- Full-time (1.0 FTE), ongoing
- Parkville location with flexible, hybrid working
- $74k to $83k + salary packaging + super + five weeks annual leave
The Peter MacCallum Cancer Centre (Peter Mac) is a Victorian public health service and a world‑leading comprehensive cancer centre, dedicated to excellence across all spheres of clinical care, research and education. We are home to the largest cancer research enterprise in Australia and provide treatment to around 40,000 people with cancer each year. Welcoming staff from diverse backgrounds and experiences is integral to fostering innovation and compassion, and delivering the best possible cancer care for our patients.
About the team
The Division of Anaesthesia, Perioperative Medicine and Pain Medicine supports the safe and effective delivery of perioperative care across Peter Mac. The team includes anaesthesia, high acuity and pain medicine specialists, as well as multidisciplinary stakeholders across Surgical Oncology and hospital support services. Administration plays a critical role in enabling high‑quality patient care, coordinating complex workflows and supporting the day‑to‑day functioning of the division.
About the role
The Personal Assistant provides high‑level administrative support to the Director, Clinical Leads and staff within the Division of Anaesthesia, Perioperative Medicine and Pain Medicine. This role is responsible for coordinating a wide range of administrative functions including diary and inbox management, meeting support, recruitment coordination and workforce administration, as well as supporting patient‑related administrative processes.
A regular day will see you:
- Provide comprehensive administrative support including diary and email management, meeting coordination, minute taking and event support.
- Coordinate workforce administration including timesheets, leave management, rostering and onboarding processes.
Support recruitment activities in collaboration with People and Culture and Medical Workforce, including interview coordination and onboarding.
- Assist with patient‑related administrative processes including appointment coordination, clinic support and communication with patients and external providers.
About you
You are a highly organised and proactive Personal Assistant who thrives in a fast‑paced, complex environment. You bring strong attention to detail, excellent communication skills and a commitment to delivering high‑quality, customer‑focused support to both clinicians and patients.
You’ll bring with you:
- 3–5 years’ experience in a Personal Assistant or administrative support role, ideally within a healthcare or hospital setting.
- Excellent organisational, planning and time management skills, with the ability to manage competing priorities.
- Strong communication skills, including a professional telephone manner and ability to engage with a wide range of stakeholders.
- Demonstrated commitment to customer service and patient‑centred care.
- Ability to work both independently and collaboratively as part of a team.
- Proficiency in Microsoft Office and experience working with administrative and clinical IT systems (e.g. iPM, EPIC, Teams).
- Experience with healthcare administration systems such as People Hub, FMIS (Oracle) or WeRoster is highly regarded.
Our benefit
We offer a range of benefits which support our people both personally and professionally, including:
- Up to $11,660 in salary packaging to increase your take‑home pay
- Discounted health insurance and eye care
- A comprehensive health and wellbeing program
- Public transport options at our doorstep and end of journey facilities for cyclists
- Onsite eateries and coffee shops, and inviting rooftop garden spaces
- Pathways for professional development and career progression
- Five weeks annual leave, 17.5% leave loading, monthly ADOs and purchased leave options
- Flexible, hybrid working arrangements
Inclusion and belonging
Peter Mac celebrates, values and supports a diverse and inclusive environment which reflects our vibrant community. We encourage applications from anyone identifying as Aboriginal and/or Torres Strait Islander. We also welcome anyone who identifies as LGBTQIA+, linguistically, culturally and/or gender diverse, people with disability, and people of any age.
Join us!
If you feel this role is right for you we warmly invite you to apply and encourage your early application. All appointments are made subject to a satisfactory police check and may require a valid Working with Children Check. Many staff are required to be vaccinated against, or demonstrate immunity to, COVID‑19, influenza, and a range of other diseases.
Should you need assistance or require any adjustments to fully participate in the application or interview process, you are welcome to reach out to the contact person listed. We acknowledge that not all applicants will meet the full list of selection criteria outlined, and where possible we will consider applications where relevant experience can apply.
For a confidential discussion about this role, please contact Erin Brennan, Operations Director for Surgery on 8559 7682 or [email protected]
Application closing date: 11:59pm Sunday 14 June 2026
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The Personal Assistant is responsible for providing administrative support to the Director, Clinical Leads and Staff Members of the Division of Anaesthesia, Perioperative Medicine, and Pain Medicine.
This role requires a high degree of accuracy and attention to detail managing emails, diary management, meeting support with minute taking for departmental committee meetings.
The Personal Assistant is responsible for the oversight and the coordination of the administrative aspects of the Division of Anaesthesia, Perioperative Medicine, and Pain Medicine. This involves the management of timesheets, leave requests, and rostering for the anaesthetic, high acuity and pain medicine teams.
The Personal Assistant will work closely with People and Culture and Medical Workforce on all divisional recruitment. This includes working with People Hub and maintaining an up-to-date suite of recruitment tools, the coordination of interviews, onboarding of all new staff, variations and terminations as required. The Personal Assistant will work closely with the Pain Medicine team - supporting the specialist doctors, nurses and admin booking team with referrals and registrations.
The Personal Assistant to the Director of the Division of Anaesthesia, Perioperative Medicine, and Pain Medicine works closely with the Executive Administration Team in the Division of Surgical Oncology, covering for planned and unplanned leave as needed. Working together on joint events and educational sessions run within the two divisions
Health and Allied Services, Managers and Administrative Workers
Category C: Position within a non-clinical setting
Internal
- Staff members within the Division of Anaesthesia, Perioperative Medicine, and Pain Medicine – including Anaesthesia, High Acuity, Pain Medicine Consultants, Junior Doctors; Nurses and Allied Health members in ERAS, Pain Medicine, Fit-4-Surgery, NSQIP programs
- Surgeons & Staff within the Department of Cancer Surgery
- Cancer Surgery Administration Team
- Admissions and Registrations staff
- Specialist Clinics staff
- Patient Navigators and Nurse Consultants
- Other hospital departments including Cancer Imaging, Health Information Services, Pathology, Payroll, IT, Peter Mac Executive
- Medical Workforce Unit
- People and Culture
- Research staff within the Division
- Finance
- Medical Education
External
- General Practitioners
- External medical providers
- Pharmaceutical companies
- External event companies
- Couriers
- External catering companies
- Patients and their carers
Essential
- 3-5 years’ experience in a Personal Assistant Role, preferably in a hospital setting
- Proven ability to manage a flexible schedule
- Exemplary planning and time management skills
- Strong patient focus and enthusiasm for working with patients and staff
- Concise written and verbal communication skills, including professional telephone manner
- Demonstrated experience delivering a high level of customer service
- Innovative and open to change
- Demonstrated team player with ability to work effectively in a team
- Ability to work autonomously
- Computer proficiency
- Experience in MS Office Suite/iPM/EPIC/Teams
Desirable
- Experience participating in quality improvement projects
- Previous health service administrative experience
- Experience using People Hub/FMIS (Oracle)/WeRoster
Key Accountabilities
Demonstrated by/ Key Performance Indicators
- Administrative support to Director, Clinical Leads, and Staff Members within the Division of Anaesthesia, Perioperative Medicine, and Pain Medicine
- Timely collation and submission of timesheets
- Updating WeRoster with leave requests and new staff details
- Assist with Continuing Medical Education claims (CME)
- Diary and meeting management: preparation of documents, room bookings, assist with events, provide reports as required
- Assisting with orientation of new staff
- Provide secretarial support for meetings as requested
- Work collegially with, and support other Admin team members in the Division of Surgery
- Submit request for honorary and non-clinical staff with People and Culture
- Liaise with Medical Workforce Unit regarding the recruitment of clinical and research staff
- Identify anaesthetic billing errors in EPIC and forward appropriately
- Schedule and advertise education sessions
- Coding of invoices
- Facilitation of performance reviews
- Maintain MDM room bookings
- Order stationery
- Maintain office environment including the stocking of stationery
- General administration tasks are completed accurately and in a timely manner
- Recruitment tasks are completed accurately and within the desired timeframe
- Assist with preparation of job descriptions which accurately reflect the role requirements in accordance with organisational procedures
- Consult with relevant personnel to convene selection panel and to develop interview questions
- Contact referees for referee reports
- Meeting agendas and minutes are circulated in a timely manner
- Evidence of completion of other administrative tasks as required
2. Administrative support to facilitate patient appointments and care
- Facilitates patient appointments including specialist clinics such as pre-anaesthesia, Fit-4-Surgery, and pain clinics, imaging and other appointments as required.
- Ensures iPM data is accurate
- Provides administration support to specialist clinics as required
- Communicates with external providers as required to request patient information
- Communicate with patients to negotiate dates, answer questions and provide information as required
- Manage clinic templates to show periods of leave/unavailability
- Facilitates patient appointments including specialist clinics, imaging and other appointments as required.
- Ensures iPM/EPIC data is accurate
- Provides administration support to specialist clinics as required
- Communicates with external providers as required to request patient information
- Communicate with patients to negotiate dates, answer questions and provide information as required
Key Accountabilities
Demonstrated By/ Key Performance Indicators
3. Communication with patients, GPs and other hospital staff
- Information is provided to patients and GPs as required
- Responds to patient enquiries in a timely manner including escalation to clinical staff when required
- Liaises with relevant hospital staff as required regarding patient bookings and appointments
- Evidence of communication with patients and GPs in a timely manner
- Evidence that patient enquiries are managed appropriately
- Evidence communication with other hospital staff is effective
4. Professional Leadership
- Systematically evaluates own practice, and identifies pertinent areas for development
- Responsible for maintaining own competencies, and participating in those activities that contribute to the ongoing development of self
- Appraises own performance against this position description at least annually
- Acts collegially to support colleagues and peers
- Behaves ethically and in alignment with Peter Mac values
- Acts as a resource to all staff within Peter Mac
- Demonstrates ability to take on new projects and tasks, and meet deadlines
- Demonstrates well developed communication and conflict resolution skills
- Evidence of active engagement in own professional development
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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 is a child safe organisation and has a commitment to child safety and wellbeing.
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.
