Administration Systems Support

Western Health Australia; Melbourne; On-site; AUD 65,000 - 75,000; Full time

Benefits offered by this job

Flexible work options

Wellbeing programs

Scholarships and learning grants

Learning Academy access

Job summary

Western Health in Melbourne is seeking an Administration Systems Support Officer to join the Engineering Services team. You will provide administrative support across Engineering Services, manage data entry in Excel and Access, and use Pulse/BEIMS vendor software.

The role demands strong communication and the ability to handle time-sensitive tasks, including invoicing and asset data management. Key duties include handling enquiries, switchboard duties, processing work orders, accounts payable,

Qualifications

• Experience in accounts processes including invoicing and reconciliation.
• Experience delivering high-quality customer service.
• Strong information technology skills.
• Advanced administrative skills including filing systems and admin support.
• Proficiency in MS Office applications (Word, Excel, PowerPoint, Access).

Responsibilities

• Handle and escalate incoming enquiries and requests for service.
• Switchboard/telephone functions.
• Collation of compliance documentation.
• Update an Asset Register database.
• Process electronic Work Orders.
• Assist with general engineering enquiries.
• Invoicing using accounts payable.
• Account reconciliation.
• Train new staff members as required.
• Prepare daily and monthly reports for management.

Skills

Invoicing

Customer service

MS Office

Admin skills

IT skills

Tools

Pulse/BEIMS

Job description

Overview

Work Type: Ongoing - Full-time

Salary: $65,000 - $75,000

Grade: Grade not specified

Occupation: Administration

Location: Melbourne - CBD and Inner Metro suburbs

Reference: 9213

• Location: Sunshine, Bacchus Marsh & Williamstown Hospitals
• Employment Type: Full Time
• Salary: HS2 + Superannuation + Salary Packaging

About the role:

As a member of the Engineering Services team, the Administration Systems Support Officer will be required to provide administrative support to all of Engineering Services’ teams and departments. The role requires highly developed communication skills and experience in a busy office/workshop environment; as well as accurate and timely data entry and maintenance of data systems including Excel, Microsoft Access, and vendor software such as Pulse/BEIMS. The Administration Officer performs a time-sensitive access role; an ability to perform and make sound discretionary judgements under time pressure is essential. The role includes, but is not limited to:

• Handling and escalating incoming enquiries and requests for service (some of urgent or critical nature);
• Switchboard/telephone functions;
• Collation of compliance documentation;
• Updating an Asset Register database;
• Processing electronic Work Orders;
• Assisting with general engineering enquiries;
• Invoicing using accounts payable;
• Account reconciliation; and
• Training of new staff members, as required.

Key responsibilities:

• Duties cover end-to-end accounts payable:
• Raise Purchase Orders in FMIS and BECMS.
• Check monthly invoice statements for overdue payments.
• All account documentation to be entered with 100% accuracy.
• Reception Duties – handling walk up enquiries, locating completed workshop jobs.
• Liaise and consult with suppliers and contractors routinely with regard to invoices and quotes for work orders in Engineering.
• Assist Engineering and Biomedical Management Team when required for ad-hoc tasks: data cleaning, formatting documents, collating financial and asset data to produce reports for use by Engineering Services Management as needed.
• Prepare daily and monthly reports for use by management such as generating planned maintenance report.

About you:

• Experience in account processes, including invoicing/reconciliation.
• Experience in delivering outstanding customer experience with high level of quality services.
• High level competence in the use of information technology.
• High level administrative skills, incorporating filing systems and admin support.
• Excellent MS Office Applications (Word, Excel, PowerPoint, Microsoft Access).

About Western Health

Western Health is the leading healthcare provider in Melbourne’s West - one of Australia’s fastest-growing and most culturally and socioeconomically diverse regions.

More than 13,000 employees help deliver a comprehensive range of services across our hospitals, community, correctional, and home-based settings. These services include acute tertiary care, emergency and intensive care, medical and surgical specialties, mental health and wellbeing, subacute care, ambulatory care, primary care, home-based services, and residential aged care.

We are committed to driving innovation and sustainability that improves health outcomes for our community. With specialties spanning oncology, renal care, mental health, women’s health and maternity, chronic disease management, geriatrics, and cardiology, Western Health is recognised for its expertise in managing complex and chronic conditions through integrated, patient-centred care.

We foster a collaborative and inclusive culture where you can make a meaningful impact. We support our staff to keep learning and growing through a diverse range of education programs, partnerships with universities in medical research and professional development opportunities.

Compensation and Benefits

• Competitive salaries, flexible work options, and wellbeing programs.
• Scholarships and grants to support ongoing learning.

Learning and Development

• Access personalised pathways through the Western Health Learning Academy.
• Opportunities for postgraduate study, clinical education, and mentorship.

Community Impact and Inclusion

• Make a difference through compassionate care in a diverse, inclusive workforce.
• Contribute to community wellbeing initiatives and healthcare research.

Organisational Culture and Environment

• Work in a collaborative, innovative team focused on continuous improvement and excellence.

Ready to make an impact?

If you’re passionate about providing exceptional customer service, supporting team success, and contributing to a positive workplace culture, we’d love to hear from you.

Closing date:

11:59pm on 5 November 2026.

Enquiries: For further information about this role, contact Lachlan Savage via [e-mail]

Western Health is an equal opportunity employer. We welcome applications from people of all genders, Aboriginal and Torres Strait Islander peoples, people with disability, people from culturally and linguistically diverse backgrounds, and people with lived experience that strengthens their ability to do this work

Western Health is committed to providing a safe environment for the children and young people who are involved in our services, sites and operations. We follow and abide by all legislative requirements to keep children and young people safe.

All appointments are made subject to a satisfactory Police Record Check, an Immunisation Status Clearance and a Working with Children Check (if applicable).

Western Health is committed to the psychosocial safety of all applicants and employees.

Western Health does not accept unsolicited resumes/applications from recruitment agencies.