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Executive Assistant - Clinical and Research Administrator

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Executive Assistant - Clinical and Research Administrator Position number xxxxxx The University of Melbourne POSITION DESCRIPTION Department of Medicine, Austin Health Melbourne Medical School Faculty of Medicine, Dentistry & Health Sciences Executive Assistant - Clinical and Research Administrator POSITION NO xxxxxxx CLASSIFICATION UOM 5 SALARY $73,396 - $84,303 p.a. SUPERANNUATION Employer contribution of 9.5% WORKING HOURS Full-time BASIS OF Full time fixed term position available for 12 months EMPLOYMENT Fixed term contract type: External Funding OTHER BENEFITS https://about.unimelb.edu.au/careers/staff-benefits HOW TO APPLY Online applications are preferred. Go to http://about.unimelb.edu.au/careers, select the relevant option (‘Current Opportunities’ or ‘Jobs available to current staff’), then find the position by title or number. CONTACT Marie Inder FOR ENQUIRIES ONLY Tel +61 3 9035 7228 Email [email protected] Please do not send your application to this contact For information about working for the University of Melbourne, visit our website: about.unimelb.edu.au/careers Page 1 of 8 Position number The University of Melbourne Position Summary The Executive Assistant is a key administrative position in the Department of Medicine and the Epilepsy Research Centre at the University of Melbourne and the Department of Paediatrics at Austin Health. It is located at the Melbourne Brain Centre at Austin Health in Heidelberg. The position reports directly to Professor Ingrid Scheffer who is Professor of Paediatric Neurology Research at The University of Melbourne and Director of Paediatrics at Austin Health. The Executive Assistant will support functions of Professor Scheffer’s multiple roles and will work across both the University of Melbourne and Austin Health, as well as liaising with other institutions and supporting Paediatric Medicine. The Executive Assistant provides high-level administrative and organisational support, advice and assistance to the Laureate Professor of Paediatric Neurology Research and a large research and clinical team. The Executive Assistant ensures the efficient and effective management of the Professor’s clinical, research and departmental responsibilities. The position works in conjunction with a part-time Personal Assistant. This multitasking and challenging role involves diverse duties and will require excellent interpersonal communication, organisational and time management skills. Working in a fast- paced environment, the incumbent will use their comprehensive organisational skills and knowledge to organise and coordinate the activities of the Professor in her extensive duties and interactions with the University, Austin Health and other national and international external bodies. The nature, diversity and scope of responsibility require the frequent use of discretion, initiative and independent judgement. 1. Key Responsibilities 1.1 RESEARCH AND CLINICAL EXECUTIVE ASSISTANT SERVICES Organising and prioritising a complex schedule of demands to ensure that the most important research and clinical tasks are dealt with promptly and other tasks are completed in a timely manner Proactively ensuring the required information, resources and facilities are prepared and available for the Professor’s daily activities such as patient appointments, meetings, presentations, travel and research activities The incumbent would ensure all phone calls and enquiries, including patient bookings, are dealt with appropriately and in a timely manner. They would be expected to use their discretion when referring calls, determining the appropriate course of action for each case, frequently without reference to supervisors. The Executive Assistant will also be dealing with individuals with epilepsy and often a family history of epilepsy which requires considerable tact, empathy and understanding Organising and maintaining the Professor’s diary of commitments, including the coordination of conference calls and collaborative meetings. Organisation of conference attendance, including travel and accommodation bookings is required. Coordination of the Professor’s clinics including making and confirming appointments with both patients and hospital staff, ensuring relevant information and documentation are available for appointments, typing correspondence and managing billing of patients. Efficiently undertaking word-processing and organisational functions including receipt, drafting and distribution of standard correspondence (including email). Preparation of the typing of research and hospital correspondence including those of a confidential or sensitive nature Retrieving and copying publications from University and Hospital libraries and on-line databases in a timely fashion and performing on-line searches Page 2 of 8 Position number The University of Melbourne Assistance with maintenance of publication databases using Endnote and Papers. Ability to format scientific manuscripts for publication according to the specifications of selected journals and ensuring documents are prepared for submission at the highest possible level Assistance with maintenance of the Professor’s curriculum vitae. Undertaking timely and accurate filing ensuring all files (both paper and computer based) are correctly maintained and easily retrieved Overseeing accounts and payment of invoices Organising seminars which may include catering, booking rooms, assistance with visiting speakers, etc 1.2 COORDINATE AND PROVIDE ADMINISTRATIVE SUPPORT TO THE NEUROGENETICS RESEARCH TEAM Coordination of activities and research for the research team (including clinicians and research assistants) Stock control and ordering of stationery, computer related goods and other equipment for the group Secretarial assistance for Professor Berkovic on one day per week and when his PA is absent or on leave 1.3 COORDINATE AND PROVIDE ADMINISTRATIVE SUPPORT TO THE DEPARTMENT OF PAEDIATRICS, AUSTIN HEALTH Coordination of meetings, including preparation of agendas and recording of minutes Organisation of a monthly seminar between the Department of Paediatrics, Austin Health and the Department of Paediatrics, Mercy Hospital for Women Coordination of The University of Melbourne Doctor of Medicine (MD) student rotations to the Department of Paediatrics Overseeing hiring of Paediatric Registrars including coordinating advertising, applications, interviews and employment paperwork. Liaison with Austin Health medical workforce unit Coordination of the Paediatric Registrar Handbook and other issues relating to Department of Paediatrics Page 3 of 8 Position number xxxxxx The University of Melbourne 2. Selection Criteria 2.1 ESSENTIAL Excellent time management and organizational skills with the capacity to prioritise tasks, meet deadlines and effectively balance competing demands A mature attitude with resilience demonstrated by the ability to be self-motivated and work effectively under pressure Demonstrated excellent interpersonal skills in dealing with people of all ages and backgrounds, including the ability to utilise appropriate tact, empathy and understanding when dealing with individuals with medical conditions Demonstrated ability to utilize initiative in achieving objectives and proactively planning ahead High-level attention to detail, excellent grammar and literacy with correspondence Demonstrated ability to perform a full range of high level administrative support and organisational assistance to senior executive staff OR experience at a similar level in a project management/coordinator role Ability to work individually and as part of a team Excellent computer skills including typing, word processing, use of the internet, PowerPoint, spreadsheets and databases Ability to develop processes to manage a busy diary Relevant tertiary qualification AND/OR a relevant combination of education/training and experience 2.2 DESIRABLE Experience with preparation and formatting of scientific documents for publication and grant submission and competence with Endnote Experience with the management of different research funds Advanced skills in the use of word processing programs Experience with medical terminology Experience transcribing dictations 3. Job Complexity, Skills, Knowledge 3.1 LEVEL OF SUPERVISION / INDEPENDENCE The incumbent will work under general supervision from Professor Scheffer and Professor Berkovic. Frequent absences of the supervisors require the Executive Assistant to show initiative and motivation, work independently and be able to prioritise with minimal supervision, although the ability to work within the research team is also necessary. Page 4 of 8 Position number xxxxxx The University of Melbourne 3.2 PROBLEM SOLVING AND JUDGEMENT Problem solving skills and initiative are required to effectively organise, prioritise and coordinate the needs of the supervisors. The Executive Assistant is required to efficiently manage several tasks simultaneously and to ensure that deadlines are met. The Executive Assistant is required to exercise judgement and make sound decisions when dealing with the University, the Hospital and outside bodies. Decisions are frequently required in the absence of the supervisors and recognition of the consequences and outcomes of such decisions is imperative. The incumbent is required to use initiative to provide appropriate advice, information or referral, particularly in the absence of supervisors. Extreme discretion, confidentiality and impartiality are expected at all times. 3.3 PROFESSIONAL AND ORGANISATIONAL KNOWLEDGE The incumbent is required to have high level computer expertise
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