Casual Administrative Assistant

Job Description:

• Friendly and supportive team environment

• Challenging and rewarding work environment

• Ongoing training and development opportunities

• Casual opportunities!

About the Role
An exciting opportunity currently exists to join the administrative team at the St Vincent’s Mental Health department. This position plays a key role in providing administrative support across a variety of sites and will work with both administrative and clinical staff to ensure effective and efficient operationalisation of all day-to-day administrative functions of the department. The administrative assistant plays a crucial role in ensuring and maintaining workflow across the site.

• Act as a front-line contact for the service

• Present a high level of customer service and professional standards at all times

• Ensure that legislative, statistical and documentation requirements are adhered to

• Efficiently and effectively collect, collate and enter data into a range of software programs and self-monitor for accuracy.

• Work across multiple areas of St Vincent’s Mental Health

The classification for this position will be YC88 ($32.02 per hour, plus casual loading)

Your Contribution

• Flexibility to work across a variety of sites (Fitzroy, East Melbourne, Kew, Hawthorn)

• Well-developed interpersonal and communication skills.

• Proven ability to work with minimal supervision

• Ability to determine workload priorities and meet deadlines

• Commitment to the values and health care philosophy of St. Vincent’s

• 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!
• 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 the Mental Health Department
St. Vincent’s Mental Health (SVMH) includes an adult area mental health service for the inner city areas of Yarra and Boroondara.  The adult mental health service components are: The Footbridge Community Care Unit (CCU), the 44 bed Acute Inpatient Service (AIS) located on the St. Vincent’s Hospital site, the North Fitzroy PARC and two community mental health services (CMHS) at Hawthorn and East Melbourne (Clarendon CMHS). The Acute Inpatient Service includes 5 beds designated as the Koori State-wide Inpatient Service and linked to the Victorian Aboriginal Health Service. Community mental health services comprise the Triage and Crisis assessment and Treatment (CAT) Service and the Primary Intervention Care Team (PICT) includes Extended Triage and HOPE (Suicide Prevention),  Continuing Care (CCT), Mobile Support and Treatment (MST) and Homeless Outreach (CHOPS) services.  A Consultation & Liaison Service is provided to the health service. NEXUS Dual Diagnosis Service and the Body Image and Eating Disorders Assessment and Treatment Service (BETRS) are regional services. Statewide services are the Victorian Dual Disability Service and the Victorian Transcultural Mental Health.

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 Mental Health (SVMH) provides high-quality, recovery-oriented services across an adult area mental health service for the inner-city areas of Yarra and Boroondara.  The service utilises a strengths model of recovery, embedded across all parts of the mental health service. St Vincent’s is committed to the development of a strong peer support workforce. The adult mental health service components are: The Footbridge Community Care Unit (CCU), Acute Inpatient Service (AIS) located on the St. Vincent’s Hospital site, the North Fitzroy Prevention and Recovery Care service (PARC) and two community mental health services at Hawthorn and East Melbourne (Clarendon). Community mental health services comprise the Triage and Crisis assessment and Treatment (CAT) service, Continuing Care (CCT), Mobile Support and Treatment (MST) and Homeless Outreach (CHOPS) services.  The Primary Intervention and Care Team (PICT) include Primary Mental Health, Extended Triage and HOPE (Suicide Prevention), Supporting Tenants at Yarra Housing Project (STAY). A Consultation & Liaison Service is provided to the health service.

NEXUS Dual Diagnosis Service, the Body Image and Eating Disorders Assessment and Treatment and Recovery Service (BETRS) are regional services. State-wide services are the Victorian Dual Disability Service and Victorian Transcultural Mental Health. The Acute Inpatient Service includes 5 beds designated as the Koori State-wide Inpatient Service, linked to the Victorian Aboriginal Health Service.

Specialist Older Adult mental health services are located in Kew and include the Normanby House inpatient service, the community-based Aged Persons Assessment and Treatment service (APAT), and the Healthy Aging Service (HAS).

St Vincent’s Mental Health is committed the recruitment and retention of high-quality staff.  The service aims to support staff to maintain and develop their skills to support the provision of excellent clinical care and to meet their own personal and career goals.  SVMH has a strong education and research focus in addition to affiliations with a number of universities and educational institutions.  All SVMH clinical staff is expected to be familiar, and practice in a manner consistent with the National Practice Standards for the Mental Health Workforce.

POSITION PURPOSE

As a casual Administration Assistant, you play an integral role in the smooth and efficient functioning of our mental health services, both across inpatient and community settings.

As a key member of the team, you will contribute to the delivery of high-quality care by providing exceptional administrative support and ensuring the integrity and timeliness` of essential service data. You will perform a range of functions - from welcoming consumers and visitors, scheduling appointments, answering phones and directing calls or queries, entering time-sensitive clinical and legal data, and processing admissions, discharges and other related documentation and paperwork. You will directly support clinicians and enhance the experience of consumers and their families, helping to ensure that services are delivered with care, accuracy and compassion.

Under the guidance of the Administration Manager and Administration Team Leader, you may be required to work across various sites and functions, sometimes with short notice, so flexibility and adaptability are essential. This versatility is essential in providing valuable support to different areas as needed, helping to maintain seamless and effective delivery of our mental health services. 

As an integral member of the Mental Health Administration Team, the successful candidate will be responsible for delivering high-quality administrative support across a range of settings. Key duties include, but are not limited to:

• Serve as a welcoming first point of contact for consumers, families, visitors and service providers by greeting all individuals in a professional, respectful, and compassionate manner that reflects the values of the service. 
• Consistently present a high standard of customer service and professional conduct in all interactions, ensuring individuals feel supported and respected.
• Answer telephone and in-person enquiries in a courteous, professional and timely manner, providing accurate information or directing queries appropriately.
• Communicate respectfully and effectively with consumers, staff, and stakeholders, both verbally and in writing, to support a positive and inclusive service environment.
• Efficiently manage appointment scheduling and bookings, assisting clinical teams in the delivery of timely and organised care.
• Ensure the timely and precise data entry of clinical contacts and other administrative information to uphold data integrity and support effective service delivery.
• Enter data into a range of software systems in accordance with established service protocols. Follow all data management processes and regularly monitor entries for completeness and accuracy.
• In the inpatient setting, assist in the management and processing of inpatient admissions and discharges, consultation and liaison psychiatry paperwork, as well as manage all related documentation in line with privacy and confidentiality standards.
• In the community setting, efficiently manage appointment scheduling, assisting clinical teams in the delivery of timely and organised care.
• Provide administrative support across various service locations as needed, demonstrating flexibility and adaptability to meet operational needs.
• Engage in quality improvement initiatives and support the refinement of administrative systems to enhance overall service effectiveness.

• Proven ability to present a professional, courteous, and welcoming manner when interacting with consumers, families, visitors, and staff both in person and over the phone, with a focus on respectful, inclusive, and supportive communication.
• Excellent verbal and written communication skills, with the ability to engage sensitively and effectively with people from diverse backgrounds, including consumers experiencing mental health challenges, and to work collaboratively within a multidisciplinary team environment.
• Demonstrated experience in delivering accurate and efficient administrative support and  managing competing priorities while maintaining attention to detail and working independently with minimal supervision.
• Ability to accurately collect, enter, and manage data across various software systems in accordance with established protocols.
• Knowledge of privacy principles and the ability to handle consumer documentation with sensitivity and discretion in line with organisational and legislative requirements.
• Demonstrated ability to adapt quickly to changing priorities, respond proactively to service needs, and maintain effectiveness when working independently or under minimal supervision.
• Willingness and capacity to work across multiple sites and functions, often on short notice.

Formal qualifications in Health Administration, Business Administration or a related field (such as a Certificate III or IV) are welcomed. However, we are most interested in finding someone with a positive, can-do attitude who is genuinely passionate about supporting our mental health team in an administrative capacity.

The ideal candidate will also bring:

• Previous experience in an administrative or customer service role, ideally within a health, mental health, or community service setting.
• Confidence using Microsoft Office applications (Word, Excel, Outlook) and the ability to quickly learn client information systems or electronic medical records software.
• Strong organisational skills and attention to detail, with the ability to manage competing priorities and work independently with minimal supervision.
• A basic understanding of privacy and confidentiality in a healthcare environment, or a willingness to develop this knowledge.
• A flexible and adaptable approach to work, including the ability to work across multiple sites and at short notice.

Closing Date:

13 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