Administration Officer

• Location: Footscray Hospital
• Employment Type: Casual
• Salary: HS2 

About the role:

This role isn’t just a job, it’s an opportunity to make a difference. Join our Medical Workforce Unit as a Casual Administration Assistant, where you’ll provide crucial support to our Recruitment and Roster & Operations teams. In this dynamic and fast-paced role, you'll help ensure the smooth running of key medical workforce functions that directly impact patient care across our hospitals.

You will be the first point of contact for general enquiries, triaging emails and phone calls and providing support to team members to ensure issues are addressed swiftly. It’s a role that brings real meaning as you help coordinate vital operational tasks that support safe, effective and efficient medical staffing.

Key responsibilities:

• Administrative Support: Provide essential administrative support for recruitment, rostering, payroll and general operations, working alongside key team members.
• Enquiry Management: Act as the first point of contact for emails and phone calls related to medical workforce matters, managing a shared inbox and triaging enquiries as needed. You'll deal with queries on the spot or escalate where required.
• Recruitment Support: Assist with the recruitment process for junior medical staff, including scheduling interviews, preparing documents and supporting onboarding.
• Timesheet & Roster Assistance: Help with the processing of timesheets and roster updates, ensuring accurate data and timely submission.
• General Administration: Support administrative tasks such as managing supplies, processing invoices and assisting with other day-to-day operations of the team.

Essential criteria:

• Communication Skills: Strong verbal and written communication skills with the ability to triage a high volume of emails and phone calls. You must be able to respond promptly, clearly and professionally.
• Administrative Expertise: Demonstrated experience in administrative roles with excellent attention to detail, strong organisational skills and the ability to manage multiple tasks effectively in a fast-paced, dynamic work environment.
• Problem-Solving Ability: Skilled in working autonomously in resolving issues as they arise, with the ability to take ownership of tasks and judgement to escalate issues when needed.
• Relevant Experience: Exposure to recruitment, rostering, payroll, or other related administrative work is highly desirable. While healthcare experience is not required, familiarity with administrative functions in a similar setting will be considered an advantage.
• Positive Attitude and Energy: We’re seeking someone who brings a positive and energetic attitude to work, contributing to a supportive and fun team environment.
• Flexible Availability: Must be available to work 2-3 days per week as a casual employee. Flexibility is key, as the role may require adapting to shifting priorities and tasks within the team.

Why Join Us?

• Growth Opportunities: This is an excellent opportunity to gain an introduction to recruitment, rostering, operations and payroll functions in a Healthcare environment.
• Exciting Time of Change: With the move to the new, state-of-the-art Footscray Hospital in February 2026, you’ll be joining us at an exciting moment, contributing to a respected, high-performing team.
• Great Team Culture: You’ll be part of a fun, energetic team that values collaboration and a positive work environment.

About the Department

The Medical Workforce Unit (MWU) is a dynamic, high-impact team that plays a pivotal role in supporting over 2,000 doctors across our growing health service. The unit provides both strategic direction and hands-on operational expertise in all areas of medical workforce management, including workforce planning, recruitment, credentialing, contracting, rostering and onboarding. 

Team members are part of a specialised team that works closely with hospital leadership, clinical departments and external partners to support the future of healthcare delivery in Melbourne’s West.

Position Description

About Western Health

Western Health is one of the largest healthcare providers in Victoria, caring for a vibrant, diverse and rapidly growing community of one million people in Melbourne’s western suburbs. 

With more than 13,000 staff, Western Health delivers 800,000+ occasions of care every year, providing high-quality, person-centred care across every life stage.

We provide a combination of hospital, community-based, at-home and in-reach services to aged, adult and paediatric patients and newborn babies. Specialties include

oncology, renal, mental health, women’s health and maternity, chronic diseases, geriatrics and cardiology.

We have remarkable strengths in chronic disease, complex care and developing innovative and sustainable healthcare solutions. Our experience at the coalface of healthcare delivery for some of Australia’s most culturally and socioeconomically diverse and vulnerable populations provides us with unique insights into the most pressing health challenges.

Western Health operates four acute public hospitals: Sunshine Hospital (including Joan Kirner Women’s and Children’s), Footscray Hospital, Williamstown Hospital and Bacchus Marsh Hospital. We also operate Sunbury Community Hospital, Sunshine Mental Health and Wellbeing Centre, Melton Health and Community Services, Bacchus Marsh Community Health Centre, Caroline Springs Community Health Centre and Grant Lodge Residential Aged Care in Bacchus Marsh. Western Health also provides the primary healthcare service at the Dame Phyllis Frost Centre, a women’s prison located in Ravenhall.

Why join us?

Compensation and benefits

• Competitive salary packages aligned with market standards.
• Health and wellbeing programs, including flexible work arrangements.
• Scholarships and grants to support your continuous learning journey.

Learning and development opportunities

• Access the Western Health Learning Academy (WHA) for personalised learning pathways.
• Professional growth programs, including postgraduate studies and clinical education.
• Mentorship and career support.

Community impact and inclusion

• Make a meaningful difference in patients’ lives through compassionate care.
• Join a workforce that champions diversity and inclusion.
• Engage in community wellbeing initiatives and groundbreaking healthcare research.

Organisational culture and environment

• Thrive in a collaborative, compassionate and innovative team environment.
• Be part of a culture that celebrates continuous improvement and excellence in healthcare.

Ready to make an impact?

If you're ready to bring your administrative skills to a role with meaning, we’d love to hear from you! Please submit your resume and a cover letter detailing your relevant experience and why you’re excited about this opportunity. We encourage you to apply as soon as possible, as applications will be reviewed and interviews may begin prior to the closing date. Simply click on the “apply” button and follow the prompts.

If you are currently employed at Western Health, please ensure you sign in through the 'Employee Login' via the external Careers Page or access the Careers Page via the intranet before applying.

Enquiries: For further information about this role, contact Hien Nguyen (Director Medical Workforce Unit) via Hien.Nguyen3@wh.org.au.

Applications Close: 11:59pm on 26 August 2025.

Western Health is an equal opportunity employer committed to attracting and retaining diversity in our workforce. We encourage applications from Aboriginal and Torres Strait Islander people.

Western Health is committed to providing a safe environment for the children and young people who are involved in our services, sites and operations. We follow and abide by all legislative requirements to keep children and young people safe.

All appointments are made subject to a satisfactory Police Record Check, an Immunisation Status Clearance and a Working with Children Check (if applicable).

Western Health does not accept unsolicited resumes/applications from recruitment agencies.