Personal Assistant

About Bayside Health

Bayside Health is a public health service dedicated to delivering high-quality care across every stage of life to approximately 1.2 million people in metropolitan Melbourne, the Mornington Peninsula, Koo Wee Rup, Bass Coast, and Southern Gippsland. With over 15 main sites, including hospitals, centres, and clinics, we provide comprehensive care from newborns to older adults. Our team of more than 22,000 dedicated staff is committed to providing exceptional, equitable, and locally connected care through shared expertise, compassion, and 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) at Managers and Administrative Workers Grade 3 Level 1 (HS3), located at the Melbourne Sexual Health Centre. Enjoy great staff benefits!

The Department: Melbourne Sexual Health Centre (MSHC)

The Melbourne Sexual Health Centre (MSHC), a specialised unit for the diagnosis and treatment of sexually transmitted infections (STIs), is located in Carlton and is part of the Medical Specialties Directorate of Alfred Health. MSHC has an established reputation for clinical excellence and innovation through its research.

MSHC provides comprehensive services including screening, testing, counselling, information, referral, health education, and clinical management of STIs, including HIV/AIDS and Hepatitis C. It is recognized as a global leader in sexual health, with an ongoing active focus on post-graduate training and education, clinical consultancy, and research. The centre has approximately 100 staff members, including Infrastructure support, Counsellors, Doctors, Nurses, Researchers, and post-graduate 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 clinic activities, and other miscellaneous tasks. This role is crucial for enabling informed decision-making and optimising the Director’s time.

Key Responsibilities

• Oversee the Director of MSHC’s office to ensure effective, efficient, and professional operation.
• Manage the Director’s calendar and other designated staff, arranging meetings with Bayside Health and external stakeholders.
• Develop proactive support by understanding the Director’s role and organisational priorities.
• Provide administrative assistance to the management team and medical staff regarding leave and conferences.
• Prepare papers, presentations, and coordinate documentation for meetings, taking minutes and recording actions.
• Maintain detailed knowledge of organisational systems, processes, and structure to provide accurate information.
• Coordinate and manage travel arrangements as directed by the Director.
• Develop and maintain administrative systems, policies, and procedures for continuous improvement.
• Contribute to organisational projects, including data research, report collation, and presentation drafting.

Essential Qualifications and Experience

• Exceptional communication and organizational skills, with proven ability to multi-task and prioritize.
• High-level competency in all facets of MS Office.
• Ability to handle difficult situations while maintaining professionalism.
• 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
• Meeting Coordination
• Document Preparation
• Travel Management
• Office Management
• Stakeholder Communication
• MS Office Proficiency
• Organizational Skills
• Proactive Support