Job Description: Work for one of Australia’s leading hospital groups Part Time (8 hours per week) Friendly & supportive team About the Role We are seeking a highly experienced and self-motivated Administrative Assistant to work as a member of our dedicated team. You will provide reception and administrative support for a residential aged care service. Your customer/consumer base is diverse – our valued older residents, their carers, families and professional staff. Provide an exceptional customer service experience with a positive attitude and strong attention to detail. Coordinate day-to-day communication and administrative processes including telephone calls and email, message relaying and data processing, data base management, maintenance of effective filing systems and confidential record keeping, according to SVHM policies and procedures. Maintain bookkeeping, management of payments/cash and petty cash. Manage office supplies and equipment. Identify and implement improvements to maximise efficiencies and best outcomes. Classifications for this position will range from HS2 - HS21 ($66,768 - $72,134 per annum pro rata) . Your Contribution Relevant experience in a similar role performing reception duties Experience of administrative functions including telephone enquiries, data base and record management, management of payments and petty cash Certificate/Diploma in Business Administration desirable High level of customer service skills, with strong attention to detail and excellent communication skills Demonstrated ability to negotiate with all stakeholders so that mutually beneficial outcomes are achieved. Demonstrated proficiency in all aspects of MS™ Office suite of Word/Excel/PowerPoint. Experience with MS™ Access desirable but not essential Current NDIS 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 for living expenses, meals and holiday accommodation – 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 A culture of continuous improvement About Berengarra Berengarra is a purpose built 90 bed aged care home, providing accommodation and care for 60 general residents and 30 aged person’s mental health residents. It is co-located with St George’s Hospital in Kew. The care model for Berengarra is person-centred and has at its core the undertaking to ensure that each person’s ability to make choices in every aspect of their lives is supported, in a homely living environment. 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. For futher information about the role, please contact Sharyn Baker via sharyn.baker@svha.org.au Respectfully, no recruitment agencies. Please see below for a copy of the full position description. 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). This position is subject to a Victorian government direction regarding vaccination against COVID-19. Successful applicants must meet these vaccination requirements. Please contact us if you would like to know more. Position Description 1. THE ORGANISATION AND OUR MISSION St Vincent’s Hospital Melbourne (SVHM) is a leading teaching, research and tertiary health service, which employs more than 7,500 staff across 18 sites throughout Melbourne. Part of Australia's largest not-for-profit Catholic health and aged care network, St Vincent's Health Australia, SVHM provides a diverse range of adult clinical services including acute medical and surgical services, sub-acute care, medical diagnostics, rehabilitation, allied health, mental health, palliative care, correctional health and community residential care. SVHM's mission is to provide high quality and efficient health services to the people of Victoria in accordance with the philosophy of St Vincent’s Health Australia. This mission is based on the values of compassion, justice, integrity and excellence. 2. KEY POSITION DETAILS Job Title: Administration Assistant Reports to: Operations Manager, SVHM Residential Aged Care Program: Residential, Palliative Care and Correctional Health Department: SVHM Integrated Care Services Directorate Industrial Agreement: Victorian Public Health Sector (Health and Allied Services, Managers and Administrative Workers) Single Interest Enterprise Agreement 2021 - 2025 Classification: HS2 3. LOCAL WORK ENVIRONMENT Berengarra is a purpose built 90 bed facility for 60 mainstream residents and 30 aged person’s mental health residents and is co-located with St George’s Hospital in Kew. The care model for Berengarra is person centred and has at its core the responsibility to ensure that a person’s ability to make choices in every aspects of their lives, in a homely living environment, is supported. Care is provided in consultation with each individual, and where possible, institutional elements are eliminated to the greatest extent. St Vincent’s Hospital Melbourne Residential, Palliative Care & Correctional Health Services are a key clinical service program of SVHM and SVHA Public Hospital Division. 4. POSITION PURPOSE Working as a member of a dedicated team, provide reception and administrative support for a residential aged care service in a friendly and courteous manner to a broad population - elderly people, their carers, families and professional staff. This role will be responsible for all administrative functions such as enquiries, data base management, managing office supplies and equipment, maintaining confidential records, marketing activities for prospective residents and management of payments and petty cash. 5. POSITION DUTIES Provide an exceptional customer service experience with a positive attitude and strong attention to detail Co-ordinate the day to day communication and administrative processes including telephone calls, message relaying and data processing, data base management and confidential record keeping Maintain bookkeeping, management of payments/cash and petty cash Maintain effective and accurate filing systems according to policies and procedures Manage office supplies and equipment Identify and implement improvements to maximise efficiencies and best outcomes Participate in tours of the facility Provide other administrative and reception functions as directed by manager 6. INCUMBENT OBLIGATIONS General Perform the duties of the position to the best of their ability and to a standard acceptable to SVHM Comply with all SVHM policies, procedures, by laws and directions Comply with all SVHM requirements, policies, procedures 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 Participate in reporting and analysis of safety and quality data including risks or hazards, Report any hazards, near misses and incidents (regardless of whether an injury occurred or not) into Riskman Identify and report any variance to expected standard and minimising the risk of adverse outcomes 7. SELECTION CRITERIA 7.1 ESSENTIAL REGISTRATION, LICENSE OR QUALIFICATION REQUIREMENTS Completion of year 12 or equivalent literacy and numeracy 7.2 OTHER ESSENTIAL REQUIREMENTS Comprehensive administrative experience Highly developed communication skills with ability to effectively communicate with stakeholders at all levels Demonstrated ability to negotiate with all stakeholders so that mutually beneficial outcomes are achieved Demonstrated proficiency in all aspects of MSTM Office suite of Word/Excel/Power Point. Demonstrated ability to prioritise workload and meet deadlines Demonstrated ability to problem solve and have a flexible work approach Demonstrated time management and organisational skills Demonstrated ability to be self-directed, motivated and work as part of a team Demonstrated ability to handle difficult situations and remain professional at all times. Demonstrated ability to design and implement systems as well as work practices that are efficient and result in desired outcomes. 7.3 OTHER NON ESSENTIAL REQUIREMENTS Certificate IV in Business Administration is desirable Knowledge of health care environments is desirable 8. REQUIRED IMMUNISATIONS SVHM Employee Health Screening and Immunisation Policy outlines the requirements for staff working in SVHM facilities. NOTE: Vaccination requirements may differ according to individual jurisdictional requirements and policy directives and where there is a conflict the higher directive will apply. 9. PRE-EXISTING INJURY Prior to any person being appointed to this position it will be required that they disclose full details of any pre-existing injuries or disease that might be affected by employment in this position. 10. AGREEMENT NDIS Clearance This is a ‘Risk Assessed Role’ (as defined by the National Disability Insurance Scheme NDIS). Regardless of frequency, you will be subject to periodic NDIS Worker Screening Checks every five years at your own cost. ‘Risk Assessed Roles’ are defined as (a) key personnel as defined in the National Disability Insurance Scheme Act 2013 ; (b) any role that directly delivers a set of specified supports or services in the NDIS (Practice Standards – Worker Screening) Rules 2018 ; (c) any role where normal duties are likely to require ‘more than incidental contact’ with people with disability. The designation of ‘Risk Assessed Roles’ are subject to change, please refer to NDIS Practice Standards for further information. Required Immunisations Individuals who will be working in Category A positions will only be able to commence employment following assessment of their vaccination status. The decision to proceed with the commencement of employment will be at the discretion of the ICP in consultation with the Hiring Manager and may in some instances, require additional vaccinations to ensure full compliance with the SVHM Employee Health Screening and Immunisation Policy. I understand that if additional vaccinations are required to comply with pre-employment prerequisites, this will be at my own cost. Where a state jurisdiction overrides this, the facility will bear the cost. Closing Date: 21 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
