PA to Service Medical Director and Operations Manager, Monash Newborn

About Monash Newborn 

Monash Newborn provides neonatal services to support over 10,000 births a year and is responsible for the provision of neonatal services for Monash Health within the Monash Children’s Hospital Clayton, Dandenong, Casey and Sandringham Hospitals. The neonatal nursery in Monash Children’s Hospital has a funded combined neonatal intensive care and special care capacity of 62 cots. Supported by a comprehensive range of paediatric specialty services at Monash Children’s, the neonatal service is able to provide the full range of medical and surgical care of the newborn with the exception only of ECMO and cardiac surgery. The volume and breadth of the service offers outstanding opportunities for clinical training, multidisciplinary collaboration and research. 

About the Role 

The part-time role of the Personal Assistant is to provide support to the Service Medical Director and Operations Manager Newborn Services, Women’s and Newborn Program, including diary management, meeting preparation and high level administrative support. This is a shared role with another PA who works Monday to Wednesday. 

Days of work: Thursdays and Fridays 

The role includes: 

• Provision of a high level of administrative support to ensure that the leaders’ office operates  
  smoothly and efficiently, with a focus on continuous improvement 

• Delivery of high-quality customer service to internal and external stakeholders 

• Co-ordination and management of office communications, management of diaries, schedules, meetings 
  and other logistical arrangement as directed by the Service Director and Operations Manager 

• Preparation of high-quality and accurate reports, presentation and documents, working with relevant  
  subject-matter experts where required 

• Maintain strict confidentiality regarding materials accessed including and not limited to meeting minutes,  
  financial data, reports and HR records 

• Demonstrated ability to work effectively and cooperatively within a team structure 

• Administrative support for Unit activities as directed by the leadership team 

About You

To ensure your success in this role you will bring the following demonstrated skills, experience and knowledge: 

• Highly developed skills in M365 application suite, including Teams, Word, Excel, PowerPoint, SharePoint,  
  Outlook and a high level of technology / system literacy 

• Highly developed customer service skills – excellent self-presentation, highly organised and well-developed  
  interpersonal skills 

• Previous experience in minute-taking, managing action logs and meeting papers 

• Demonstrated continuous improvement approach in the workplace 

• Demonstrated ability to deliver a high level of accuracy and attention to detail 

• Ability to manage multiple tasks concurrently and work comfortably in a fast-paced environment, to meet  
  deadlines 

• Excellent verbal and written communication skills, with an ability to adapt communication style for a range  
  of audiences and purposes 

• Evidence of a commitment to ongoing professional development 

• Previous experience in a Personal Assistant role, preferably in a large and complex organisation