Administration Assistant

Job Description:

• Permanent full time with a monthly ADO
• Friendly and supportive team environment
• Fitzroy location

About the Role

The Admin Assistants are responsible for the day to day running of the Engineering Reception and Help Desk.

The Admin role is very important as you provide the first point of contact for all visitors and contractors

• Shared Reception duties, answering telephone and email queries
• Management of Engineering Help Desk and associated tasks
• Screening/signing in of visitors and contractors

Classifications for this position will range from HS1A - HS17 ($54,839 - $64,610).

Your Contribution

• Comprehensive administrative experience
• Professional telephone and reception skills
• Demonstrated ability to deal confidently and professionally with stakeholders at all levels
• Innovative and creative and the ability to multi task
• A valid Nationally Coordinated Criminal History Check, or willing to obtain

What We Offer

• A focus on wellbeing initiatives, with regular events and programs

• Confidential, solutions-focused employee counselling

• A healthy work/life balance encouraged.

• Ability to join Fitness Passport - Your pass to an extensive choice of fitness facilities

• Salary Packaging – Increase your take home pay!

• In the heart of Fitzroy, CBD at our doorstep, close to some of Melbourne’s best cafes, public transport and lots of carparks

• Discounts and Promotions always available through our Foundation

• Regular opportunities for professional development to assist you to reach your career goals

• Culture of continuous improvement

About Engineering & Infrastructure

St Vincent’s Engineering and Infrastructure Department is a multi-campus unit overseeing the maintenance, preventative maintenance and Essential Service Measures across St Vincent’s Hospital Melbourne and ancillary sites

Working at St Vincent’s
St Vincent’s Hospital Melbourne (SVHM) is a leading teaching, research and tertiary health service. SVHM provides a diverse range of adult clinical services and is driven by values of Compassion, Justice, Integrity and Excellence.
 

Application

• Please attach your resume and cover letter to your application.

Shortlisting for this position will commence immediately. We encourage you to apply promptly as the advertisement may close early should a suitable applicant be sourced.

We encourage applications from people of all backgrounds and abilities.  Inclusion is essential to our mission and diversity reflects the community we serve.

Please visit our website, for further information regarding our Aboriginal and Torres Strait Islander Employment at SVHM

 SVHA has a duty of care under work health and safety legislation to eliminate and/or control the risk of transmission of vaccine preventable diseases in healthcare settings. You may therefore be required to undergo mandatory immunisations/vaccinations (including flu vaccinations).

St Vincent’s Engineering and Infrastructure Department is a multi-campus unit overseeing the maintenance, preventative maintenance and Essential Service Measures across St Vincent’s Hospital Melbourne and ancillary sites

You will provide a full range of efficient and effective administrative assistance in the delivery of services in accordance with the policies, procedures and values of St Vincent’s Health   including but not limited to greeting / signing in of clients and contractors when attending site, Accounts invoice processing, Utilities invoice processing, Building Engineering Information System (Pulse) Receptionist duties as well as general administration tasks. It is envisaged that, when necessary, such as in periods of absence, the Administrative Assistant would support other Administrative staff.

Provision of Administration Support to the Engineering Department

• Reception duties, answering telephone and email queries
• Screening/signing in of visitors and contractors
• Provide an efficient, cohesive organised service at engineering reception.
• Management of Engineering help desk and associated tasks
• Provide administrative support to the management team in order to reach the full potential of service delivery to our clients
• Assist in ensuring the Building Engineering Information System (Pulse) database is maintained with up to date information of assets and their relevant maintenance histories
• Provide administrative support & data entry for Minor Works, Capital Works, Plant & Equipment
• Liaison for Department of Health and other St Vincent’s departments, eg. Finance, Environmental services, Legal etc.
• Consult between St Vincent’s finance department in relation to processing & payment of invoices
• Energy Consumption monitoring and reporting
• Participate in regular meetings with Engineering management & Finance when required
• Engineering dept meetings – meeting minutes as required
• Participate in the Engineering Department’s Emergency response management team and preparation of reports as required.
• Assist with the purchasing of goods, services and equipment, generate purchase orders as authorised
• Assist with the processing, certification, filing required for this function

Information Management

• Streamline & Maintain a suitable Electronic & Hard Copy Filing System
• Improving/implementing Computerized Asset Management System
• Assist with improving / implementing Building Engineering Information System (Pulse)

Telephone Management

• Engineering Help Desk/Reception duties

• Ensure all calls are managed in a prompt, efficient and helpful manner.
• Enquiries and requests are handled with minimum delay and maximum courtesy.

Financial Management

• Monitor Outgoings, e.g. Utility invoices, contractor invoices
• Liaise with contractors & finance dept
• Using Open Windows program to ensure Contracts are processed/updated

• Comprehensive administrative experience
• Professional telephone and reception skills
• Demonstrated ability to deal confidently and professionally with stakeholders at all levels
• Innovative and creative and the ability to multi task
• Problem solving ability and initiative
• Demonstrated time management and organisational skills
• Ability to work unsupervised
• Proven ability to work under pressure, prioritise workload and meet deadlines
• Ability to handle difficult situations and remain professional at all times.
• Ability to work as a team player

• Formal Education : Year 12 or equivalent literacy and numeracy
• Computer skills and proficiency in common MS Office
• Well-developed customer service skills

Closing Date:

14 February 2026 11:59pm

Reconciliation Action Plan:

At St Vincent's we acknowledge the importance of creating a work environment that is welcoming, safe, equitable and inclusive for Aboriginal and/or Torres Strait Islander Employees. As part of our Commitment to Reconciliation and Closing the Gap in employment related outcomes, we encourage applications from Aboriginal and Torres Strait Islander Peoples.

For further information, visit https://www.svha.org.au/about-us/reconciliation or get in contact at indigenouscareers@svha.org.au

View Reconciliation Action Plan

Code of Conduct:

View Code of Conduct