Neonatal Administration Officer – Department Secretary

• Part-time (0.6FTE), fixed term role until December 2027
• Parkville location with multiple public transport options available  
• $74,448 to $82,306 (pro-rata for part time) + salary packaging + super + 5 weeks annual leave

The Royal Women’s Hospital is one of Australia’s oldest and most distinguished tertiary hospitals dedicated to improving the health and wellbeing of women and newborns, offering specialised services within maternity, neonatal and women’s health.  Our goal is to be the best place to work, learn and contribute, and to provide exceptional experiences for our patients and consumers.

About Neonatal Research

The Women's Newborn Research Centre's mission is to give all babies the best chance of growing into healthy adults. Our biggest challenge lies with the tiniest babies, those weighing less than one kilogram and more than three months premature. In addition to the possibility that these babies may not make it home, those that survive face significantly increased risks. The motto of the Women's Newborn Research Centre is “Making the babies better”, irrespective of their size and maturity.

About the Role

This role provides comprehensive administrative support to the Newborn Research team, ensuring efficient daily operations. You will assist staff with calendar coordination, scheduling, meeting organisation, and clerical tasks to support seamless functioning.

This role is crucial in maintaining operational efficiency, allowing researchers to focus on undertaking high-quality research to improve the health of newborn babies.

A Regular Day Will See You

• Managing schedules for the research team, ensuring efficient coordination of meetings and appointments.
• Organising departmental meetings, including booking venues, preparing agendas, and distributing relevant documents.
• Providing administrative support, such as handling correspondence and invoicing, maintaining records, and assisting with clerical tasks.
• Performing data entry and generating reports to support neonatal research department operations.
• Assisting with recruitment processes, including scheduling interviews and preparing documentation.
• Liaising with internal and external stakeholders, ensuring smooth communication within neonatal services.
• Supporting daily operations, helping maintain an organised and efficient work environment.

About You

You are a strong communicator with excellent interpersonal skills, capable of building and maintaining relationships with a diverse range of stakeholders. Your attention to detail and ability to prioritise and multitask will ensure the smooth and efficient management of the Newborn Research Dept.

You will have:

• Demonstrated experience in administration and customer service, experience in a healthcare setting is desirable.
• A high level of computer literacy, be proficient in MS Office and be familiar with databases, ensuring accurate data entry.
• Strong judgement and interpersonal skills, be capable of handling stressful situations with professionalism.
• A commitment to teamwork and inclusiveness, contributing to a supportive and collaborative environment.

Our benefits

At the Women’s you will enjoy a culture that is collaborative, supportive and passionate about learning.  We have a strong sense of purpose and engage in meaningful work every day.  We offer our people a range of rewarding benefits, including:

• Up to $11,660 in salary packaging benefits, for living expenses, meals and holiday accommodation
• A suite of wellness initiatives designed to support you, including discounted financial, lifestyle and health options, and a comprehensive wellbeing program
• Public transport options at our doorstep and end of trip facilities for cyclists
• Onsite post office, eateries, retail stores and library services
• Breastfeeding and pumping rooms, and a range of daycare centres nearby
• Mentoring, learning and career development opportunities
• Five weeks annual leave (pro rata), 17.5% leave loading, and purchased leave

Inclusion and belonging

The Women’s celebrates, values and supports a diverse and inclusive environment that reflects our vibrant community.  We encourage applications from anyone identifying as Aboriginal and/or Torres Strait Islander.  We also welcome anyone who identifies as LGBTQIA+, linguistically, culturally and/or gender diverse, people with disability, and people of any age to apply for our roles. We are committed to gender equity principles, and our people have an awareness of and sensitive approach to violence against women and family violence matters.  We are proudly Breastfeeding Association accredited.

Join us!

If you feel this role is right for you, we warmly invite you to apply and encourage your early application.  All appointments are made subject to a satisfactory Nationally Coordinated Criminal History Check (NCCHC) and a valid Working with Children Check. 

Clinical staff are required to be vaccinated against, or demonstrate immunity to, COVID-19, influenza, and a range of other diseases. 

Should you need assistance or require any adjustments or accommodations to fully participate in the application or interview process, or if you require an accessible copy of the position description, you are most welcome to reach out to the contact person listed.  We acknowledge that not all applicants will meet the full list of selection criteria outlined, and wherever possible we will consider applications where relevant experience can apply.

For more information, please view the Position Description for this role. 

For a confidential discussion, please contact Professor Peter Davis on (03) 8345 3768 or peter.davis@thewomens.org.au.

Application closing date: 24 July 2025