Personal Assistant to Head of Unit ICU and Nurse Manager ICU, VHH

Join Our Dedicated Team at The Victorian Heart Hospital's Intensive care Unit

Who We Are

The Victorian Heart Hospital (VHH) is Australia's first purpose-built cardiac hospital and a national leader in cardiac care. Our state-of-the-art 16-bed Intensive Care Unit (ICU) specialises in cardiothoracic care, offering advanced treatment options for patients with complex cardiac failure. With a nurse-led ECMO service and an innovative, patient-centred model of care, we are proud to deliver exceptional outcomes for critically ill cardiac patients.

About the Opportunity

We are seeking a highly skilled and reliable Personal Assistant (PA) to provide comprehensive administrative support to the Head of Unit and Nurse Manager of the VHH ICU. This is a pivotal role in ensuring the smooth daily operations of the ICU's leadership team, supporting both clinical excellence and team coordination.

Key Responsibilities:

• Proactive diary management and meeting coordination for the Head of Unit and Nurse Manager
• Agenda preparation, minute-taking, and follow-up actions for departmental and committee meetings
• Administer recruitment processes for medical staff, liaising with the Medical Workforce Unit regarding registration and visa requirements
• Support roster and timesheet management via UKG, with a strong understanding of relevant awards
• Draft professional correspondence, reports, and presentations with high attention to detail
• Serve as a key liaison between internal departments and external stakeholders
• Monitor mandatory training compliance and support reporting processes
• Coordinate events, workshops, and forums, including venue and logistics management
• Provide support and relief for other ICU PAs during leave and high-demand periods
• Undertake other administrative tasks and project work as directed by ICU leadership

About You

To thrive in this role, you will be a competent and experienced PA, known for your reliability and ability to manage multiple competing priorities in a fast-paced environment. You bring:

• Strong administrative skills, with advanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams)
• High-level organisational and time management capabilities
• Excellent interpersonal and communication skills - both written and verbal
• Proven ability to work independently while supporting a team
• Experience working within a clinical or healthcare setting (preferred but not essential)
• A proactive and collaborative approach, with the ability to maintain confidentiality and professionalism at all times

Please note: This is an onsite position based at the Victorian Heart Hospital, and the successful candidate will be expected to work full-time on-site (no remote or hybrid flexibility).

Grow With Us:

At VHH ICU, you'll be part of a dedicated, inclusive, and dynamic team at the forefront of cardiac intensive care. Our hospital is brand-new, designed to foster both patient wellbeing and staff satisfaction. Working alongside a passionate and supportive team, you'll play a vital role in delivering high-quality care in a progressive and collaborative environment.

What You'll Love About Working With Us

Ours is a connected team with strong shared values and an unwavering commitment to excellence. We are a highly skilled, collaborative, and welcoming team where the only limit in your career is you.

Upon your appointment, we will provide you with:

• A supportive and cohesive sub-team, working within a larger consumer relations team.
• Professional development courses, seminars and mentoring.
• Opportunities for you to use your experience in the role to inform and drive initiatives within the broader units and programs.
• Salary packaging
• Onsite subsidised staff parking

• Discounted banking (BankVic)

• Comprehensive health and wellbeing programs to all employees. This includes the Employee Assistance Program for counselling and coaching support as well as mental health training, digital wellbeing and financial wellbeing programs.

• Onsite Gym options and ability to join Fitness Passport - your pass to an extensive choice of fitness facilities.

• Through partnerships with Medibank Private and HCF, Monash Health also offers employees cost-effective corporate private health insurance cover.