Personal Assistant

This is an exciting role to provide administrative and secretarial support to the Unit Director HITH as required for Monash Health Community. This is a highly visible and respected role which signficantly contributes to ensuring the the unit runs smoothly.  

Embark on a rewarding career and be part of a team where your dedication makes a difference in people’s lives.  

About the Role

Join our team as a Personal Assistant on a full time bases to work at Adult HITH.

Provide administrative and secretarial support to the Unit Director HITH as required for Monash Health Community. This is a highly visible and respected customer service role which significantly contributes to ensuring that the program runs smoothly. This position is responsible for providing high level confidential support and will interact with a wide range of key stakeholders. Key result areas  

• Maintain a friendly, professional and approachable demeanour.  

• Provide high level administrative support to the Unit Director HITH to support smooth and efficient medical operations including, but not limited to UKG, rostering, calendar scheduling.  

• Deliver high quality customer service to internal and external stakeholders.  

• Coordinate and manage office communications, calendar appointments and knowledge/data systems.  

• Focus on continuous improvement to ensure efficient and effective office management and administrative support.  

• Meeting coordination including venue bookings, agenda preparation and minute taking where required.  

• Preparation of high-quality reports, presentations, and documents.  

• Take initiative and to work independently.  

• Work effectively and cooperatively within a team structure with fellow EAs/PAs supporting the Unit Director HITH.  

• Provision of support to manage workforce KPIs.  

• Maintain currency of internet and IT knowledge.  

• Maintain strict confidentiality regarding material accessed including and not limited to patient records, meeting minutes, financial data and human resources records and matters.  

About You 

Qualifications/ registrations/ licences:

• Diploma (or higher) in Administration  

• Superior IT literacy and writing skills  

• Full Australian car driver’s license  

• Previous exposure to and understanding of a health care system or complex organisation  

Technical skills/ knowledge/ experience:  

• Minimum of five (5) years of related administrative experience is highly desirable  

• Previous experience in a Personal Assistant role  

• Advanced Microsoft Office / M365 skills.  

• Use/set up of technology – M365, Teams, SharePoint, Zoom, Slido, UKG Dimensions  

• Ability to manage and resolve administrative and communication problems independently and with others  

• Highly developed professional, customer-oriented approach  

• Excellent organisational and interpersonal skills  

• Demonstrated commitment to continuous improvement in the work environment  

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

• Ability to work under pressure and prioritise workload including that of their key stakeholders, manage multiple tasks as well as change focus at the last minute  

• Ability to manage and resolve difficult issues, including conflict, in a professional manner  

• Flexibility and adaptability of working hours to attend meetings and special activities (with notice) in accordance to operational requirements and to undertake duties as required  

• Energised, organized, able to prioritise and multi-task, meet deadlines in a fast-paced environment  

• Understanding of quality management issues, especially systems and processes for achieving continuous quality improvement  

• Ability to create and maintain document management systems  

• Excellent communication and writing skills including a demonstrated ability to prepare reports for different audiences using clear, concise language  

• Evidence of commitment to ongoing professional development