COMPLETE Academic Administration Officer - St Vincent’s on the Park

Job Description:

Academic Administration Officer

Centre for Palliative Care, East Melbourne

• Part Time permanent 38 hours per fortnight

• Role is located in East Melbourne

• Friendly and supportive team environment

About the Role

This position will provide high level administrative and executive support to the Director of the Centre for Palliative Care. 

The position will work with a range of internal stakeholders across St Vincent’s Hospital Melbourne, and external stakeholders (national and international) including collaborators from the health sector, government departments, higher education, and the public.

The position reports to the Senior Administrative Team Leader in collaboration with the Director and will work closely and cooperatively with the other Palliative Care Administration Officers. The incumbent will have a comprehensive understanding of wider St Vincent’s palliative care precinct activities to be able to effectively contribute to operational and strategic objectives.

Duties

• Diary management, including organising meetings, acting as first point of contact for queries and overseeing the Director’s schedule, and determining priorities and adjustments on a daily basis

• Prepare meeting agendas, relevant documentation and minute taking

• Liaise with stakeholders and staff on behalf of the Director

• Monitor correspondence, noting and addressing relevant actions

• Maintain utmost confidentiality and privacy with regard to schedules and communications

• Maintain Director’s CV including all academic outputs such as publications and presentations

• Manage travel arrangements such as booking flights, accommodation, registration for national and international conferences and meetings

• Maintain effective electronic file management system and IT support processes

• Undertake financial transactions related to the Director’s activities

• Organise conference and speaking arrangements including abstract submission, registration etc and assist with preparation of presentations.

• Assist with administrative requirements for submission of manuscripts for publication

• Assist with article retrieval reference library maintenance

• Maintain professional memberships and journal subscriptions on behalf of the Director

• Assist with preparation and submission of ethics applications and relevant reports and the submission of grant applications on behalf of the Director.

• Assist with development of processes to identify research grant income opportunities

• Support the operations manager, administrative team leader and other administrative staff where necessary

The classification range for this position will be HS2 - HS21 ($66,768 - $72,134 per annum, pro rata for part time).

Your contribution

• Demonstrated experience in an Administration Officer role with the provision of high level administrative support to senior management in a health and/or university setting

• Experience in providing administrative support to research projects and programs

• Demonstrated experience in managing schedules, planning and coordinating meetings and events and with travel itineraries, conference registrations and associated processes

• Demonstrated ability to work with a range of key stakeholders to develop effective relationships and partnerships

• Demonstrated self-driven approach to achieving tasks according to deadlines, with excellent organisational planning skills and problem solving abilities to refine processes

• Demonstrated highly developed written and oral communication skills and interpersonal skills

• High-level attention to detail and accuracy with the proven ability to prepare high-level quality documentation

• Proven ability to work independently with a demonstrated ability to be self-directed with workflow planning and management

• Proven ability to work in a team in a very busy and dynamic environment

• Computer literacy, including high level skills related to of MS Word and Excel, experience with publication referencing systems and other software packages

• Experience in maintaining databases, website and filing systems accurate and up-to-date

• Current national criminal history check, or willing to obtain

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

The Centre for Palliative Care (CPC) is part of St. Vincent’s Hospital, and is a Collaborative Centre of the University of Melbourne, with a state-wide role in palliative care education and research. For more information, please see www.centreforpallcare.org

St Vincent’s Palliative Care Services encompass a purpose built 16 inpatient bed unit at Caritas Christi at Kew; a hospital based Palliative Care Consultancy Service in Fitzroy; and 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 Professor Peter Hudson, Director, Centre for Palliative Care  – Palliative Care Services via email on peter.hudson@svha.org.au or telephoning  (03) 9416 0000

Position Description and Critical Job Demands Checklist:

Review the following documents:

JR133692_Position Description - Academic Administrative Officer - Oct 2023.pdf

Contact Details:

Michael Bramwell, Operations Manager Palliative Care Services, michael.bramwell@svha.org.au 9231 1923

Alternate Contact:

Closing Date:

4 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