St. Vincent’s Hospital Melbourne

Job Description:

• Excellent benefits including salary packaging
• Challenging and rewarding work environment
• Friendly and dynamic team
• Pro-active & supportive leadership
• Flexible working arrangements
• Permanent, Full time

About the Role

You are responsible for providing personal administration support to the General Manager (GM) and Clinical Program Director (CPD). The role will also be responsible for performing a range of administrative and/or project related duties, at the direction of the GM / CPD, to assist in the operation of the Continuing Care Program. Based on the successful applicants’ skill set, other, higher level, project related tasks may be required, as directed/delegated by the General Manager.

• Delivery of administrative and operational support to the Continuing Care GM and CPD and the wider operational leadership team
• Manage and coordinate diary/meeting schedules, including meeting/appointment requests and arrange meetings, as requested
• Assist with preparation of presentations
• Provide administration support and coordination with strategic planning and continuous improvement projects, as directed
• Creation and formatting of reports, correspondence, statistical reporting platforms, as required

Classifications for this position will range from classification range HS3 - HS25 ($74,448.40 - $82,305.60 per annum).

Your Contribution

• Experience in, and knowledge of, administrative support roles and functions
• Highly proficient computer skills using Microsoft Office Suites including Word, Excel, Access, PowerPoint and demonstrated ability to learn and use other digital platforms as relevant to the role
• Exceptional written and verbal communication, time management and organisational skills
• Innovative and creative and the ability to multitask on an ongoing basis
• Proven ability to work under pressure, prioritise workload and meet deadlines
• Demonstrated ability to work both independently and successfully as part of a team
• Problem solving ability
• Flexibility and the willingness to undertake a broad range of tasks
• Current National criminal history check, or willing to obtain

What we Offer

• A focus on wellbeing initiatives, with regular events and programs
• Confidential, solutions-focused employee counselling
• A healthy work/life balance encouraged. Full time employment comes with a monthly Accrued Day Off (additional day off per month!)
• Ability to join Fitness Passport - Your pass to an extensive choice of fitness facilities
• Salary Packaging – Increase your take home pay!
• Discounts and Promotions always available through our Foundation
• Regular opportunities for professional development to assist you to reach your career goals
• Culture of continuous improvement
• Flexible working arrangements including opportunity to negotiate working from home arrangements

About (Continuing Care)

The Continuing Care (CC) Program sits within the SVHM Clinical Operations Directorate. The Program encompasses a broad and diverse range of services including Subacute (Rehabilitation Medicine, Geriatric Medicine and Palliative Care Services), a range of Community Services, including Health Independence Program (HIP), Healthcare for Homeless services, the Aged Care Assessment Service (ACAS), and the GP Liaison service, as well as all SVHM Residential Aged Care (RAC) facilities. Care is delivered across a variety of settings, including the Emergency Department (ED), acute and sub-acute inpatient wards, and ambulatory / home settings.

Working at St Vincent’s

St Vincent’s Hospital Melbourne (SVHM) is a leading teaching, research and tertiary health service. SVHM provides a diverse range of adult clinical services and is driven by values of Compassion, Justice, Integrity and Excellence.

Application

Please attach your resume and cover letter to your application.

Shortlisting for this position will commence immediately. We encourage you to apply promptly as the advertisement may close early should a suitable applicant be sourced.

We encourage applications from people of all backgrounds and abilities. Inclusion is essential to our mission and diversity reflects the community we serve.

Please visit our website, for further information regarding our Aboriginal and Torres Strait Islander Employment at SVHM.

SVHA has a duty of care under work health and safety legislation to eliminate and/or control the risk of transmission of vaccine preventable diseases in healthcare settings. You may therefore be required to undergo mandatory immunisations/vaccinations (including flu vaccinations).

1.LOCAL WORK ENVIRONMENT

The Continuing Care (CC) Program sits within the SVHM Clinical Operations Directorate. The Program encompasses a broad and diverse range of services including Subacute (Rehabilitation Medicine, Geriatric Medicine and Palliative Care Services), a range of Community Services, including Health Independence Program (HIP), Healthcare for Homeless services, the Aged Care Assessment Service (ACAS), and the GP Liaison service, as well as all SVHM Residential Aged Care (RAC) facilities. Care is delivered across a variety of settings, including the Emergency Department (ED), acute and sub-acute inpatient wards, and ambulatory / home settings. The CC Administration and Operations Assistant will be based at the St George’s campus, with the opportunity to negotiate working from home arrangements.

2.POSITION PURPOSE

Accountable to the General Manager, the CC Administration and Operations Assistant will provide personal administration support to the General Manager (GM) and Clinical Program Director (CPD). The role will also be responsible for performing a range of administrative and/or project related duties, at the direction of the GM / CPD, to assist in the operation of the Continuing Care Program. Based on the successful applicants’ skill set, other, higher level, project related tasks may be required, as directed/delegated by the General Manager.

3.POSITION DUTIES

• Delivery of administrative and operational support to the Continuing Care GM and CPD and the wider operational leadership team, as directed by the GM
• Manage and coordinate diary/meeting schedules, including meeting/appointment requests and arrange meetings, as requested
• Coordinate meetings as requested, including timely preparation of agendas, completion of minutes and distribution
• Attend and minute meetings, as required by the GM or CPD
• Correspond with relevant internal SVHM and external professionals and their representatives, and other relevant stakeholders and keep all parties informed of relevant communications, meetings and schedule changes
• Assist with preparation of presentations
• Provide administration support and coordination with strategic planning and continuous improvement projects, as directed
• Creation and formatting of reports, correspondence, statistical reporting platforms, as required
• Assist with recruitment administration as required
• Ensure the timely completion of Kronos administrative processes each pay period and D365 invoice administration on behalf of the GM and CPD, as required
• Ensure the confidentiality of all dealings with the Continuing Care leadership team
• Maintain a high standard of data management
• Ensure achievement of all internal and external reporting guidelines and deadlines
• Act as a liaison and resource person for the information requirements of the GM and CPD

4.INCUMBENT OBLIGATIONS

General

• Perform duties of the position to best of their ability and to a standard acceptable to SVHM
• Comply with all SVHM requirements, policies, procedures, by laws and directions
• Treat others with respect and always behave professionally and in accordance with the SVHM Code of Conduct
• Only access confidential information held by SVHM when this is necessary for business purposes, maintaining the confidentiality of that information once accessed
• Participate in the annual SVHM performance review process.
• Display adaptability and flexibility to meet the changing operational needs of the business.
• Comply with applicable Enterprise Bargaining Agreement provisions.
• Display a willingness to develop self and seek to improve performance.
• Maintain skills and knowledge necessary to safely and skilfully undertake duties
• Take personal responsibility for the quality and safety of work performed
• Recognise the relationship between clinical and non-clinical functions in the achievement of optimal safety and quality care
• Take all necessary care and precautions in the performance of duties
• Participate in risk management and continuous quality improvement activities as part of day-to-day work

Health and Safety

• Attend general hospital orientation within 3 months of commencement
• Protect the health and safety of self and others, complying with all health and safety related policies, procedures and directions
• Report incidents and accidents and collaborate with management to resolve safety issues
• Complete required Fire and Emergency Training annually
• Complete required Workplace Culture and Equity Training annually
• As required, comply with fit-testing and PPE requirements
• Report any hazards, near misses and incidents (regardless of whether an injury occurred or not) into Riskman

5.INCUMBENT CAPABILIITY REQUIREMENTS (Level 2)

The incumbent of this position will be expected to possess the following core capabilities:

• Capability
• Demonstrated behaviour
• Personal
• Personal effectiveness
• Takes responsibility for accurate, timely work results
• Learning Agility
• Identifies personal development needs and seeks information from a range of sources
• Outcomes
• Patient/Resident/client centred
• Strives to meet and exceed expectations, demonstrating sound judgement
• Innovation and Improvement
• Contributes to improvement by reviewing strengths and weaknesses of current processes
• Strategy
• Driving Results
• Manages own work load to deliver results
• Organisational Acumen
• Understands the interdependencies between units/departments
• People
• Working with and Managing others
• Takes responsibility for ensuring productive, efficient teamwork
• Collaboration
• Works collaboratively within and outside the team

6.SELECTION CRITERIA

6.1ESSENTIAL REGISTRATION, LICENSE OR QUALIFICATION REQUIREMENTS

• Certificate IV or equivalent Office Administration

6.2 OTHER ESSENTIAL REQUIREMENTS

• Experience in, and knowledge of, administrative support roles and functions
• Highly proficient computer skills using Microsoft Office Suites including Word, Excel, Access, PowerPoint and demonstrated ability to learn and use other digital platforms as relevant to the role
• Exceptional written and verbal communication skills
• Demonstrated time management and organisational skills
• Ability to anticipate needs with regard to meeting agendas and papers as well as future activities
• Innovative and creative and the ability to multitask on an ongoing basis
• Proven ability to work under pressure, prioritise workload and meet deadlines
• Ability to handle difficult situations and remain professional at all times
• Demonstrated ability to work both independently and successfully as part of a team
• Demonstrated ability to communicate effectively across a broad range of internal and external clients
• Ability to identify and develop relationships with key stakeholders
• Problem solving ability
• Flexibility and the willingness to undertake a broad range of tasks
• Demonstrated ability to identify process improvements and implement effective solutions
• Commitment to the Values of SVHA and to the Hospital Code of Conduct

Closing Date:

26 June 2025 11:59pm

Reconciliation Action Plan:

At St Vincent's we acknowledge the importance of creating a work environment that is welcoming, safe, equitable and inclusive for Aboriginal and/or Torres Strait Islander Employees. As part of our Commitment to Reconciliation and Closing the Gap in employment related outcomes, we encourage applications from Aboriginal and Torres Strait Islander Peoples.

For further information, visit https://www.svha.org.au/about-us/reconciliation or get in contact at indigenouscareers@svha.org.au

View Reconciliation Action Plan

Code of Conduct:

View Code of Conduct

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