Administration Systems Support

• Location: Sunshine, Bacchus Marsh & Williamstown Hospital 
• Employment Type: Ongoing, Full Time
• Salary: Admin Grade 2 + Superannuation + Salary Packaging 

About the role:

As a member of the Engineering Services team, the Administration Systems Support Officer will be required to provide administrative support to all of Engineering Service’s teams and departments.

The role requires highly developed communication skills and experience in a busy office/workshop environment, as well as accurate and timely data entry and maintenance of data systems including Excel, Microsoft Access, and vendor software such as Pulse/BEIMS.

The Administration Officer performs a time-sensitive access role; an ability to perform and make sound discretionary judgements under time pressure is essential. The role includes, but is not limited to: handling and escalating incoming enquiries and requests for service (some of urgent or critical nature), switchboard/telephone functions, collation of compliance documentation, updating an Asset Register database, processing electronic Work Orders, assisting with general engineering enquiries, invoicing using accounts payable, account reconciliation and training of new staff members as required.

Key responsibilities: 

• Duties cover end-to-end accounts payable:
  • Raise Purchase Orders in FMIS and BECMS
  • Check monthly invoice statements for overdue payments
  • All account documentation to be entered with 100% accuracy
• Reception Duties – handling walk up enquiries, locating completed workshop jobs
• Liaise and consult with suppliers and contractors routinely with regard to invoices and quotes for work orders in Engineering
• Assist Engineering and Biomedical Management Team when required for ad-hoc tasks: data cleaning, formatting documents, collating financial and asset data to produce reports for use by Engineering Services Management as needed.
• Prepare daily and monthly reports for use by management such as generating planned maintenance report

About you: 

• Experience in account processes, including invoicing/reconciliation
• Experience in delivering outstanding customer experience with high level of quality services
• High level competence in the use of information technology
• High level administrative skills, incorporating filing systems and admin support
• Excellent MS Office Applications (Word, Excel, PowerPoint, Microsoft Access)

Click here for the 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 passionate about providing exceptional customer service, supporting team success, and contributing to a positive workplace culture, we’d love to hear from you. 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.  

Closing date: 11:59pm on 3 May 2026.

Enquiries: For further information about this role, contact Samantha Breheny via Samantha.Breheny@wh.org.au. 

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 is committed to the psychosocial safety of all applicants and employees.

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

Western Health