Job Description: • Permanent Part time (30.4 hours per week) • Friendly and supportive team environment • Excellent benefits including salary packaging • Fitzroy based About the Role The primary responsibility of this position is to provide effective administrative support to the Director of Palliative Medicine and the operations of the Palliative Care Medical Team. The Clinical Director plays a key role in advocating for palliative care, including strategic linkages across St Vincent’s Health Australia and external organisations such as Palliative Care Australia. Clinical Director diary management, including organising meetings, acting as first point of contact for queries and overseeing the Clinical Director’s schedule, and determining priorities and adjustments on a daily basis Collate relevant documentation for upcoming meetings on a weekly basis and brief Clinical Director on key upcoming activities Liaise with all direct reports on behalf of the Clinical Director and support administratively with annual staff performance review and credentialing processes Prepare agendas and take minutes for relevant meetings and committees, and assist with formatting of reports, correspondence and other documentation Maintain utmost confidentiality and privacy with regard to sensitive documents Classifications for this position will range from classification range (HS2 $66,768.00 - HS21 $73,811.92 pro rata) Your Contribution Demonstrated experience as an Administration Officer, Personal Assistant / Executive Assistant with the provision of a full range of high level administrative to support senior management Demonstrated experience in managing diaries / schedules, committee support, planning and coordinating meetings, events and with travel itineraries, conference registrations and associated processes Demonstrated highly developed written and oral communication skills and interpersonal skills Demonstrated self-driven approach to achieving tasks according to deadlines, with excellent organisational planning skills and problem-solving abilities to refine processes Excellent communication skills with a demonstrated ability to work with a range of key stakeholders to develop effective relationships and partnerships High-level attention to detail and accuracy with the proven ability to prepare high-level quality documentation Demonstrated ability to identify problems and work with stakeholders to develop improvements Demonstrated organisational and time management skills with the capacity to determine priorities, meet deadlines and flexibly balance competing demands Demonstrated ability to work effectively both independently and as a member of a team Excellent computer literacy, including high level skills related to of MS suite and Teams, Adobe and other software packages What we Offer • A focus on wellbeing initiatives, with regular events and programs • Confidential, solutions-focused employee counselling • A healthy work/life balance encouraged. • Ability to join Fitness Passport - Your pass to an extensive choice of fitness facilities • Salary Packaging – Increase your take home pay! • In the heart of Fitzroy, CBD at our doorstep, close to some of Melbourne’s best cafes, public transport and lots of carparks • 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 About Palliative Care Consultation Service Palliative Care is the active total care of people whose disease is not responsive to curative treatment. Where possible, care is provided in the environment of the person's choice. St Vincent’s Hospital Melbourne Palliative Care Service provides coordinated medical, nursing and allied health care across a number of services and locations. Palliative Care Services includes Caritas Christi in Kew; a Consultancy Service; an after-hours telephone triage service; the Psych-Oncology Cancer Service; and the Centre for Palliative Care, which has a focus on research and education. 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). LOCAL WORK ENVIRONMENT Palliative Care is the active total care of people whose disease is not responsive to curative treatment. Where possible, care is provided in the environment of the person's choice. St Vincent’s Hospital Melbourne Palliative Care Service provides coordinated medical, nursing and allied health care across a number of services and locations. Palliative Care Services includes Caritas Christi in Kew; a Consultancy Service; an after-hours telephone triage service; the Psych-Oncology Cancer Service; and the Centre for Palliative Care, which has a focus on research and education. 4. POSITION PURPOSE This position will provide high level administrative and executive support to the Clinical Director of Palliative Medicine and the operations of the Palliative Care Medical Team. The Clinical Director plays a key role in advocating for palliative care, including strategic linkages across St Vincent’s Health Australia and external organisations such as Palliative Care Australia. The position works proactively to manage the Clinical Director’s calendar, manage rostering and leave for the medical teams, and assist with other medical workforce activities such as credentialing, and coordinating meetings. The position develops and manages a network of stakeholders across the organisation and with external peak bodies on behalf of the Clinical Director. The position is located within the Palliative Care Consult Service at St Vincent’s Hospital Melbourne’s Fitzroy campus, and is part of a wider team of administrative staff across the Palliative Care Service. 5. POSITION DUTIES Support to Clinical Director of Palliative Medicine • Diary management, including organising meetings, acting as first point of contact for queries and overseeing the Clinical Director’s schedule, and determining priorities and adjustments on a daily basis Position Description Administrative Officer Non Clinical Non Managerial Page 2 May 2025 • Manage the Clinical Director’s diary and travel, plan and schedule meetings and functions • Collate relevant documentation for upcoming meetings on a weekly basis and brief Clinical Director on key upcoming activities • Liaise with all direct reports on behalf of the Clinical Director and support administratively with annual staff performance review and credentialing processes • Manage Clinical Director’s communications, including phone calls, visitors, internal mail, and facsimiles, advising Director and tracking responses and progress • Prepare agendas and take minutes for relevant meetings and committees • Maintain utmost confidentiality and privacy with regard to sensitive documents • Assist with formatting of reports, correspondence and other documentation Support for the Medical Team • Coordinate meetings and travel for regional consulting for senior medical staff • Prepare and disseminate Medical Team rosters on a weekly basis • Coordinate annual roster review process with Junior Medical Workforce and Palliative Care Service clinical leads • Maintain Kronos – submit and manage leave requests and associated documentation Operational support • Maintain the Clinical Director’s manual and electronic filing systems • Maintain a network of contacts within St Vincent’s Hospital Melbourne, including Palliative Care administrative staff, medical workforce, HR and credentialing teams, and the Executive Office • Identify continuous improvement opportunities to improve processes • Support the recruitment process for new staff • Process invoices and payments, and assist with maintaining stock of stationary and other supplies • Provide support to other members of the administrative team within Palliative Care Services 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 Position Description Administrative Officer Non Clinical Non Managerial Page 3 May 2025 • Complete required Fire and Emergency Training annually • Complete required Workplace Culture and Equity Training annually • As required, comply with fit-testing and PPE requirements 7. 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 8. SELECTION CRITERIA 8.1 ESSENTIAL REQUIREMENTS • Demonstrated experience as an Administration Officer, Personal Assistant / Executive Assistant with the provision of a full range of high level administrative to support senior management • Demonstrated experience in managing diaries / schedules, committee support, planning and coordinating meetings and events and with travel itineraries, conference registrations and associated processes • Demonstrated highly developed written and oral communication skills and interpersonal skills • Demonstrated self-driven approach to achieving tasks according to deadlines, with excellent organisational planning skills and problem-solving abilities to refine processes • Excellent communication skills with a demonstrated ability to work with a range of key stakeholders to develop effective relationships and partnerships • High-level attention to detail and accuracy with the proven ability to prepare high-level quality documentation • Demonstrated ability to identify problems and work with stakeholders to develop improvements • Demonstrated organisational and time management skills with the capacity to determine priorities, meet deadlines and flexibly balance competing demands • Demonstrated ability to work effectively both independently and as a member of a team • Excellent computer literacy, including high level skills related to of MS suite and Teams, Adobe and other software packages 8.2 OTHER NON-ESSENTIAL REQUIREMENTS • Prior experience in the health sector Closing Date: 22 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
