MWU 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 Northeast 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 Medical Workforce department/division

The Medical Workforce Unit (MWU) provides management of the medial workforce at all levels and to provide a central monitoring and resource in that regard for all clinical services. These interactions begin at the point of recruitment and continue at varying levels across the spectrum of operational issues in the management of medical staff. 

The medical workforce itself is a dynamic workforce numbering in excess of 2,000 doctors and including doctors at all stages of career development.

In addition to providing organisational and business support functions, the MWU also oversees day to day management of the pre-vocational DiT workforce in its entirety at Austin Health and across the various aligned services, including rural rotations.

The Medical Workforce Unit works in close collaboration with the Medical Education Unit (MEU), with both units reporting to the Medical Director Medical Workforce Unit / Deputy Chief Medical Officer.

About the role

• To work collaboratively and cooperatively within the Medical Workforce to deliver a customer focused service to JMS and internal and external stakeholders.
• To uphold the customer service culture and philosophy of teamwork within the Medical Workforce.
• To work collaboratively with Medical Workforce colleagues to cover during periods of leave and high-volume workloads.

A regular day will see you:

• Providing high quality customer service in a pleasant and professional manner to DiTs, SMS, Divisional Directors and Divisional Medical Directors, and to our external customers at all times
• Providing efficient and friendly reception to all those who interact with the MWU
• Maintaining the relevant MWU email/mailboxes
• Providing information of a general nature to those contacting the MWU, and to escalate queries to the appropriate MWU team member/s if more specialised information is required
• With the support of DiT/MWF Coordinators, cover sick leave and vacant shifts on DiT rosters
• Participation in afterhours on call for Junior Medical Staff
• Maintaining DiT after-hours rosters (evening, weekend and overnight rosters) and ensure these are updated in a timely manner
• Data entry – entering and maintaining data/details on relevant systems, registers and databases as required
• Maintaining electronic personnel files in accordance with relevant policies and legislation
• Providing accurate information to internal customer areas, including (but not limited to) Human Resources, Payroll Services, Finance and the Clinical Education Unit at Austin Health
• Supporting the DiT team with roster and recruitment processes

About you

As the Administration Officer, you will be someone who has excellent communication skills, with a strong commitment to excellence in customer service and teamwork. 

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

• Excellent communication and collaborative skills
• Positive and enthusiastic working culture.

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
• A suite of wellness initiatives designed to support you, including discounts on fitness memberships and health insurance, and a comprehensive wellbeing program
• Mentoring and career development opportunities
• Onsite childcare, easy access via public transport, car parking and end of journey facilities for cyclists

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. 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 or have questions about this opportunity, you are welcome to reach out to the hiring manager: Ranju Chate, DIrector Medical Workforce at Ranju.Chate@austin.org.au 

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

Application closing date: Thursday 9 January 2025