COMPLETE Senior Administrative Team Leader | Palliative Care - St Vincent’s on the Park

Job Description:

• Part Time Fixed term 30.4 hours per week until 31/12/25

• East Melbourne location

• Friendly and supportive team environment

About the Role

The Senior Administrative Team Leader will oversee the effective day-today operational administrative processes and development of a highly functioning administrative team within Centre for Palliative Care (www.centreforpallcare.org) and other relevant parts of St Vincent’s Palliative Care Service.  The position also works closely with the Medical Training Coordinator with the responsibility for the administrative functions of the Victorian Palliative Medicine Training Program (www.vpmtp.org) which is based within the Centre for Palliative Care. This role will be based in a non-clinical environment in East Melbourne.

Classifications for this position will be HS4 - ($83,657.60 - 89,928.80 per annum pro rata)

Duties

• Assist with operationalisation of the administrative aspects of the Centre’s strategic plan and other relevant parts of St Vincent’s Palliative Care Service

• Develop processes and procedures for day to day functioning of the Centre (including financial processing, staff leave), reception, human resource management, staff orientation, office management, office supplies, OHS, scheduling meetings and recording of minutes)

• Coordination of the Centre’s communications and marketing; and implement processes to foster effective communications and marketing of Centre outputs and events

• Foster a highly effective administrative team with positive team culture that includes supervising administrative team staff including regular review of their role expectations and performance

• Assist with the professional development and learning requirements of the administrative staff

• Manage recording of direct reports of departmental staff data within relevant organisational software systems e.g Kronos, Workday, D365

• Ensure all programs have adequate administrative support

• Develop data collection processes to be able to capture department activity and outputs

• Maintain effective relationships with external vendors and other stakeholders

• Prepare reports as required to demonstrate productivity and output and other information as requested

• Ensure systems in place to adhere to performance review reporting of all staff

• Attend and present at relevant internal and external department meetings

VICTORIAN PALLIATIVE MEDICINE TRAINING PROGRAM:

• Direct responsibility for oversight of all administrative support associated with Victorian Palliative Medicine Training Program

• Coordinate administrative aspects of annual state-wide interview and allocation process

• Support administrative aspects of stakeholder engagement including Advisory & Executive Committees

• Assist Medical Training Coordinator with financial operations

• Maintain program databases and website

Your contribution

• Relevant administrative experience in an education, university or health setting

• Experience in administrative management of the day to day functioning of a department

• Demonstrated ability to lead a broad range of administrative support functions and junior administrative staff (including conducting performance reviews and regular review of staff workloads and outputs)

• Excellent organisational and time management skills including the ability to determine workload priorities and meet strict deadlines

• High-level competency in interpersonal, oral and written communication skills

• Demonstrated skills in coordination of meetings (including tele/video conferencing) and events, including: preparing agendas, minute taking and diary appointments, organising venue and catering and managing event registration including use of relevant databases.

• Demonstrated ability to work with a range of key stakeholders (including health sector personnel, academics and the public) to develop effective relationships and partnerships

• Strong attention to detail and accuracy.

• Proven advanced planning skills and ability to “multi-task” and prioritise.

• Professional and friendly communication style and the ability to interact with people at all levels.

• Ability to work as a member of a team to achieve departmental outcomes.

• Demonstrated high degree of confidentiality, especially in the handling of sensitive documents

• Advanced computer and technology skills (e.g. database, Word, Publisher, Excel, PowerPoint, Outlook)

• Demonstrated ability to work independently with a high degree of initiative.

What we Offer

• Salary Packaging – Increase your take home pay!

• Employee Assistance Program

• Ability to join Fitness Passport - Your pass to an extensive choice of fitness facilities

• Discounts and Promotions always available through our Foundation

• Career development & advancement encouraged

• Culture of continuous improvement

• Flexible working arrangements

Working at St Vincent’s

St Vincent’s Hospital Melbourne (SVHM) is a leading teaching, research and tertiary health service. SVHM provides a diverse range of adult clinical services and is driven by values of Compassion, Justice, Integrity and Excellence.

About Palliative Care Services

Palliative Care at SVHM is delivered by coordinated medical, nursing and allied health services that are provided, where possible, in the environment of the person's choice. Currently, inpatient palliative care is provided at Caritas Christi in Kew with 16 inpatient beds; a Palliative Care Consultancy Service in Fitzroy; and aligned with the Centre for Palliative Care. 

Applications

Applicants must apply on-line through the St Vincent’s Hospital Website - www.svhm.org.au - and submit a Curriculum Vitae, along with an accompanying letter outlining the applicant’s reasons for the position application.  The names and contact details of three referees is also required.
 

Shortlisting for this position will commence immediately. We encourage you to apply promptly as the advertisement may close early should a suitable applicant be sourced.

We encourage applications from people of all backgrounds and abilities.  Inclusion is essential to our mission and diversity reflects the community we serve.

Please visit our website, for further information regarding our Aboriginal and Torres Strait Islander Employment at SVHM.

 SVHA has a duty of care under work health and safety legislation to eliminate and/or control the risk of transmission of vaccine preventable diseases in healthcare settings. You may therefore be required to undergo mandatory immunisations/vaccinations (including flu vaccinations).

Enquiries can be directed to Michael Bramwell, Operations Manager – Palliative Care Services on michael.bramwell@svha.org.au or Tel: (03) 9231 1923

Position Description and Critical Job Demands Checklist:

Review the following documents:

JR133589_PD - Senior Administrative Team Leader CPC 2023.pdf

Contact Details:

Michael Bramwell, Operations Manager, Palliative Care Services michael.bramwell@svha.org.au 92311923

Alternate Contact:

Closing Date:

1 December 2023 11:59pm

Reconciliation Action Plan:

At St Vincent's we acknowledge the importance of creating a work environment that is welcoming, safe, equitable and inclusive for Aboriginal and/or Torres Strait Islander Employees. As part of our Commitment to Reconciliation and Closing the Gap in employment related outcomes, we encourage applications from Aboriginal and Torres Strait Islander Peoples.

For further information, visit https://www.svha.org.au/about-us/reconciliation or get in contact at indigenouscareers@svha.org.au

View Reconciliation Action Plan

Code of Conduct:

View Code of Conduct