Executive Assistant/Administration Officer

Updated: 3 days ago
Location: Melbourne, VICTORIA
Deadline: 15 Jul 2024

Job no:0037836
Location: Parkville
Role type: 
Full-time/Part-time; Continuing 
Faculty: 
Medicine, Dentistry and Health Sciences
Department/School: Melbourne School of Health Sciences
Salary: 
UOM 5 – $83,159 – $95,518 p.a. plus 17% super

  • Provide comprehensive administrative and executive support to the Head of Department and departmental operations.
  • Dynamic role supporting diverse tasks across multiple health disciplines.
  • Salary packaging, subsidised health and wellbeing services, fitness and cultural clubs, Myki discounts, and a 25% discount on graduate courses to our staff and their immediate families!

About the Role


The Executive/Administration Officer will support the Head of Department in the School of Health Sciences, contributing to the education of future health professionals and advancing Nursing and Allied Health. The role involves high-quality support across various tasks, including HR, finance, office administration, events, communications, travel, and OH&S. Reporting to the School Operations Manager and working closely with the Department Head, the appointee will ensure smooth departmental operations and provide executive support for committees and strategic initiatives. 

This particular appointment will be supporting the Department of Optometry and Vision Sciences.  


Your responsibilities will include:

  • Provide high level administrative support to Department and School staff, and Executive Assistant support to the Head of Department, including diary management. 
  • Work collaboratively with other professional and academic staff to deliver integrated and aligned administration service across the School, and provide a responsive service for enquiries from staff, visitors and students, building strong and effective relationships with internal and external staff and colleagues to ensure the efficient delivery of administrative services in a tactful and diplomatic manner while maintaining confidentiality.
  • Work closely with the Head of Department to support projects and coordinate activities related to strategic initiatives for the MSHS Strategy
  • Create and maintain casual staff contracts and guest/visitor/honorary agreements, monitor end dates for fixed term and causal contracts, maintain Departmental staffing lists and assist with logistics of recruitment, onboarding/welcome, and offboarding of Departmental staff

Who We Are Looking For
You will have excellent time management and organisational skills, demonstrated experience in coordinating workflow, prioritising tasks, and meeting deadlines. You will possess strong problem-solving abilities, work both independently and collaboratively, and have exceptional written and verbal communication skills. The ability to work with tact, diplomacy, and maintain confidentiality is essential.

You will also have:

  • Previous experience in Administrative and/or Executive Assistant roles in medium-to-large organisations, managing a range of administrative and executive support tasks including diary management, secretarial support, email organisation, and events. 
  • Excellent time management and organisational skills, including demonstrated experience in co-ordinating workflow, prioritising tasks, meeting deadlines and effectively balancing competing demands.
  • High level interpersonal skills, including a demonstrated ability to interact positively and work co-operatively in a multi-disciplinary team environment and liaise with people from diverse backgrounds. 
  • High level of computer skills including extensive experience using an electronic diary management system, good working knowledge of the Microsoft Office suite, (including SharePoint and Microsoft forms)

For further information regarding responsibilities and requirements, please refer to the attached PD.

This role requires that the successful candidate must undergo and maintain an up-to-date Working with Children Check. This is essential to guarantee a secure environment for all individuals at the University. In the case the selected candidate doesn't have a valid Working with Children Check, they will be able to apply for the WWCC as part of the initial onboarding procedures.

Please note: Visa sponsorship is not available for this position. This role requires current valid work rights for Australia.

Your New Team – Melbourne School of Health Sciences
The Melbourne School of Health Sciences (MSHS) provides qualifying and postgraduate courses in the disciplines of Nursing, Physiotherapy, Social Work, Audiology and Speech Pathology, and Optometry and Vision Sciences. As a candidate, joining our team means being part of a dynamic and impactful community dedicated to advancing healthcare education and practice. With a passion for health sciences and education, you will have the opportunity to shape the learning experiences of our students and make a positive impact on their future careers.

What We Offer You!
In addition, we offer the opportunity to be part of a vibrant community and enjoy a range of benefits, including generous leave provisions, salary packaging, health and well-being services and discounts on graduate courses. For more information, check out our benefits  page!

About the University of Melbourne
We’re tightly connected with the community, both at home and abroad. We take pride in our people, who all contribute to our mission to benefit society through the transformative impact of education and research. Discover more via our website  and stay connected with our stories and people on LinkedIn .   

Be Yourself
The University of Melbourne values the unique backgrounds, experiences and contributions that each person brings to our community and welcomes and celebrates diversity.  First Nations people, those identifying as LGBTQIA+, parents, carers, people of all ages, abilities and genders, and people of diverse ethnicity, nationality and faith are encouraged to apply. Our aim is to create a workforce that reflects the diversity of the community in which we live. For more information please visit our Diversity and Inclusion page.

We are dedicated to ensuring barrier free and inclusive practices to recruit the most talented candidates. If you require reasonable adjustments, please contact the employee listed on the first page of the Position Description found below, with an email containing your name and contact details for a confidential discussion. Please ensure your email is titled "Reasonable Adjustments Request".

Aboriginal and Torres Strait Islander Applicants
We aspire to be the University of choice for Indigenous Australians, with unprecedented investment to attract, nurture and retain Aboriginal and Torres Strait Islander students and staff. Tangible support through a range of programs and initiatives will ensure that you personally succeed and flourish while at the University of Melbourne.

For further information, including our 2023-2027 Indigenous strategy please visit -https://about.unimelb.edu.au/reconciliation/murmuk-djerring

Join Us!
If you feel this role is right for you, please apply with the following documents: 

  • Resume
  • Cover Letter outlining your interest and experience
  • The responses against the Selection Criteria^ (found in the Position Description)

^For information to help you with compiling short statements to answer the selection criteria and competencies, please go to http://about.unimelb.edu.au/careers/selection-criteria

If you have any questions regarding the recruitment process, please feel free to contact Nick via email at [email protected] , ensuring that you include the Position Number and the Job Title as the subject. Please do not share your application to this email address.

If you have any particular questions regarding the job please follow the details listed on the Position Description.

Please note that in the event of sourcing a suitable candidate, the closing date for applications may be brought forward, and the job vacancy may be closed. Therefore, we encourage interested individuals to submit their applications promptly.

Position Description

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