Executive Assistant (Grade 2), Women's Children's & Families

Employment Type -  Temporary Full Time

Hours per fortnight - 80 

Job Category - Administration - Personal Assistants/Secretary

Req Id - 7594 

• Enhance your career with the largest regional healthcare service in Victoria
• Enjoy a rewarding position in a supportive team environment!
• Temporary Full Time (80 hours per fortnight) until 27 November 2026

About the Role

As the Executive Assistant, you will provide high-quality administrative support, including preparing agendas and minutes for several committees within the Directorate (including departmental meetings), as directed by the Co-Director and Clinical Director. You will assist the Clinical Director and Co-Director of Women’s, Children’s and Families, the Director of Neonatology, and the Director of Children and Families.

Key Responsibilities

• Assist with rostering (including oversight of departmental calendars), pay and leave form processes, and PDR bookings for senior medical staff in Paediatrics, along with other members of the administrative team.

• Provide administrative support to the Directorate, including assisting with orientation and onboarding of new managers by setting them up with IT access, payroll systems, swipe cards, and other onboarding processes.

• Review and update administrative procedures and systems relating to the management of senior medical staff leave, payroll and rostering.

• Assist the Co-Director and Program Managers with payroll functions related to NUMs, MUMs and Service Coordinators, including obtaining signatures on leave forms and ensuring an up-to-date leave planner.

• Ensure pay lock is completed fortnightly for all relevant staff.

• Assist the Co-Director and Clinical Director by providing administrative support in producing reports, newsletters, memoranda and correspondence, including annual and quarterly reports.

• Assist with scheduling meetings for the Directorate.

• Assist the Clinical Director and Co-Director with staff recruitment.

• Provide diary management for the Co-Director, Clinical Director, Program Managers and Service Directors.

What We’re Looking For

• Certificate IV in Health Administration and/or relevant experience in the administration field.

• Proven experience in a fast-paced, results-driven administrative environment, with the ability to multitask and adapt to changing priorities.

• Highly developed written communication skills, including strong spelling and grammar, and experience drafting professional correspondence.

• Effective stakeholder engagement skills.

Position Description 

Please note Barwon Health will only contact you via our official email and never use unconventional means, such as text messaging or other services.

Barwon Health staff benefits

• Excellent working conditions and a strong sense of job satisfaction
• A vibrant staff wellbeing program and access to our 24/7 Employee Assistance Program
• Extensive professional development opportunities
• Attractive salary packaging benefits
• Living expenses capped at $9,010
• Meals and entertainment capped at $2,650

For more information about working at Barwon Health, please click Here

Diversity and Inclusion

Barwon Health is an inclusive and welcoming employer, committed to reflecting the diverse communities we serve. We value and celebrate people of all genders, sexual orientations, cultural backgrounds, faiths, abilities, family structures, and identities, and encourage applications from Aboriginal and/or Torres Strait Islander peoples, people with disability, culturally and linguistically diverse communities, and members of the LGBTIQA+ community.

Child Safety

We are strongly committed to the safety and wellbeing of all children and young people. Click here for further information on the Victorian Government’s Child Safe Standards: About Child Safe Standards | Victorian Government (www.vic.gov.au)

Additional information

If you need adjustments to participate in the recruitment process, please contact us at peopleassist@barwonhealth.org.au

All appointments are subject to:

• Satisfactory Police Record Check
• Immunisation Status Clearance
• Working with Children Check (if applicable)

To apply, you will need a resume and a tailored cover letter outlining your skills, experience, and suitability for the position in line with the requirements of the position description. Please note: We do not accept resumes via email.

Contact person:  Libby O'Neil
Email: elizabeth.oneill@barwonhealth.org.au

Application closing date: 9th March 2026