Administrative Assistant

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Austin Health is the major provider of tertiary health services, health professional education and research across three campuses in the north-east of Melbourne and state-wide. We have a highly engaged, diverse and collaborative workforce that is unified by our goal to help people live healthy and fulfilled lives.

About Epilepsy Clinical Trials

Austin Health’s Epilepsy Program through the Epilepsy Research Centre is part of the Neuroscience Department within the Medical and Cancer Services Division and is located at the Florey Neuroscience Institute’s Melbourne Brain Centre at the Austin Health campus, which is one of the premier centres of epilepsy, stroke, multiple sclerosis (MS) & peripheral nerve investigation in Australia. The Epilepsy Research Centre in particular, is a world-renowned leader in the field of epilepsy research and treatment

The Clinical Trials section of the Epilepsy program exists for people with epilepsy as a resource to allow access to experimental treatments for those whose regular treatments have proved unsuccessful, and for health professionals working with patients who have epilepsy. Epilepsy Clinical Trials allows Neurologists in the epilepsy program to learn about new treatments for their patients at Austin Health at a very early phase and to contribute to the development and use of new treatments. This includes unique treatments initiated by the staff of the unit 

Epilepsy Clinical Trials provides new treatments and assessments for hundreds of patients and is actively involved in international and local epilepsy research.

About the role

As the Administrative Assistant, you will provide administrative support in all aspects of clinical trials at the Epilepsy Research Centre located at the Austin Hospital in Heidelberg. You will work closely with the Epilepsy Clinical Trials Manager, Finance Administrative Officer, and the Submission Specialist. This is a fixed term, part time position.

A regular day will see you:

• Assist the Finance Manager with the preparation of invoicing.
• Provide administrative and technical support to the study team, as well as maintenance and filing of study administrative files.
• Assist the project team with other study-related activities such as organising study meetings and scheduling travel, producing agendas and minutes for study-related meetings, managing and assembling training and study materials, updating contact details, maintaining study documentation, assisting in data entry and in the preparation of administrative documents and other tasks, as required.
• Participate in special projects to continuously improve processes, tools, systems and organisation.
• Assist with the collection, review and tracking of regulatory documents and safety data.
• Proactively identify study administrative issues.

About you

You will be someone who has excellent communication skills, with a strong commitment to excellence in administrative tasks. You’ll bring energy and drive to your work and have a keen interest in developing your skillset.

To be successful in this role, you'll bring with you:

• Effective communication skills, both written and verbal
• Exceptional organisational and administrative skills 
• Proficient computer skills
• A proactive approach to problem solving and attention to detail
• The ability to work collaboratively and manage competing priorities

Our benefits

Working at Austin Health means enjoying a strong sense of purpose, engaging in meaningful work every day. Our people also receive a variety of rewarding benefits, including:

• Greater take-home pay through generous salary packaging, for living expenses, meals, and holiday accommodation.
• A suite of wellness initiatives designed to support you, including discounted fitness memberships and special offers on health insurance, and a comprehensive wellbeing program.
• Onsite childcare at Austin Hospital, easy access via public transport and car parking options.
• Mentoring and career development opportunities.

Work with us!

We are committed to cultural safety and health equity for Aboriginal and/or Torres Strait Islander People. We celebrate, value, and include people of all backgrounds, genders, identities, cultures, bodies, and abilities. We welcome and support applications from talented people identifying as Aboriginal and/or Torres Strait Islander, people with disability, neurodiverse people, LGBTQIA+ and people of all ages and cultures.

If you feel this role is right for you, we encourage your early application. Even if you don’t meet every single requirement, we encourage you to apply. What matters most is your passion, your drive and your willingness to learn and contribute. Applications will be reviewed as they are received, and interviews may take place prior to the closing date. This means we reserve the right to close a job ad prior to the advertised closing date.

All appointments are made subject to a satisfactory National Police Check and if required, a Working With Children Check. If you require any reasonable adjustments to the recruitment process, you are welcome to reach out to the hiring manager: Greesha Zacharia, Epilepsy Trials Manager at Greesha.Zacharia@austin.org.au

Interested in finding out more about this opportunity? Read the position description for further details.

Application closing date: Friday 23 May 2025