young people. We encourage individuals of diverse backgrounds including but not limited to those from the Aboriginal and Torres Strait Islander, Culturally and Linguistically Diverse and LGBTQIA+ community and people with disability to apply.
**NOTE**:
Only successful applicants shortlisted for interviews will be contacted.
We will not accept unsolicited CVs from recruitment agencies/third parties and we will not be liable or responsible for any fees or costs associated wit