Personal Assistant

At Peter Mac we aim to continuously improve cancer care, research and education across all cancers and for all people affected by cancer: changing lives, breaking new ground. Everything we do is underpinned by our core values, Excellence, Compassion and Innovation. Welcoming people from a wide variety of different backgrounds and experiences is critical to fostering innovation, cultivating compassion, attracting and retaining top talent and providing the best possible cancer care for our patients.
YOUR ROLE IN OUR FUTURE
Onging Part Time Role
The Department of Cancer Imaging at Peter Mac is seeking a Part Time Personal Assistant to join our team at Parkville.
The Personal Assistant is responsible for providing comprehensive high-level administrative support to the Clinical Director and the Operations Director, Cancer Imaging and support to the management team of Cancer Imaging.
The role includes, but is not limited to, the following functions:

• Ensuring effective task prioritisation and milestone management
• Diary management, scheduling
• Meeting preparation, agendas, minutes and record keeping
• Administrative functions including invoicing, timesheets, ordering of office supplies
• Illustration and design of presentations
• Travel arrangements, reimbursements
• Recruitment
• Other administrative tasks

On the job training will be provided to the successful applicant.
Previous experience in Radiology and with our information system Carestream and Karisma would be advantageous.
Salary and conditions will be in accordance with the Health and Allied services award.
Peter Mac offers its employees the following benefits:
- Salary packaging
- Employee Assistance Program
- Central City location
- Training and Development program
Applicants to this role should provide a covering letter outlining relative key skills and experience to assist us with our assessment.
For further information about this opportunity, click Apply to be redirected to the Peter Mac Careers page where you can review the position summary.
Alternatively, please contact us using the information below for a confidential discussion.
Hiring Manager: Caroline Bond
Contact Number: 03 855 96627
Email: Caroline.Bond@petermac.org
Applications Close: 11:59 PM Tuesday 27th of Feburary 2024
Position Summary
The Personal Assistant is responsible for providing comprehensive high-level administrative support to the Clinical Director and the Operations Director, Cancer Imaging and support to the management team of Cancer Imaging. The role includes, but is not limited to, the following functions:

• Ensuring effective task prioritisation and milestone management
• Diary management, scheduling
• Meeting preparation, agendas, minutes and record keeping
• Administrative functions including invoicing, timesheets, ordering of office supplies
• Illustration and design of presentations
• Travel arrangements, reimbursements
• Recruitment
• Other administrative tasks

Enterprise Agreement
Health and Allied Services, Managers and Administrative Workers
Classification or Salary Range
HS3 .
Immunisation Risk Category
Category C: Position within a non-clinical setting.
Key Relationships
Internal

• Cancer Imaging management team
• Cancer Imaging staff
• Peter Mac staff
• Administrative staff across Peter Mac

External

• Suppliers and other vendors

Education
Skills
Essential Requirements

• Demonstrated experience working as a Personal Assistant
• Exceptional verbal and written communications skills
• Able to develop and maintain effective relationships with key contacts
• High level of confidentiality
• Excellent office organisational skills
• Ability to manage competing priorities, meet deadlines and strong attention to detail
• Experience with organising meetings and events, including preparation of agendas
• Proactive, co-operative and enthusiastic approach to responsibilities
• High level of computer proficiency including expertise in Microsoft Outlook, Word, PowerPoint, and virtual meeting platforms such as Microsoft Teams, and Zoom
• Experience in preparing and managing funding budgets

Desirable Requirements

• Experience in business and financial management processes
• Experience working with clinical data
• Understanding of medical terminology
• Qualifications in a health-related discipline
• Experience working within a health care and scientific setting

Certifications, Licenses & Registrations
Key Accountabilities
1. Diary and email management

• Ensure the Clinical Director and Operations Director are appropriately prepared with relevant documentation for all meetings.
• Effective prioritisation of email, mail and phone calls to ensure urgent items are promptly addressed and deadlines are met
• Email communication on behalf of the Clinical Director and Operations Director when requested
• Diary management
• Maintain a high level of confidentiality

2. Provide responsive and professional customer support

• Use initiative to anticipate the needs of the Clinical Director and Operations Director.
• Uses judgment to solve problems and queries
• Ensure professional service and liaison with internal and external stakeholders
• Responds flexibly with a customer service attitude

Key Accountabilities (Contd..)
3. Organising and coordinating meetings and team events and interstate / international travel as required

• All meetings are planned and coordinated with attendees and relevant meeting papers prepared.
• Timely preparation of agendas as required.
• All meetings and team events run smoothly.
• All travel is coordinated in an efficient and effective manner

4. Preparation of high-level presentation materials

• Presentations are prepared in a timely manner, to a high standard and consistent with Peter Mac's style guide

5. Patient liaison and organisation

• Ensure effective liaison with clinical services, as needed

• 6. Administration

• Facilitate eRecruit process and management.
• Assist in the organisation and maintenance of legal contracts.
• Assist in preparation of funding applications, and reports to funding agencies
• Manage invoicing for the department
• Manage office supplies for the department
• Oversee timesheets and leave management

For further information about this opportunity, click Apply to be redirected to the Peter Mac Careers page where you can review the position profile. Alternatively, please contact us for a confidential discussion.
Peter Mac requires its staff to be fully vaccinated against COVID-19. Please contact us if you would like to discuss this requirement.
WHY WORK FOR PETER MAC

• Peter Mac offer a range of benefits which support our people both personally and professionally.
• Our staff benefits include award winning facilities, professional development and events, a health and wellbeing program, flexible work practices and policies and financial benefits such as salary packaging.
• We encourage applications from Aboriginal and Torres Strait Islander people, all members of the LGBTQI community and people with a disability.