Administrative Officer - Oncology

About Monash Oncology 

The Medical Oncology Unit at Monash Health is one of the largest and most dynamic units in Australia providing cancer care to a catchment population of 1.3 million in South East Victoria. In conjunction with Haematology and Palliative care, the Oncology Unit is part of the Cancer Program within Monash Health. It comprises inpatient, outpatient and ambulatory cancer treatment services as well as an extensive clinical trials portfolio to provide comprehensive cancer care in all tumour streams at the Moorabbin, Clayton and Berwick sites. 

In keeping with Monash Health’s iCARE values, the unit acts with integrity, compassion, accountability, respect and excellence to promote best practice and management for the benefit of all patients. We provide an evidence- based multidisciplinary model of care for patients with all solid organ malignancies as well as access to clinical trials of all phases. 

Services are provided at Moorabbin Hospital (inpatient, outpatient and chemotherapy day unit), Dandenong Hospital (inpatient consults), Berwick – Specialty Consulting clinics as well as Monash Medical Centre Clayton (inpatients and outpatients) and clinical trials at the Clinical Trials Centre (Monash Health Translational Precinct – MHTP). We work closely with our partners in the region including Monash Partners Comprehensive Cancer Consortium (MPCCC), Southern Melbourne Integrated Cancer Service (SMICS) and South East Melbourne Primary Care Network (SEMPHN). 

About the Role

This position supports the daily activities and future growth and developments of Monash Oncology through the coordination of all aspects of administration. The Administrative Assistant will also be responsible for, but not limited to, supporting the Senior Administrative Assistant, the Administrative team, Director and Deputy Director of Oncology and the Oncology departmental staff including Monash Oncology Research. 

The Administrative Assistant will provide administrative & secretarial support to the Director of Medical Oncology & the Director’s leadership team and other clinical staff as required. The position will support & work within an administrative team to provide support to the daily activities, future developments and growth of the Medical Oncology unit through coordination of all aspects of unit administration. 

This position assists with management & coordination of all Oncology staff members including under graduate and post graduate student teaching activities, unit meetings and functions as well as supporting recruitment, roster preparation, department meeting management, agenda/minute organisation, enquiry management, and interdepartmental communication. 

The primary focus of this role is to support Monash Oncology staff and unit operations. The Administrative Assistant will also be responsible for diary management, personal assistance, unit meetings (including agendas and minute taking) as well as supporting Monash Oncology’s complex unit rosters as needed. 

This role will also provide administrative support and assist with the daily activities and upcoming preparations within Monash Oncology. The Administrative Assistant will also be responsible for correspondence, incoming/outgoing phone calls and emails, assist with coordinating educational and operational meetings and functions. 

The Administrative Assistant will also be assisting with the maintenance of the Monash Oncology website and updating its content, this will also include announcements, media articles and important information. 

Key result areas:

• Provide administrative & diary management support the Department Head’s Medical Oncology Service, its committees, partner organisations & staff. 

• Act as the first point of contact for inquiries from all internal and external stakeholders/organisations including staff, students, visitors, Monash staff. 

• Support the management of all staff members including recruitment processes, roster preparation, weekly department meeting management, agendas and minute writing, enquiry management, and interdepartmental communication. 

• Answer and assist incoming callers in a friendly, courteous and professional manner at all times 

• Respond in a timely manner to all incoming enquiries received in person, via telephone and/or through email, and appropriately refer to other staff where necessary 

• Ensure appropriate standard of presentation and maintenance of all areas within the department 

• Provide administrative assistance for unit meetings, key committees and functions as required including agendas and minutes, ensuring agendas & minutes are distributed within unit required timeframes 

• Manage & maintain a range of contemporary and efficient office systems, including regular process and systems review to facilitate continuous improvement. 

• Responsible for correspondence, incoming/outgoing phone calls and coordinating educational and operational meetings and functions 

• Provide administrative support to Senior Administrative Assistant, Administration team and Medical staff of Oncology, including rosters, timesheets and notices where needed. 

• Provide a friendly, courteous and professional greeting and support to all visitors/patients 

• Deliver high level of quality attention to detail 

About You

Qualifications/registrations/licences:

• Administrative qualification or working towards is highly desirable 

• Training within required software packages (see below) 

• License to drive which is recognised in Victoria. 

Technical skills/knowledge/experience:

• Demonstrated administrative experience in a healthcare setting (highly desirable) 

• Intermediate to Advanced knowledge in computer software packages (Outlook, Word, Excel, PowerPoint and iPM - desirable) 

• High level of organisational skills with the ability to work as part of a team or autonomously 

• Ability to organise and prioritise work within established guidelines 

• Ability to work collaboratively with a team of professionals in pursuit of team goals 

• Ability to exercise individual judgement, initiative and the ability to work independently when required. 

• Demonstrated experience in arranging travel bookings, scheduling/maintaining appointments and function planning 

• Ability to prioritise daily tasks effectively , while maintaining accuracy and quality 

• Excellent communication skills (written and verbal) 

• Demonstrated ability to meet task requirements and achieve associated deadlines; and to manage changing priorities in a flexible and positive way 

• Highly motivated 

• Demonstrated ability to implement and maintain office administration systems 

Other position requirements:

• As we support a culture of safety through employee immunisation, there must be documentation provided confirming completed immunisation on employment at Monash Health 

• Current and satisfactory Police Check (must also comply with Aged Care Act 1997 Accountability Amendment Principles 2012 if working in Aged Care setting) 

• Current and satisfactory Working with Children Check. 

• Applicants who are new to Monash Health will be required to enter into an Employment Agreement before commencement 

• Applicants who are new to Monash Health must provide evidence of immunisation before they can receive an offer of employment 

Our Guiding Principles:

1. We consistently provide safe, high quality and timely care 

2. We provide experiences that exceed expectations 

3. We work with humility, respect, kindness and compassion in high performing teams 

4. We integrate teaching, research and innovation to continuously learn and improve 

5. We orientate care towards our community to optimise access, independence and wellbeing 

6. We manage our resources wisely and sustainably to provide value for our community