Administration Assistant

Monash Health is a great place to work

Monash Health is Victoria's largest and most comprehensive health service. For more than 170 years, Monash Health and its predecessors have provided safe, high-quality healthcare and service for people at every life stage. With 25,500 employees, we provide care across south-eastern metropolitan Melbourne and rural Victoria from over 40 locations; via telehealth, within local communities and in people's homes.

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This is an exciting role to provide administrative and secretarial support to the 3 managers within the Monash Children's Hosiptal including the Service Medical Director, Operations Manager - Ambulatory and Director of Allied Health. This is a highly visible and respected role which signficantly contributes to ensuring the the unit runs smoothly. 

Embark on a rewarding career and be part of a team where your dedication makes a difference in people's lives. 

About the Role

Join our team as a Personal Assistant on a fixed term full time bases to work at Moasnh Children's Hospital.

Provide administrative and secretarial support to the Service Medical Director, Operations Manager - Ambulatory and Director of Allied Health. This is a highly visible and respected customer service role which significantly contributes to ensuring that the program runs smoothly. This position is responsible for providing high level confidential support and will interact with a wide range of key stakeholders.

Key result areas:

• Maintain a friendly, professional and approachable demeanour. 
• Provide high level administrative support to the Unit Director HITH to support smooth and efficient medical operations including, but not limited to UKG, rostering, calendar scheduling. 
• Deliver high quality customer service to internal and external stakeholders. 
• Coordinate and manage office communications, calendar appointments and knowledge/data systems. 
• Focus on continuous improvement to ensure efficient and effective office management and administrative support. 
• Meeting coordination including venue bookings, agenda preparation and minute taking where required. 
• Preparation of high-quality reports, presentations, and documents. 
• Take initiative and to work independently. 
• Work effectively and cooperatively within a team structure with fellow EAs/PAs supporting the MCH Leadership Team. 
• Provision of support to manage workforce KPIs. 
• Maintain currency of internet and IT knowledge. 
• Maintain strict confidentiality regarding material accessed including and not limited to patient records, meeting minutes, financial data and human resources records and matters. 

About You

• Qualifications/ registrations/ licences:
• Diploma (or higher) in Administration 
• Superior IT literacy and writing skills 
• Full Australian car driver's license 
• Previous exposure to and understanding of a health care system or complex organisation 
• Technical skills/ knowledge/ experience: 
• Minimum of five (5) years of related administrative experience is highly desirable 
• Previous experience in a Personal Assistant role 
• Advanced Microsoft Office / M365 skills. 
• Use/set up of technology – M365, Teams, SharePoint, Zoom, Slido, UKG Dimensions 
• Ability to manage and resolve administrative and communication problems independently and with others 
• Highly developed professional, customer-oriented approach 
• Excellent organisational and interpersonal skills 
• Demonstrated commitment to continuous improvement in the work environment 
• Demonstrated ability to deliver a high level of accuracy and attention to detail 
• Ability to work under pressure and prioritise workload including that of their key stakeholders, manage multiple tasks as well as change focus at the last minute 
• Ability to manage and resolve difficult issues, including conflict, in a professional manner 
• Flexibility and adaptability of working hours to attend meetings and special activities (with notice) in accordance to operational requirements and to undertake duties as required 
• Energised, organized, able to prioritise and multi-task, meet deadlines in a fast-paced environment 
• Understanding of quality management issues, especially systems and processes for achieving continuous quality improvement 
• Ability to create and maintain document management systems 
• Excellent communication and writing skills including a demonstrated ability to prepare reports for different audiences using clear, concise language 
• Evidence of commitment to ongoing professional development

Position Description can be found here

We recognise the value of equal employment opportunity. We are committed to patient safety, promoting fairness, equity and diversity in the workplace and to Child Safe Standards. At Monash Health we are relentless in our pursuit of excellence and work to our six guiding principles and our five ICare values.

How to Apply

Applications are accepted via the Monash Health online EHub system. For information including how to apply and probity check requirements, please click here for the 'Application Guide'

Applications will be screened upon receipt and selection activity may commence prior to the closing date. 

Applications close: 27 November 2025