Personal Assistant

At Peter Mac we aim to continuously improve cancer care, research and education across all cancers and for all people affected by cancer: changing lives, breaking new ground. Everything we do is underpinned by our core values, Excellence, Compassion and Innovation. Welcoming people from a wide variety of different backgrounds and experiences is critical to fostering innovation, cultivating compassion, attracting and retaining top talent and providing the best possible cancer care for our patients.
 
YOUR ROLE IN OUR FUTURE
Personal Assistant – Division of Anaesthesia, Perioperative Medicine, and Pain Medicine

•    Ongoing Full Time with a monthly accrued day off (ADO)

•    HS3 Salary Range $74k-$82k + salary packaging + super + 5 weeks annual leave
 
The Personal Assistant to the Director and Clinical Leads, Division of Anaesthesia, Perioperative Medicine, and Pain Medicine is responsible for providing administrative support to the Director and Clinical Leads, including administrative support to facilitate patient appointments and care, diary management as well as general administration to support the department and other clinical staff.
 
Applicants to this role should provide a covering letter outlining relative key skills and experience to assist us with our assessment. 

For further information about this opportunity, click Apply to be redirected to the Peter Mac Careers page where you can review the position summary. Alternatively, please contact us using the information below for a confidential discussion.
Hiring Manager: Erin Brennan
Contact Number:
Email:
 
Applications Close: 11:59pm Monday 29 September 2025

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Position Summary
The Personal Assistant to the Deputy of Cancer Surgery is
responsible for providing administrative support to the
Deputy Director including administrative support to
facilitate patient appointments and care, diary
management as well as general administration to support
the department and other clinical staff. Enterprise Agreement
Health and Allied Services, Managers and Administrative Workers (Victorian Public Sector) (Single Interest Employers) Enterprise Agreement Classification or Salary Range
HS3 Immunisation Risk Category
Immunisation Category C Key Relationships

Internal 

• Surgeons 
• Anaesthetists 
• Staff within the Department of Surgery 
• Admissions and Registrations staff 
• Specialist Clinics staff 
• Patient Navigators and Nurse Consultants 
• Other hospital departments including Cancer Imaging, 
• Health Information Services, Pathology, Executive 
• Medical workforce unit 

External 

• St Vincent's Clinical School 
• St Vincent's Breast Screen 
• General Practitioners 
• External medical providers 
• Patients and their carers 

Skills

Essential Requirements  

• Experience with and understanding of medical terminology 
• Demonstrated experience delivering a high level of customer service 
• Highly developed communication and organisational skills 
• Innovative, flexible and open to change 
• Ability to work autonomously 
• Computer proficiency 

Desirable Requirements  

• Previous experience with Patient Administration systems such as iPM / Clinical Viewer 

Key Accountabilities

Key Accountabilities
Demonstrated by / Key Performance Indicators

1. Administrative support to facilitate patient appointments and care

• Facilitates patient appointments including specialist clinics, imaging and other appointments as required
• Ensures iPM data entry is accurate
• Provides administration support to specialist clinics as required
• Communicates with external providers as required to request patient information
• Communicate with patients to negotiate
• dates, answer questions and provide information as required
• Attends to other administrative duties as requested by the clinical staff

• Provide a high level of customer service to patients, carers and staff
• Respond to patient and/or staff queries in a timely and respectful manner consistent with organisational guidelines
• iPM data entry is timely and accurate
• Attends specialist clinics as required
• Evidence communication with external providers is appropriate and information is requested in a timely manner
• Evidence of effective communication with patients

2. General Administration

• Provides general administration support as requested which may include a combination of the following

1. Collation of timesheets
2. Coordination of rosters including oncall rosters and leave planners
3. Collation of Continuing Medical
4. Education claims
5. Coding invoices

• Provides general administration support to clinical staff which may include a variety of tasks such as diary and meeting management, preparation of documents, preparation of presentations and other tasks as requested.
• Provides administrative support for the recruitment process which may include generating eRecruit requests, arranging interviews, completing onboarding of new staff and preparing variation requests.
• Provides secretarial support for meetings as requested
• Attends to other administrative tasks, as required, related to area of portfolio

• Evidence general administration tasks are completed accurately and in a timely manner
• Recruitment tasks are completed accurately and within the desired timeframe
• Meeting agendas and minutes are circulated in a timely manner
• Evidence of completion of other administrative tasks according to area of portfolio

Key Accountabilities (Contd..)

Key Accountabilities
Demonstrated by / Key Performance Indicators

3. Communication with patients, GPs and other hospital staff

• Information is provided to patients and GPs as required
• Responds to patient enquiries in timely manner including escalation to clinical staff when required
• Liaises with relevant hospital staff as required regarding patient bookings and appointments
• Liaises with relevant hospital staff as required

• Evidence communication with patients and
• GPs is timely Evidence that patient enquires are managed appropriately
• Evidence communication with other hospital staff is effective

4.Professional leadership

• Systematically evaluates own practice, and identifies pertinent areas for development
• Responsible for maintain own competencies, and participating in those activities that contribute to the ongoing development of self
• Appraises own performance against this position description at least annually

• Acts collegially to support colleagues and peers
• Behaves ethically
• Acts as a resource to all staff within Peter Mac
• Demonstrates ability to take on new projects and tasks, and meet deadlines
• Demonstrates well developed communication and conflict resolution skills
• Evidence of active maintenance of own professional involvement
• Performance plan will reflect professional development activities and professional involvement. Will be reviewed in regular discussions with the line manager and annually during performance appraisal.

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For further information about this opportunity, click Apply to be redirected to the Peter Mac Careers page where you can review the position profile. Alternatively, please contact us for a confidential discussion.

Peter Mac is a child safe organisation and has a commitment to child safety and wellbeing.

WHY WORK FOR PETER MAC

• Peter Mac offer a range of benefits which support our people both personally and professionally.
• Our staff benefits include award winning facilities, professional development and events, a health and wellbeing program, flexible work practices and policies and financial benefits such as salary packaging.
• We encourage applications from Aboriginal and Torres Strait Islander people, all members of the LGBTQI community and people with a disability.

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