Senior Administrative Assistant

Monash Health is a great place to work

Monash Health is Victoria’s largest and most comprehensive health service. For more than 170 years, Monash Health and its predecessors have provided safe, high-quality healthcare and service for people at every life stage. With 25,500 employees, we provide care across south-eastern metropolitan Melbourne and rural Victoria from over 40 locations; via telehealth, within local communities and in people’s homes.

To see first-hand what our colleagues think about working here, take a look at the following short videos: monashhealth.org/careers.

About Us

The Medical Oncology Unit at Monash Health is one of the largest cancer care providers in Australia, serving 1.3 million people across South East Victoria. Together with Haematology and Palliative Care, it forms part of the Cancer Program, offering inpatient, outpatient, and ambulatory services, as well as a comprehensive clinical trials portfolio at Moorabbin, Clayton, and Berwick sites. Guided by Monash Health's iCARE values, we deliver compassionate, evidence-based care for patients with all solid organ malignancies and access to clinical trials at all phases. Monash Oncology is seeking a Senior Administrative Assistant to join and lead our administrative team On a fixed-term (12 months) maternity leave contract, part-time (4 days per week), based at Moorabbin Hospital.  

About the Role

This position is responsible for ensuring Monash Oncology service delivery, through coordination of a large complex roster management across all Monash Health sites. The Senior Administrative Assistant will also be responsible for supporting the Administrative team, Director and Deputy Director of Oncology and Oncology departmental staff including Monash Oncology Research. Furthermore, this position supports the daily activities, planning & future developments & growth of the Monash Health Oncology unit through all aspects of coordination of unit administration. Key Result Areas: 

• Coordinate a team of 40+ employees across all Monash Health sites. 

• Oversee operational management of a large, complex clinical and cancer care service. 

• Manage Oncology Inpatient, Outpatient, CDU rotations, after-hours services, leave, and UKG. 

• Supervise and support the administrative team. 

• Assist with departmental projects, payroll, and budget management. 

• Support recruitment for medical and administrative staff, including credentialing and work placements. 

• Ensure training standards are met as per RACP requirements. 

• Coordinate new initiatives and improvements to enhance efficiency and patient outcomes. 

• Ensure services are managed with a focus on patients, staff, and quality. 

• Advise on risks including OH&S, infection control, and compliance. 

• Engage with clinical leaders and manage senior medical staff diaries. 

• Provide administrative support to clinicians, students, and external stakeholders. 

• Manage agendas, minutes, and service development planning. 

• Offer professional support to visitors and callers, ensuring high reception standards. 

• Assist with operational and financial performance delivery. 

• Lead and support the administrative team and interdepartmental communication. 

• Ensure smooth coordination of correspondence and meetings. 

About You

Qualifications/Registrations/Skills/Experience (desirable):

• Administrative qualification or in progress 

• Valid Victoria driver’s license 

• Training in relevant software packages 

• Proven administrative experience 

• Experience coordinating a large service with operational management 

• Efficient rostering with a focus on clinical safety 

• Discretion in handling sensitive staff, patient, and visitor matters 

• Strong technical understanding of Oncology services 

• Excellent written and verbal communication 

• Ability to work effectively in a multidisciplinary team 

• Strong relationship-building skills in a collaborative environment 

• High organizational skills, both independently and as part of a team 

• Ability to prioritize tasks and meet deadlines 

• Strong interpersonal skills and discretion with stakeholders at all levels 

• Experience in arranging travel, appointments, and events 

• Advanced knowledge of Outlook, Word, Excel, PowerPoint, iPM 

• Leadership skills with a customer-focused, ethical approach 

• Ability to manage pressure and adapt to changing priorities 

• Self-motivated, with a focus on continuous improvement and development 

For a confidential discussion and to explore the opportunity further, please call Ieesha Teo, Senior Administrative Assistant on (03) 8572 2392.

Position Description can be found here

We recognise the value of equal employment opportunity. We are committed to patient safety, promoting fairness, equity and diversity in the workplace and to Child Safe Standards. At Monash Health we are relentless in our pursuit of excellence and work to our six guiding principles and our five ICare values. To learn more about our organisation visit monashhealth.org.

How to Apply

Applications are accepted via the Monash Health online EHub system. For information including how to apply and probity check requirements, please click here for the ‘Application Guide’

Applications will be screened upon receipt and selection activity may commence prior to the closing date. 

Applications close 12th December, 2024.