On-Site | Permanent Part-Time | Minimum 3 days a Week (up to 5 days)
About Us
Western Private Hospital, located in Footscray, is a 62-bed private acute hospital and is the longest serving private hospital in Melbourne's west providing much needed services to the people in the expanding North West and Western regions of Melbourne and surrounding areas.
WPH's facilities include four Operating Theatres, CSSD, Day Stay Unit, Day Oncology Unit, Eleanor Overnight Ward for CCU, HDU & Surgical patients, Cardiac Catheter Laboratory, Specialist Consulting Suites, Nuclear Medicine Department and supported by pathology, pharmacy, radiology and radiation therapy services.
This variety creates an excellent opportunity for our team to be dynamic, flexible and customer focused in addressing the unique needs of our patients.
About the Role
The Executive Assistant / Credentialing Officer is a hybrid role combining the traditional duties of an executive assistant with the responsibilities of managing healthcare provider credentialing in supporting high-level executives while also overseeing the process of verifying and maintaining healthcare practitioners' qualifications to practice within Western Private Hospital.
Specifically, it is a key administrative support role that provides high level professional, efficient, and confidential administrative, secretarial and executive support to members of the Executive Team including the Chief Executive Officer (CEO) and Director of Nursing (DON) and high level governance support to the Board and Sub-Committees; and is responsible for coordinating the credentialing and re-credentialing process for health practitioners applying for accreditation at WPH.
Key duties of the role include (but are not limited to):
Review, screen and process initial credentialing and re-credentialing applications
Collect and confirm information regarding registration, professional indemnity and professional memberships
Monitor all credentialed practitioner credentials and licenses through the Australian Health Practitioner Regulation Agency registration and relevant professional bodies
Ensure current copies of required documentation including medical indemnity insurance and radiation/laser use licenses are kept on file
Coordinate the electronic credentialing process via CGov and maintain VMOs details in associated registers, databases and hospital systems; reporting of outstanding VMO registrations / insurance and staff registrations
Conduct audits on credentialing documentation and processes as per Clinical Governance requirements and provide regular reporting
Provide secretarial and administrative support to the Board, Sub-Committees and Medical Advisory Committee
Reviewing, proofreading and assisting with any materials, including emails, calendar items, reports, memos, briefings, agendas, minute taking, presentations, forms and other items ensuring accuracy, completeness, timely follow up and appropriate format and style
Managing calendars, including scheduling/arranging meetings, booking meeting rooms, and sending invitations and reminders as needed
Arranging and ensuring materials and equipment for meetings and events are professionally prepared
Other associated duties and tasks including supporting events and special projects
The position is permanent part-time, based on-site in Footscray, working a minimum of 3 days across Monday to Friday, generally 9am-5pm and with a degree of flexibility with changes in days and hours to meet operational requirements. The successful candidate needs to be available to work outside of normal working hours, eg. on a quarterly basis when required to be in attendance for committee meetings which are held in the evening, on a yearly basis for shareholders meeting; and during peak times up to 4-5 days a week may be required.
The ideal candidates will possess the following –
Previous experience in an executive assistant / secretariat role working with executive level professionals and boards coordinating meetings, agendas and taking minutes
Knowledge of or the ability to rapidly acquire knowledge of health practitioner credentialing, privileging procedures and relevant legislation and standards
Demonstrated effective verbal and written communication skills including report writing
Excellent interpersonal skills, including strong customer service skills
Ability to maintain confidentiality and discretion in all communications
Ability to use independent judgement and to manage and impart confidential & sensitive business information
Ability to make administrative/procedural decisions and judgements
Excellent planning, coordination and time management skills
Responsible and accountable for own work; scheduling workloads, resolving problems, resolving operations problems and monitoring the quality of work produced
The ability to work both in a team environment and autonomously
Professional approach to liaising with Health Care Practitioners, Staff and Fellow Colleagues
Advanced IT skills including database management & MS Office (Word, Excel, Outlook, Powerpoint)
Benefits of Working at WPH include:
Fantastic people and inclusive workplace culture with supportive management
Great work/life balance – no weekends or public holidays + enjoy time off during Xmas/New Year close down period
Close proximity to public transport and subsidised car parking
Access to a range of health & well-being initiatives, staff discounts and benefits inc. access to confidential counselling services through our EAP for personal and professional support; discounts for physiotherapy/myotherapy/massage services & discounted rates for care in our hospital
Everyone who joins Western Private Hospital –
Must provide a National Police Check conducted within the previous 6 months and evidence of Australian Residency / Full Working Rights such as Australian passport, birth certificate, citizenship or VEVO/Visa Grant Details (No Sponsorship available)
Must have yearly Influenza vaccination (subject to reasonable exemptions per WPH policy) and provide proof of immunisation against, or immunity to, infectious diseases as required per the Health Services Act 1988 (Vic) – NOTE: for this role immunisation requirements are Risk Category C (minimal patient contact)
For more information about WPH please visit our website at
APPLICATIONS CLOSING DATE: 14th February 2026 (or earlier if position is filled)
Interested? … then apply now –
Submit your application via
All applications must include the following information so we can assess your suitability = >
your current CV / Resume and a covering letter (maximum of one page) detailing your reasons for applying for this position; and why your skills, experience and personal qualities make you the best person for the role.
WPH is committed to a diverse and inclusive workplace and to ensuring a safe environment for children and young people. We encourage individuals of diverse backgrounds including but not limited to those from the Aboriginal and Torres Strait Islander, Culturally and Linguistically Diverse and LGBTQIA+ community and people with disability to apply.
NOTE:
Should suitable candidates be identified, shortlisting and interviews may commence prior to the advert closing so early applications are encouraged.
Due to high volume of applications, only successful applicants shortlisted for interviews will be contacted.
We will not accept unsolicited CVs from recruitment agencies/third parties and we will not be liable or responsible for any fees or costs associated with unsolicited CVs sent directly to line managers.