• Administrative Officer- Social Work Department and the Women’s Alcohol and Drug Services (based at RWH Parkville with multiple public transport options available)
• Permanent part time position [15.2 hours per week]
• Classification: AO 21- AO25 [Full time $64,121.00 to $72,192.00 p/a]

The Royal Women’s Hospital

The Royal Women’s Hospital (the Women’s) has provided health services to women and newborn babies in Victoria since 1856 and is now Australia’s largest specialist women’s hospital. The Women’s is recognised as a leader in its field, with expertise in maternity services and the care of newborn babies, gynaecology, assisted reproduction, women’s health and cancer services

Position Purpose:

The Administrative Officer delivers a professional and caring customer focused service, often as the first point of contact and communication for arriving patients, their families and other visitors, including external agencies. The Administrative Officer will be responsible for the quality, effective and efficient clerical, receptionist and administrative functions of the Social Work Department and WADS in the hospital. The Administrative Officer will support the work of the Social Work and WADS Managers and Team Leaders.

The Administrative Officer is responsible for the provision of excellent customer service. They are responsible for ensuring a friendly welcome and prompt response for patients, families and visitors to the Women’s Counselling and Support offices. They are responsible for ensuring a sensitive, confidential and efficient point of contact and referral for patients who attend WADS, Social Work, Badjurr-Bulok Wilam Spiritual Care, the Family Accommodation Service, the Family and Reproductive Rights Education Program [FARREP], the Sexual Assault Crisis Line [SACL] and Abortion and Contraception Services. The Administrative Officer will facilitate collaborative relationships with other hospital departments, ensuring the efficient management and maintenance of administrative systems and providing administrative support to Social Work and WADS staff.

Your contribution

Your duties will include (but are not limited to) the following:

• Undertake administration and reception duties for services, which are provided in the Women’s Counselling & Support offices
• Manage and provide prompt response to queries related to the service as received both internally or externally
• Co-ordination, booking and managing of appointments across multiple internal, external and partner organisations
• Liaise with hospital clinical and non-clinical departments to ensure the smooth and efficient communication and administration of the services
• Lead and manage all aspects of reception duties
• Photocopying, filing, word processing and other duties as required
• Prepare and process invoices, purchase requisitions, cheque and EFT requisitions and maintain records in relation to these
• Maintain Family Accommodation Services effectively in consultation with the Manager of Social work and the Coordinator of Family Accommodation Services when requested

About you- To be successful within this role you will need to have:

• Well-developed consumer focused skills and experience
• Well-developed computer literacy including use of a PC, mouse, keyboard, standard Microsoft office software and ability to utilize the hospital electronic medical record and other electronic databases
• Well-developed office management and administration skills
• Relevant experience in health, government or community agencies
• Sensitivity to the needs of families in crisis and/or grief
• Demonstrated ability work within a team environment
• Well-developed interpersonal skills, including verbal and written

Our offering:

When you join the Women’s you unite with talented people who share your purpose and unwavering determination to advance health outcomes for all women. You will find a workplace that is collaborative, progressive and passionate about learning and working together in multi-disciplinary teams to ensure you find the exceptional in your everyday.

Our staff benefits program includes salary packaging, on-site car parking and childcare (subject to availability), alongside a range of discounted financial, lifestyle and wellbeing benefits provided by our staff benefit partners. To learn more, please visit this link.

We are proudly Breastfeeding Association accredited. The Women’s is committed to gender equity principles and our people have an awareness of and sensitive approach to violence against women/family violence matters.

The Women’s is an equal opportunity employer committed to diversity and social inclusion. We welcome applications from culturally and linguistically diverse backgrounds, including those from Aboriginal and/or Torres Strait Islanders, people with lived experience of disability and people who identify as LGBTI.

It is a policy of the Women's to provide reasonable adjustments for persons with a disability. If you need assistance or adjustments to fully participate in the application or interview process, please contact the hiring manager listed under 'Contact Person

Ready to make the move?

For more information about the position, please see the Position Description attached and apply online by selecting “apply now” below.

All appointments to the Women’s are subject to a satisfactory clearance of Working with Children Check and Police Check.

COVID-19 Vaccination Requirement

Please be aware that in line with the Health Minister's Covid-19 Mandatory Vaccination Order, all workers at the Women's regardless of role, will be required to be fully vaccinated (3 doses) for COVID-19 or hold an acceptable medical exemption.

Influenza Vaccination Requirement

In line with the Health Services Amendment (Mandatory Vaccination of Healthcare Workers) Act 2020, some health care workers are now required to have their flu vaccination to work in health care. Evidence of vaccination is required.

As this role fits into category A or B of the departments risk ratings, applicants will be required to have been vaccinated against influenza. Evidence of vaccination is required.

All applicants will be required to provide acceptable evidence of their vaccination status.

Selection Criteria:

Essential: Do you have customer service experience?

Essential: Do you have well-developed office management and administration skills?

Essential: Do you have relevant experience in health, government or community agencies?

Essential: Are you sensitive to the needs of families in crisis and/or grief?

Essential: Have you the demonstrated ability to work with challenging behaviour and difficult situations?

Desirable: Do you have professional qualification: relevant diploma or advanced certificate in administration, or extensive equivalent experience working in a similar role?

Desirable: Do you have working knowledge of iPM and Epic (or another Electronic Medical Record equivalent)?

Desirable: Have you experience in provision of reception duties for services who see victim/survivors of family violence and sexual assault and who may have experienced complex trauma?

Contact Person: Fiona Creaven

Contact Number: (03) 8345 3050

Alternate Contact Person: Sandra Mazzone

Alternate Contact Number: (03) 8345 3050