Administration Assistant

State Government of Victoria, Australia; Shire of Baw Baw; On-site; AUD 3,444,000 - 4,408,000; Part time

Benefits offered by this job

Flexible working arrangements

Access to employee assistance program

Salary packaging

Free Parking

Job summary

West Gippsland Healthcare Group is seeking an Administrative Assistant on a fixed-term, part-time basis to backfill parental leave in the Learning and Development Unit. You will support the Learning and Development Manager, coordinate training events, manage education records, and prepare reports and materials for stakeholders across the organisation.

Your role involves high-level administrative tasks, data entry in LMS, and collaboration with internal departments, universities and providers to

Qualifications

• Previous experience in an administration role.
• Excellent organisational skills with the ability to manage multiple priorities and deadlines.
• Advanced Microsoft Office skills including Outlook, Word, Excel and PowerPoint.

Responsibilities

• Providing high-level administrative support to the Learning and Development Manager and team.
• Coordinating training events, workshops, education programs and course bookings.
• Maintaining education records and managing data entry within learning management systems.
• Preparing reports, correspondence, agendas, minutes and educational materials.
• Acting as a key contact point for internal and external stakeholders.
• Coordinating meeting schedules, venue bookings, catering and resources.
• Assisting with grant submissions, service planning and education-related projects.
• Liaising with internal departments, universities, education providers and external partners.
• Supporting financial administration, including invoices, purchase orders and training payments.

Skills

Organisational skills

Communication skills

Tools

Microsoft Office Suite

Outlook

Word

Excel

PowerPoint

Job description

Fixed-term part-time, up to 64 hours per fortnight (parental leave backfill)

Commencing ASAP to July 2027

Health and Allied Services, Managers and Administrative Workers EA 2025 - 2027 - Management and Administrative Officers, Grade 1 or (classification dependent on skills and experience)

(Junior rates apply to employees aged under 19 years)

An exciting opportunity is available within the Learning and Development Unit at West Gippsland Healthcare Group for an administrative assistant in a fixed-term part-time capacity (parental leave backfill).

Reporting directly to the Learning and Development Manager, this role provides comprehensive administrative support to the Learning and Development team and plays a key role in facilitating education, training, and professional development activities across the organisation.

About the Role

As the Administrative Assistant, you will support the effective operation of the Learning and Development Unit by coordinating administrative processes, training activities, records management, and stakeholder communications.

Key responsibilities include:

• Providing high-level administrative support to the Learning and Development Manager and team
• Coordinating training events, workshops, education programs and course bookings
• Maintaining education records and managing data entry within learning management systems
• Preparing reports, correspondence, agendas, minutes and educational materials
• Acting as a key contact point for internal and external stakeholders
• Coordinating meeting schedules, venue bookings, catering and resources
• Assisting with grant submissions, service planning and education-related projects
• Liaising with internal departments, universities, education providers and external partners
• Supporting financial administration, including invoices, purchase orders and training payments

Our preferred candidate will have:

• Previous experience in an administration role
• Excellent organisational skills with the ability to manage multiple priorities and deadlines
• Advanced Microsoft Office skills, including Outlook, Word, Excel and PowerPoint
• Strong interpersonal and communication skills
• Experience preparing professional documentation, reports and meeting minutes
• Ability to work independently and collaboratively within a multidisciplinary environment
• High levels of professionalism, initiative and confidentiality
• Strong customer service focus and commitment to continuous improvement

The following experience/qualifications would be considered advantageous:

• Experience within healthcare, education, learning and development, or training environments
• Experience using Learning Management Systems (LMS)
• Understanding of training administration processes and educational program coordination

About our organisation

Did you know that our Warragul hospital is conveniently located just a 30-minute drive from Pakenham, with a stress-free commute along the freeway? What's more, the Baw Baw Shire is one of the fastest-growing Local Government Areas in the country.

While our hospital may be ageing, our most precious asset is not the building but the exceptional quality of care delivered by our remarkable staff. Joining us means becoming part of a team that's more than just colleagues; we're a friendly and welcoming family. At West Gippsland Healthcare Group, we believe in caring for our community because we are the community.

At West Gippsland Healthcare Group, we take pride in our commitment to fostering diversity and equality within our team. We warmly welcome applications from every corner of our community, including Aboriginal and Torres Strait Islander individuals, those from culturally diverse backgrounds, members of the LGBTI community, and those with first-hand experience of living with a disability. Your unique perspective and background are valuable to us, and we look forward to your application.

West Gippsland Healthcare Group staff benefits include:

• Flexible working arrangements
• Access to employee assistance program
• Salary packaging
• Free Parking

Working with us

All appointments with the West Gippsland Healthcare Group are subject to the satisfactory return of professional reference checks, a National Police Record Clearance and a current Employee Working with Children Check. All employees must hold current entitlement to work within Australia. A six-month probationary period applies to all new appointments.

Further information is contained in the Position Description . Applications must include a current CV, and a cover letter addressing the selection criteria. Shortlisted applicants will be asked to provide at least 2 professional referees. Please note, only shortlisted candidates will be contacted.

Applications close: 15 October 2026*(applications may close earlier)

*Applications will be reviewed as they are received. This position will remain open for a minimum offourteen (14) days for externally advertised positions from the date of advertisement and may close earlier than the listed date if a suitable candidate/s are identified.

As an inclusive employer, committed to improving diversity and equity in our workforce, we encourage applications from all parts of community, including Aboriginal and Torres Strait Islander people, people form culturally diverse backgrounds, LGBTI people, and people with lived experience of disability.

As a Child Safe organisation, West Gippsland Healthcare Group promotes the safety, wellbeing and inclusion of all children, including those with disability.

Applications close Thursday 15 October 2026 at 11.59pm