Executive Adminstration Officer

Job posted: 22/02/2021
Applications close: 04/03/2021 (Midnight)
3 days remaining

3 days remaining

Job Description

Location: Melbourne | Parkville

Job type: Not provided

Organisation: Melbourne Health

Salary: Salary not specified

Occupation: Administration/Secretarial

Reference: 55909

Reference: 55909

Occupation: Administration/Secretarial

Salary Range: Salary not specified

Work location: Melbourne | Parkville

                                                Centre Administration Officer

  • A passionate and dedicated individual to join the WHO Collaborating Centre for Reference and Research on Influenza (WHOCCRRI), which is part of VIDRL

  • Full Time, ongoing position, working 80 hours per fortnight including ADO

  • Based at The Doherty Institute

The Royal Melbourne Hospital

As one of the largest health services in Victoria, and a team of more than 10,000 strong, we provide a comprehensive range of specialist medical, surgical, and mental health services; as well as rehabilitation, aged care, outpatient and community programs. We are a designated state-wide provider for services including trauma, and we lead centres of excellence for tertiary services in several key specialties including neurosciences, nephrology, oncology, cardiology and virtual health.

Surrounded by a Parkville Precinct of brilliant thinkers, we collaborate to set new benchmarks in health excellence – benchmarks that impact across the globe. While the work we do takes us in inspiring new directions; caring for each other, our patients and consumers is as essential to who we are, as any scientific breakthrough we make. We put people first - leading with kindness and working together, we excel as one Royal Melbourne Hospital.

Your new team


The primary focus of this position is to support the administration of the Centre and to provide personal assistance to the Director and Deputy Director of the WHOCCRRI.


Your success in this role, will be in your ability to

  • Provide personal assistance to the Director and Deputy Director.

  • Provide general administrative support, and act as primary contact person for the centre.

  • Provide a high level of word processing skills and other illustrative software for presenting scientific data for bi-annual influenza vaccine consultations, conference presentations, meetings and other documents as required.

  • Provide administrative support to the centre's laboratory management system, including but not limited to, data entry, reporting, extraction and compilation of data and ensuring overall efficiency and accuracy.

  • Arrange and manage local, inter-state and international shipping and distribution of laboratory materials, including but not limited to, shipping compliance and regulations, time efficient scheduling and tracking, accuracy and record keeping.

  • Provide assistance with reporting requirements to the Commonwealth and Department of Health, and other related entities.

  • Organise events, workshops, centre retreats, meetings and visits to the centre.

Your Contribution

  • A diploma in business administration or equivalent years of proven experience.

  • Relevant experience (a minimum of 4 years) in a personal or administrative support role in an organisation.

  • Excellent verbal and written communication skills, with attention to detail and experience in editing of presentations and reports.

  • Proficient across the Microsoft Office suite and competent with office-based technologies and other software packages such as Adobe Illustrator or Biorender or equivalent.

  • Manage accounts and payment of centre invoices.

  • Provide recruitment assistance.

  • Manage staff timesheets, leave, reimbursements and travel arrangements. 

  • Able to navigate Centre systems and processes, use initiative and build key relationships.

  • Able to identify and problem solve to enable system improvements.

  • Able to work effectively in a team environment, and independently.


  • Previous experience in a medical or research related field, and/or working in a laboratory environment.

  • Previous experience working with technical documents and scientific data.

  • Previous experience working with databases and information management systems.

Our Commitment to you

Here at The RMH we strive for excellence with a strong purpose that defines the work we do for our community – Advancing health for everyone, every day. This is the Melbourne Way.  

We believe our success comes from our people. We’re committed to the RMH being a great place to work and a great place to receive care. We have made a long-term commitment to strengthen our organisational culture through leadership, education and empowering our staff to Speak Up for themselves and each other.

This is a role where your passion and expertise can come together to create a truly defining career opportunity. It is a unique opportunity to help us transform the future of the RMH and ultimately ensure we continue to deliver world class healthcare.


The RMH stands in solidarity with Aboriginal and Torres Strait Islander people in work and care. We are proud to be a workplace that champions diversity, inclusion and equality for our staff and our community.  Our goal is for our people to feel safe, included and supported so that they can be at their best every single day. We encourage talented people from all backgrounds, abilities and identities to apply to our vacancies, and will consider adjustments to support such applications. 



For a confidential discussion please connect via the details below.


All appointments are made subject to a satisfactory Criminal History Record Check and a Working with Children Check. Successful applicants will be required to provide evidence of an immunisation assessment prior to commencement.

Executive Adminstration Officer

Job type:

Not provided

Job classification:

Not provided


Kanta Subbarao - 93429310
Ian Barr - 93429311

Executive Adminstration Officer