Administrative Support/PA, Medical Workforce

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.

• Administrative Officer (80%) and Personal Assistant (20%)
• Permanent Full time
• Hybrid Model of Work (3 days in the office)  
• Located at The Alfred 541 St Kilda Rd 

The Department

The Medical Workforce Unit manages the administrative aspects of medical staff appointments including recruitment and onboarding, employment contracts, orientation, credentialing and rostering.

About the Role
An exciting opportunity for a highly organised and proactive Administrative Officer/Personal Assistant to join the Medical Workforce Unit within Alfred Health. This dynamic role is ideal for someone who thrives in a busy healthcare environment and enjoys providing high-level administrative support while managing competing priorities with professionalism and care.

As part of the team that oversees the administrative functions for medical staff appointments—including recruitment, onboarding, credentialing, and rostering—you’ll play a crucial role in keeping our unit running smoothly.

You will work closely with and provide Personal Assistant support to the Director and Deputy Director (or delegate) of Medical Workforce, while also serving as the first point of contact for the broader unit. From managing inboxes and phone lines to coordinating key events and onboarding processes, your ability to manage tasks efficiently and communicate effectively will be essential.

The position also includes participation in a 7-day-a-week, after-hours on-call telephone roster for junior medical staff support. Comprehensive training will be provided.

Administrative Officer Duties:

• Coordinate and support annual events, workshops, and forums.
• Maintain accurate records and databases including the management of compliance checks (AHPRA, police checks, WWCC, etc.).
• Lead onboarding for medical staff including but not limited to IT setup, welcome packs, and orientation coordination.
• Act as the go-to contact for the Medical Workforce office and Medical Staff common areas.
• Manage office supplies, room bookings, mailboxes, lockers, and staff leave calendars.
• Handle eReqs, Works requests, employment letters, AHPRA certificates, surveys, and invoices.
• Support our HR systems in collaboration with the Business Systems Manager.

Personal Assistant Duties:

• Provide diary management and appointment scheduling for the Director and Deputy Director.
• Organise travel, accommodation, and registrations for meetings and conferences.
• Prepare agendas, minutes, and meeting materials; coordinate with attendees as required.
• Assist with internal communications and the implementation of new administrative systems.
• Manage competing priorities and ensure tasks are completed within deadlines.
• Perform other duties as directed by the Director of Medical Workforce.

Qualification and experience required
To succeed in this role, you will need:

• Proven administrative experience in a fast-paced environment.
• Excellent communication, interpersonal, and organisational skills.
• High attention to detail and the ability to multitask effectively.
• Confidence using Microsoft Office Suite
• Professional attitude and presentation
• A proactive and flexible attitude, with a strong sense of initiative.

Staff Benefits

• Generous salary packaging and novated leasing are available through Maxxia
• Onsite child care services, payroll deductible expense
• Onsite staff gym, a payroll deductible expense
• Modern onsite library faculties, exclusive to Alfred Health staff
• Access to health and wellbeing incentives
• Discounted health insurance 

If you’re a dedicated administrative professional looking to make a real impact in healthcare, we’d love to hear from you. Apply now to join a passionate team at Alfred Health and contribute to the smooth operation of our Medical Workforce Unit.

For enquiries regarding this role, please contact Belinda Frenkel - Business Support and Systems Manager, Medical Workforce - on 9076 5793 

Applications close at 11.00 pm on Friday 16th of May 2025

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