Administrative Assistant

Alfred Health

Alfred Health is a leader in health care delivery, improvement, research and education. We are the main provider of health services to people living in the inner southeast suburbs of Melbourne, from ambulatory to inpatient and home and community-based services.

2x positions available

• Fixed Term – until 30 June 2026
• Part time: 30.4 hours per fortnight available (2 days a week)
• Salary range – HS1-HS17 (depending on qualifications and experience)
• Alfred location
• Staff benefits 

The Department

The Bariatric Surgery Registry is an established bi-national clinical quality registry that monitors the safety and efficacy of bariatric surgery across Australia and Aotearoa New Zealand. Since its beginning in 2012, the Registry has enrolled over 165,000 people who have had a bariatric procedure and has 213 surgeons and 150 hospitals contributing data. The Registry’s team is based in Monash University’s School of Translational Medicine (STM) at the Alfred Hospital campus.

Further information about the registry can be found at https://www.monash.edu/medicine/sphpm/registries/bariatric

The Position

The BSR Administrative Assistant provides general administrative and data entry support to the Bariatric Surgery Registry team based at the Alfred Centre, Melbourne. 

The responsibilities of this role include:

Data Entry:

• Enter data into BSRi.
• Enter data into Microsoft Excel spreadsheets for record-keeping and analysis.

Administrative:

• Prepare and mailout Participant Explanatory Statement as per standard operating procedures and protocol
• Follow up of ‘Return to Sender’ Participant Explanatory Statements as per protocol;
• Answering telephone calls by drawing on knowledge of the work area’s procedures to respond to general inquiries (under guidance for nonstandard matters);
• Scan and file any documents related to the Registry;
• Printing, collating and distributing faxes;
• Prepare and mail out welcome packs/ flyers/ forms to new surgeons;
• Post and pick up daily mail as required including distributing to appropriate staff;
• Assist with induction of new team members
• Ordering supplies and stationery;
• Maintain accurate administrative records and data entries in the Insightly CRM system.

Additional responsibilities:

• Maintain and apply a comprehensive knowledge of the work area's policies, procedures and techniques to provide services and find appropriate solutions to day-to-today issues.
• Develop and maintain excellent working relationships with a range of contacts and use these to facilitate communication.
• Other duties as directed by the BSR Management team.

Key selection criteria

Essential

1. Relevant experience and/or education/training in a health-related setting.
2. Excellent written communication and verbal communication skills;
3. Demonstrated capacity to work independently and cooperatively and collaboratively in a team;
4. Demonstrated computer skills with databases, word processing and spreadsheets;
5. Highly organised, strong attention to detail with proven ability to follow instruction and prioritise tasks accordingly;
6. A demonstrated awareness of the principles of confidentiality, privacy and information handling; and
7. Experience in dealing with clinicians and hospital administration staff in a collaborative manner

Desirable:

1. Relevant experience in administration in the Health sector.
2. Demonstrated knowledge of the structure and operation of a large University and the placement of a Registry within this organisation.

Benefits

• Access to Salary Packaging and Novated Leasing
• Health and Wellbeing initiatives in addition to discounted health insurance
• Great work/life balance

Please submit a cover letter and CV to be considered.

For any enquiries, please email rachana.pattali@monash.edu 

Alfred Health is an equal opportunity employer and is committed to attracting and retaining a diverse workforce that reflects the community we serve.  Applications from Aboriginal and Torres Strait Islanders are encouraged.

In accordance with the Health Services Amendment (Mandatory Vaccination of Healthcare Workers) Act 2020, health care workers in Category A or B roles (as determined by the department’s risk ratings) are required to be vaccinated against influenza or hold an acceptable medical exemption. 

Website: www.alfredhealth.org.au