Department Administrator

Position Number: 0063959
Location: Hospital Based
Role type: Part-time (0.8FTE); Continuing
Faculty: Faculty of Medicine, Dentistry and Health Sciences
Department/School: Department of Medicine, Melbourne Medical School
Salary: UOM 6 – $96,459 – $104,413 p.a. plus 17% super (pro rata part time)

• Provide high-level administrative and operational support to the Department of Medicine, ensuring efficient day-to-day management across multiple sites.
• Contribute to the seamless operations of a dynamic department, utilising your strong organisational skills and stakeholder management expertise to support senior academics and drive important initiatives within Australia's leading medical school.
• Salary packaging, subsidised health and wellbeing services, fitness and cultural clubs, Myki discounts, and a 25% discount on graduate courses to our staff and their immediate families!

About the Role
In this multi-faceted role, you will play a vital part in the smooth functioning of the Department of Medicine across its various locations.

As the Department Administrator, you will anticipate requests, complete administrative tasks, and coordinate activities to support Lead Academics – primarily at St Vincent’s Hospital - and Department Manager.

Your excellent communication skills and ability to handle sensitive matters with discretion will be invaluable as you interact with internal and external stakeholders, manage competing deadlines, and prioritise tasks effectively.

Your responsibilities will include:

• Provide high-level administrative and operational support to the Lead Academics, including diary management, travel arrangements, and online process coordination.
• Coordinate the renewal and appointment processes for honoraries, visitors, and IT access, as well as the annual promotion and performance review processes.
• Support the effective running of departmental events, meetings, and committees, including preparing agendas, minutes, and ensuring follow-up actions are completed.

Who We Are Looking For
An experienced administrator with strong organisational and project management skills, able to work independently and proactively under broad direction.

You have excellent interpersonal and communication abilities, allowing you to build and enhance relationships with diverse stakeholders effectively.

You will also have:

• Completion of a relevant tertiary qualification and significant relevant experience, or a combination of relevant work experience and/or education/training.
• Demonstrated experience in supporting senior leaders in an environment with multiple competing work demands.
• Ability to work independently and proactively within the framework of Faculty/University guidelines and procedures.
• Experience working in a tertiary education and/or hospital environment is desirable.

For further information regarding responsibilities and requirements, please refer to the attached PD.

This role requires that the successful candidate must undergo and maintain an up-to-date Working with Children Check. This is essential to guarantee a secure environment for all individuals at the University. In the case the selected candidate doesn't have a valid Working with Children Check, they will be able to apply for the WWCC as part of the initial onboarding procedures.

Please note: Visa sponsorship is not available for this position. This role requires current valid work rights for Australia.

Your New Team – Department of Medicine
Step into the world of impactful medical education and pioneering research with the Department of Medicine at the prestigious Melbourne Medical School. As a vital hub within the University of Melbourne teaching hospitals, we are at the forefront of clinical, educational, and research endeavours. Our reach spans across renowned institutions like Royal Melbourne Hospital, St Vincent’s Hospital, Austin Health, Western Health, and Northern Health, offering you a unique opportunity to contribute to cutting-edge clinical trials and innovative healthcare research.

What We Offer You!
In addition, we offer the opportunity to be part of a vibrant community and enjoy a range of benefits, including generous leave provisions, salary packaging, health and well-being services and discounts on graduate courses. For more information, check out our benefits page!

About the University of Melbourne
We’re tightly connected with the community, both at home and abroad. We take pride in our people, who all contribute to our mission to benefit society through the transformative impact of education and research. Discover more via our website and stay connected with our stories and people on LinkedIn.

Be Yourself
The University of Melbourne values the unique backgrounds, experiences and contributions that each person brings to our community and welcomes and celebrates diversity. First Nations people, those identifying as LGBTQIA+, parents, carers, people of all ages, abilities and genders, and people of diverse ethnicity, nationality and faith are encouraged to apply. Our aim is to create a workforce that reflects the diversity of the community in which we live. For more information please visit our Diversity and Inclusion page.

We are dedicated to ensuring barrier free and inclusive practices to recruit the most talented candidates. If you require reasonable adjustments, please contact the employee listed on the first page of the Position Description found below, with an email containing your name and contact details for a confidential discussion. Please ensure your email is titled "Reasonable Adjustments Request".

Aboriginal and Torres Strait Islander Applicants
We aspire to be the University of choice for Indigenous Australians, with unprecedented investment to attract, nurture and retain Aboriginal and Torres Strait Islander students and staff. Tangible support through a range of programs and initiatives will ensure that you personally succeed and flourish while at the University of Melbourne.

For further information, including our 2023-2027 Indigenous strategy please visit -https://about.unimelb.edu.au/reconciliation/murmuk-djerring

Join Us!
If you feel this role is right for you, please apply with the following documents:

• Resume
• Cover Letter outlining your interest and experience
• The responses against the Selection Criteria^ (found in the Position Description - included as part of your submission form)

^For information to help you with compiling short statements to answer the selection criteria and competencies, please go to http://about.unimelb.edu.au/careers/selection-criteria

Please ensure that you apply through the Apply Now button at the bottom of this advertisement. However, if you have any questions regarding the recruitment process, please feel free to contact Lachlan Bryce via email at [email protected], ensuring that you include the Position Number and the Job Title as the subject. Please do not share your application to this email address.

If you have any particular questions regarding the job please follow the details listed on the Position Description.