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Administration Assistant

2 weeks ago

Melbourne, Australia Western Health Full time

Requisition No: 4893
- Executive Division: Operations
- Division: Womens & Childrens Services
- Program: Womens & Childrens Services
- Department: Womens & Childrens Services
- Enterprise Agreement: Varied Health and Allied Services, Managers and Ad
- Job Function: Administration & Leadership
- Project:

- **Location**:Joan Kirner Women's & Children's Hospital
- **Employment Type**:Ongoing,**Full Time
- **Salary**:HS3

**About the role**

An exciting opportunity has become available for an enthusiastic, experienced, and highly organised Administration professional to join our energetic and dynamic team in the Women’s & Children’s Clinical Directorate at Western Health.

As an Administration Assistant, you will play a key role in the operational management and administrative support of Senior Medical Staff within the division. This is a critical role that requires excellent communication skills, a proactive approach, and a strong commitment to delivering high-quality administrative services in a fast-paced non-clinical environment.

**Key responsibilities**:

- Acting as the key liaison for medical queries related to operations, HR & payroll.
- You will be working within a small team to provide support and facilitate the recruitment, rostering, payroll and leave management requirements for the Senior Medical Staff.
- Ensuring compliance with HR, EBA, Roster requirements
- Assist with roster coordination and leave management.
- Maintain accurate records and data systems in compliance with health service policies.
- Support various departmental functions and continuous improvement initiatives.

**About you**:
You are a dedicated and experienced professional who enjoys working under pressure and thrives in a fast-paced environment. With a strong background in providing high-level support to Senior Medical staff, you are highly organised, adaptable, and confident in managing competing priorities.

You bring excellent communication skills, a keen eye for detail, and a proactive approach to problem-solving. Whether working independently or as part of a team, you remain calm, focused, and solution-oriented—especially when challenges arise.

Your professionalism, reliability, and passion for contributing to high-quality healthcare services make you a valued and trusted member of any team.

**Your Skills and Experience (preferred)**
- Extensive administrative experience, preferably within healthcare, or medical workforce background.
- Strong organisational and time management skills, with the ability to manage multiple tasks and meet deadlines in a fast-paced setting.
- Excellent written and verbal communication skills, including the ability to interact professionally with senior medical staff and various level stakeholders.
- High-level attention to detail and accuracy
- Proactive problem-solving skills and the ability to work both independently and as part of a collaborative team.
- A high degree of professionalism, discretion, and confidentiality in handling sensitive information
- Adaptability and flexibility, with a willingness to support team members and respond to changing priorities.

Position Description

**About Western Health**

Western Health is one of the largest healthcare providers in Victoria, caring for a vibrant, diverse and rapidly growing community of one million people in Melbourne’s western suburbs.

With more than 13,000 staff, Western Health delivers 800,000+ occasions of care every year, providing high-quality, person-centred care across every life stage.

We provide a combination of hospital, community-based, at-home and in-reach services to aged, adult and paediatric patients and newborn babies. Specialties include

oncology, renal, mental health, women’s health and maternity, chronic diseases, geriatrics and cardiology.

We have remarkable strengths in chronic disease, complex care and developing innovative and sustainable healthcare solutions. Our experience at the coalface of healthcare delivery for some of Australia’s most culturally and socioeconomically diverse and vulnerable populations provides us with unique insights into the most pressing health challenges.

Western Health operates four acute public hospitals: Sunshine Hospital (including Joan Kirner Women’s and Children’s), Footscray Hospital, Williamstown Hospital and Bacchus Marsh Hospital. We also operate Sunbury Community Hospital, Sunshine Mental Health and Wellbeing Centre, Melton Health and Community Services, Bacchus Marsh Community Health Centre, Caroline Springs Community Health Centre and Grant Lodge Residential Aged Care in Bacchus Marsh. Western Health also provides the primary healthcare service at the Dame Phyllis Frost Centre, a women’s prison located in Ravenhall.

**Why join us?**

**Compensation and benefits**
- Competitive salary packages aligned with market standards.
- Health and wellbeing programs, including flexible work arrangements.
- Scholarships and grants to support your continuous learning journey.