Administrative Assistant

3 weeks ago

Heidelberg, Australia Austin Health Full time
  • Fixed-Term Full Time Parental Leave Cover

Austin Health is the major provider of tertiary health services, health professional education and research across three campuses in the north-east of Melbourne and state-wide.  We have a highly engaged, diverse and collaborative workforce that is unified by our purpose, which is to help people live healthy and fulfilled lives.

About the Legal Team 

The Legal Office is a unit within the Chief Executive’s Office.  The Legal Office is responsible for providing a wide range of legal services to Austin Health.  The office comprises General Counsel, Senior Legal Counsel, Medicolegal Unit, Corporate Policies Manager, Contracts Administrator and Administrative Support. 

About the role

A regular day will see you:

  • Manage and assist the legal department in day-to-day administrative tasks.  Specifically, this includes:
  • Answer telephones, greet clients and help resolve their problems and direct their problems to the appropriate member of the Legal Office.
  • Manage and execute timely delivery of assigned legal tasks or services.
  • Monitoring, tracking and following up on actions of various legal inboxes.
  • Plan and schedule appointments, conferences, meetings and travel arrangements for legal staff.
  • Create, format, revise and edit legal documents such as affidavits, agreements, deeds, complaints and briefs.
  • Handling of statements and Court documents, arranging for signature by staff and swearing/affirming for Court
  • Prepare and edit correspondence, minutes, letters, memos, policies and presentations.
  • record and monitor deadlines.
  • set up, organise and maintain electronic filing systems in accordance with recognised procedures, and archiving of Legal Office records.
  • Manage responses to subpoena applications directed to Austin Health, including engagement of barristers to act for Austin Health and preparation of briefs for barristers.
  • Manage stationary, office supplies and office equipment.
  • Process expense accounts and reconciliations.
  • Maintain accurate expense account records.
  • Author and maintain content on intranet website for the Legal Office.
  • Assist with recruitment process and on-boarding of new staff for the Legal Office.
  • Approve timecards and leave requests for Legal Office staff using Kronos (payroll system).
  • Assist and support legal office staff.
  • Provide back-up assistance in covering executive assistants on leave, as required.

Our benefits

Working at Austin Health means enjoying a strong sense of purpose, engaging in meaningful work every day.  Our people also receive a variety of rewarding benefits, including:

  • Greater take-home pay through generous salary packaging for living expenses, meals and holiday accommodation
  • A suite of wellness initiatives designed to support you, including discounted fitness memberships and special offers on health insurance, and a comprehensive wellbeing program
  • Mentoring, learning and career development opportunities
  • Onsite childcare, easy access via public transport, discounted car parking 
  • Five weeks annual leave (pro rata for part time), plus purchased leave options 
  • Flexible, hybrid working arrangements 

Inclusion at Austin Health

We celebrate, value and include people of all backgrounds, genders, identities, cultures, bodies and abilities.  We welcome and support applications from anyone identifying as Aboriginal and/or Torres Strait Islander, physically or culturally diverse, LGBTQIA+, and people of any age.

Work with us

If you feel this role is right for you, we encourage your early application. Applications will be reviewed as they are received, and interviews may take place prior to the closing date. This means we reserve the right to close a job ad prior to the advertised closing date.  All appointments are made subject to a satisfactory National Police Check and if required, a Working With Children Check. If you require any reasonable adjustments to the recruitment process, you are welcome to reach out to the hiring manager.

Interested in finding out more about this opportunity? Click here to view the position description for further details.

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