Personal Assistant

About Bayside Health

Bayside Health is a public health service committed to delivering high-quality care across every stage of life. Serving close to 1.2 million people in metropolitan Melbourne, the Mornington Peninsula, Koo Wee Rup, Bass Coast, and Southern Gippsland, Bayside Health operates more than 15 main sites, including hospitals, centers, and clinics. With over 22,000 dedicated staff, the organization focuses 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, encouraging all employees to strive and thrive. Bayside Health was formed on 1 January 2026, following the merger of Alfred Health, Bass Coast Health, Gippsland Southern Health Service, Kooweerup Regional Health Service, and Peninsula Health.

This is a permanent, full-time position (80 hours per fortnight) classified as Managers and Administrative Workers Grade 3 Level 1 (HS3), located at the Melbourne Sexual Health Centre. The role comes with great staff benefits.

The Department: Melbourne Sexual Health Centre (MSHC)

The Melbourne Sexual Health Centre (MSHC), a specialized unit for the diagnosis and treatment of sexually transmitted infections (STIs), is located in Carlton. It forms part of the Medical Specialties Directorate of Alfred Health and has an established reputation for clinical excellence and innovation through its research. MSHC provides comprehensive services including screening, testing, counseling, information, referral, health education, and clinical management of STIs, including HIV/AIDS and Hepatitis C. Reputed as a global leader in sexual health, MSHC maintains an active focus on post-graduate training and education, clinical consultancy, and research. The center's staff of approximately 100 includes infrastructure support, counselors, doctors, nurses, researchers, and postgraduate students.

Position Summary: Personal Assistant

Reporting to the Program Director and Manager of Operations, the Personal Assistant provides high-level administrative and strategic support to the Director MSHC - Alfred Care Group and medical staff. Key responsibilities include comprehensive calendar management, coordination of internal and external correspondence, oversight of the clinic’s activities, and various other tasks designed to enable informed decision-making and optimize the Director’s time.

Key Responsibilities

• Overall responsibility for the office of the Director of MSHC, ensuring effective and efficient operation and professional, coordinated work processes.
• Manage the calendar of the Director and other designated staff, including arranging meetings and events within Bayside Health and with external stakeholders like Government departments and other health services.
• Develop sufficient knowledge of the Director of MSHC’s role and organizational priorities to provide proactive support.
• Provide administrative assistance to the management team and medical staff, including managing conference leave, annual leave, CME leave, and sick leave.
• Prepare papers and presentations, coordinate documentation for meetings, ensure deadlines are met, and take minutes and record actions as requested.
• Develop and maintain detailed knowledge of the organization’s systems, processes, and structure, providing relevant information and assistance as required.
• Coordinate and manage travel arrangements as directed by the Director.
• Develop and maintain administrative systems, policies, and procedures to ensure continuous improvement.
• Contribute to organizational projects, including researching and collating data for reports, preparing presentations, and drafting relevant papers.

Essential Qualifications and Experience Required

• Exceptional communication and organizational skills, with the ability to multi-task and prioritize effectively.
• High-level competency in all facets of MS Office.
• Ability to handle difficult situations and maintain professionalism at all times.
• Self-driven and highly efficient, with a proven ability to work independently.

Desirable Qualifications and Experience

• Previous experience in a Personal/Executive Assistant role.
• Previous experience working in hospital/health and university settings.

Staff Benefits

• Salary packaging & novated leasing through Maxxia.
• Flexible health insurance coverage through HCF Health Insurance.

Key skills/competency

• Administrative Support
• Calendar Management
• Correspondence Management
• Meeting Coordination
• Travel Arrangements
• MS Office Suite
• Organizational Skills
• Communication Skills
• Proactive Support
• Confidentiality