Administrative Assistant

About Bayside Health

Bayside Health is a public health service delivering high-quality care across every stage of life for close to 1.2 million people living in metropolitan Melbourne, the Mornington Peninsula, Koo Wee Rup, Bass Coast and Southern Gippsland. We have more than 15 main sites, including hospitals, centres and clinics that provide comprehensive care from welcoming newborns to supporting older people and a full range of services in between. More than 22,000 dedicated staff are focused on providing exceptional, equitable, and locally connected care through shared expertise, compassion, and a commitment to continuous growth. Education and training are central to staff development as we encourage all employees to strive and thrive. Bayside Health was formed following the merger of Alfred Health, Bass Coast Health, Gippsland Southern Health Service, Kooweerup Regional Health Service and Peninsula Health on 1 January 2026.

This is a Fixed Term position until 30 June 2026, offering part-time hours of 30.4 hours per fortnight (2 days a week). The salary range is HS1-HS17 (depending on qualifications and experience) at the Alfred location, with access to staff benefits.

The Department

The Bariatric Surgery Registry is an established bi-national clinical quality registry that monitors the safety and efficacy of bariatric surgery across Australia and Aotearoa New Zealand. Since its beginning in 2012, the Registry has enrolled over 165,000 people who have had a bariatric procedure and has 213 surgeons and 150 hospitals contributing data. The Registry’s team is based in Monash University’s School of Translational Medicine (STM) at the Alfred Hospital campus. Further information about the registry can be found at https://www.monash.edu/medicine/sphpm/registries/bariatric.

The Position

The Administrative Assistant provides general administrative and data entry support to the Bariatric Surgery Registry team based at the Alfred Centre, Melbourne.

Data Entry

• Enter data into BSRi.
• Enter data into Microsoft Excel spreadsheets for record-keeping and analysis.

Administrative

• Prepare and mailout Participant Explanatory Statement as per standard operating procedures and protocol.
• Follow up of ‘Return to Sender’ Participant Explanatory Statements as per protocol.
• Answering telephone calls by drawing on knowledge of the work area’s procedures to respond to general inquiries (under guidance for nonstandard matters).
• Scan and file any documents related to the Registry.
• Printing, collating and distributing faxes.
• Prepare and mail out welcome packs/flyers/forms to new surgeons.
• Post and pick up daily mail as required, including distributing to appropriate staff.
• Assist with induction of new team members.
• Ordering supplies and stationery.
• Maintain accurate administrative records and data entries in the Insightly CRM system.

Additional Responsibilities

• Maintain and apply a comprehensive knowledge of the work area's policies, procedures and techniques to provide services and find appropriate solutions to day-to-day issues.
• Develop and maintain excellent working relationships with a range of contacts and use these to facilitate communication.
• Other duties as directed by the BSR Management team.

Key selection criteria

Essential

• Relevant experience and/or education/training in a health-related setting.
• Excellent written communication and verbal communication skills.
• Demonstrated capacity to work independently and cooperatively and collaboratively in a team.
• Demonstrated computer skills with databases, word processing and spreadsheets.
• Highly organised, strong attention to detail with proven ability to follow instruction and prioritise tasks accordingly.
• A demonstrated awareness of the principles of confidentiality, privacy and information handling.
• Experience in dealing with clinicians and hospital administration staff in a collaborative manner.

Desirable

• Relevant experience in administration in the Health sector.
• Demonstrated knowledge of the structure and operation of a large University and the placement of a Registry within this organisation.

Benefits

• Access to Salary Packaging and Novated Leasing.
• Health and Wellbeing initiatives in addition to discounted health insurance.
• Great work/life balance.

Key skills/competency

• Data Entry
• Administrative Support
• Record Keeping
• Microsoft Excel
• Insightly CRM
• Communication Skills
• Confidentiality
• Task Prioritisation
• Team Collaboration
• Office Management