Location: Melbourne | Southern Metropolitan
Job type: Full time
Organisation: Monash Health
**Salary**: Salary not specified
Occupation: Administration/Secretarial
Reference: 64920
**Our Journey**
Our Support Services team provides a range of essential clinical support that help our healthcare facilities operate. With almost 1300 employees in our team we provide food services, central production kitchen, patient support, porters, cleaning, linen, pest control, waste management, car parking, hygiene services and some retail services.
**About the Role**
This is a newly created role and a fantastic opportunity for an enthusiastic Administration Officer to support the Director, Support Services, as well as the broader Support Services leadership team. In this full-time ongoing role, you will provide a high standard of clerical and administration services in a timely manner. Whilst the role is predominately based at Monash Medical Centre Clayton, there may be, on occasions, the need to travel to and work at other Monash Health locations.
**A Day in the Life**
Working closely with the Director Support Services, you will provide support so that their days run smoothly, all the while working collaboratively with internal and external stakeholders.
Some of the key responsibilities will include: managing diaries, coordinating meetings, preparing agendas, taking minutes of meetings and attending to follow up items. You'll also assist with the onboarding processes for new leadership roles including maintaining employee personnel records. You'll develop and maintain an electronic filing system that aligning to the Public Records of Victoria and Advancing Care requirements. You'll work with a highly professional team in a supportive environment where you can make a real contribution to the efficient and smooth running of the department.
Drawing upon professional expertise in a similar role, you'll create an excellent first impression of Monash Health and Support Services by providing a friendly, courteous and professional greeting to everyone either by telephone or in person, and to support them in relation to the purpose for their contact and/or visit. You will work independently, but within a team framework, collaborating across the whole Support Service function. In addition you will:
- Provide high quality customer related service and varied office, administration and clerical duties
- Maintain comprehensive departmental databases
- Ensure accurate compilation of data to enable issuing of monthly invoices to both internal and external stakeholders
- Assisting team members with computer related issues, data entry, prepare agendas, take minutes of meetings and follow up actions with the action owners in a timely manner.
- Ordering stores and equipment within current budget
Typically the work is in a busy environment, with a high degree of confidentiality and immediacy required to respond to questions and requests.
**About You**
Communication skills and teamwork are extremely important in this role as you will be working in a diverse team. You are an experienced Administration Officer and have proven yourself as an effective team player and have provided high level administrative support to busy teams. You thrive working in a dynamic, fast paced environment and demonstrate a flexible, can-do attitude and strong organisational, communication and time management skills. With strong written and verbal communication skills, you are hardworking, honest and you respect and uphold the strict confidentiality requirements inherent in roles like this. You enjoy the challenges that come from working in a busy and dynamic setting, where organisational priorities can change frequently, and you are flexible to respond to changing needs without losing focus on the tasks at hand.
You will have an administrative background, and an ability to effectively communicate with multi-function teams and diverse stakeholders. You also have professional discretion and diplomacy and ability to handle confidential material.
**What you will Bring**:
- Excellent communication and interpersonal skills
- Demonstrated productivity; including initiative, good problem-solving skills, judgement and attention to detail
- Enthusiastic, compassionate & able to work collaboratively.
- Experience working in a similar role in a large organisation, and have an understanding of datasets**,** a working knowledge of excel, as well as a high level of computer acumen.
- Excellent time management and have ability to prioritise workloads and be highly organised.
- Have advanced written and verbal communication
- Excellent documentation skills and attention to detail to ensure accurate data entry and efficient office processes to ensure best practice
- Certificate III or IV in Administration
**What we offer**:
- Work life balance
- A supportive learning environment
- Ongoing professional development
- Access to Monash Health in-house learning