Administration Secretary Level 4

NSW Health; Sydney; On-site; AUD 78,000 - 80,000; Full time

Job summary

NSW Health—Auburn District Hospital is seeking an experienced Administration Officer Level 4 to provide high-level administrative support to Heads of Department and senior medical staff. You will manage diaries, prepare correspondence and presentations, and coordinate meetings and stakeholder communications in a hospital setting.

Key duties include payroll-related roster and leave processing, recruitment coordination, onboarding and performance review administration, and building strong

Qualifications

• Demonstrated experience in providing secretarial and administrative support at a senior level.
• Strong diary management, correspondence handling and minute-taking abilities.
• Ability to coordinate meetings, agendas, minutes and stakeholder communications.
• Experience with payroll-related activities including rosters, leave processing and pay adjustments.
• Knowledge of and ability to support recruitment, onboarding and performance review processes.
• Excellent written and verbal communication skills with attention to detail.

Responsibilities

• Provide high-level secretarial and administrative support to Heads of Department and senior medical staff.
• Coordinate diverse activities to ensure smooth operation of medical departments.
• Manage diaries, correspondence and presentation preparation.
• Coordinate departmental meetings, agendas, minutes, bookings and communications.
• Support payroll duties including rosters, leave processing and pay adjustments.
• Assist with recruitment, onboarding and performance review administration.
• Build relationships with internal and external stakeholders in a fast-paced hospital environment.

Skills

Secretarial support

Diary management

Correspondence

Minutes & minutes taking

Presentation preparation

Meeting coordination

Payroll & rosters

Leave processing

Recruitment coordination

Onboarding processes

Performance review administration

Stakeholder communications

Time management

Microsoft Office

Medical terminology

Drafting correspondence

Tools

Microsoft Office

HPEC

VMoney

iPM

Job description

Support senior medical leaders in a dynamic hospital environment

Variety, autonomy and exposure across multiple medical specialties

Join a collaborative team dedicated to exceptional patient care

Manage executive-level medical administration, coordinate complex schedules, support workforce processes and help keep hospital services running smoothly.

Employment Type:PermanentFull Time
Position Classification:Administration Officer Level 4
Remuneration:$78,183.85 - $79,973.57 per annum + super + ADO
Hours Per Week:38
Location:Auburn District Hospital

Where you'll be working
Auburn District Hospital is a vibrant and community-focused hospital committed to delivering high-quality healthcare services. As part of a supportive medical administration team, you'll work closely with senior clinicians, department leaders and a broad network of healthcare professionals who are passionate about making a difference in the lives of patients and the community.

In this diverse and rewarding role, you'll enjoy the opportunity to build strong professional relationships while contributing to the efficient operation of medical services across the hospital.

Work alongside experienced medical specialists and healthcare leaders

Be part of a collaborative and supportive multidisciplinary environment

Enjoy a varied role with opportunities to develop your administrative expertise

Contribute to services that directly support patient care and outcomes

Gain exposure to a broad range of medical specialties and hospital operations

What you'll be doing
This is a pivotal administrative and secretarial position providing high-level support to Heads of Department, Staff Specialists and other medical staff. Working with a high degree of autonomy, you'll coordinate a diverse range of activities to ensure the smooth operation of medical departments and support the delivery of quality healthcare services.

Key responsibilities include:

Providing comprehensive secretarial and administrative support, including diary management, correspondence and presentation preparation

Coordinating departmental meetings, agendas, minutes, conference bookings and stakeholder communications

Managing payroll-related activities including rosters, leave processing, pay adjustments and VMO claim administration

Supporting medical workforce activities including recruitment coordination, onboarding processes and performance review administration

Building strong relationships with internal and external stakeholders while balancing competing priorities in a fast-paced healthcare setting

Selection Criteria:

Demonstrated experience in providing secretarial and administrative support at a senior level.

Demonstrated high level communication skills both verbal and written.

Excellent time management and advanced organisation skills with attention to detail.

Demonstrated effective interpersonal skills with a demonstrated ability to develop and maintain relationships with all levels of staff and the general public.

The ability to work with minimal supervision as well as being an effective and efficient team member demonstrating initiative, judgement and analytic skills.

Demonstrated experience in Microsoft office, knowledge of medical terminology, drafting correspondence, minute taking and supporting meetings and committees.

Knowledge of the functions and services associated with working in a hospital or health environment.

Knowledge or willingness to learn computer packages such as HPEC, VMoney and iPM.

People with disabilities who meet the selection criteria are encouraged to apply; and where required, WSLHD will implement reasonable adjustment consistent with industry standard.

Aboriginal and/or Torres Strait Islander people are encouraged to apply.Stepping Up aims to assist Aboriginal job applicants by providing information about applying for roles in NSW Health organisations. For more information, please visit https://www.steppingup.health.nsw.gov.au/ .

Please note: To be eligible for permanent appointment to a position in NSW Health, you must have an Australian citizenship or permanent Australian residency.