Personal Assistant - Project Management Office (PMO)

• Fixed Term position until 30th June 2028

• Full Time Role – 80 hours per fortnight with a monthly ADO

• Parkville location with flexible, hybrid working

• Up to $87,426 (dependent on experience and skill set) + salary packaging + super + five weeks annual leave

The Peter MacCallum Cancer Centre (Peter Mac) is a Victorian public health service and a world-leading comprehensive cancer centre, dedicated to excellence across all spheres of clinical care, research and education. We are home to the largest cancer research enterprise in Australia and provide treatment to around 40,000 people with cancer each year. Welcoming staff from diverse backgrounds and experiences is integral to fostering innovation and compassion and delivering the best possible cancer care for our patients.

Why this role matters

As our Personal Assistant - PMO, you will play a critical role in keeping projects, teams and governance processes running smoothly. Supporting the Director, PMO team and specific Project Managers, you will coordinate governance activities, manage administrative functions, support project reporting, maintain documentation and help ensure strategic initiatives stay on track.

What you'll be doing

- Supporting project delivery and governance including committees, reporting and project documentation
- Providing executive and administrative support including calendars, workshops and stakeholder communications
- Coordinating recruitment, onboarding, training events and PMO activities
- Supporting procurement, contract administration and invoice management
- Maintaining SharePoint sites, templates and project standards

About you

You are a highly organised and proactive professional who enjoys enabling others to succeed. You thrive in a fast-paced environment, quickly build trusted relationships and take pride in keeping projects, people and processes running smoothly. Comfortable managing competing priorities, you bring a calm, solutions-focused approach and a keen eye for detail.

You’ll have

- Experience providing executive, project or program administration support
- Excellent organisational, time management and communication skills
- Advanced Microsoft Office and Microsoft Teams skills
- Strong attention to detail and ability to maintain confidentiality
- Experience supporting projects, PMOs or transformation programs highly regarded

Our Benefits

We offer a range of benefits which support our people both personally and professionally, including:

- Flexible, hybrid working arrangements
- Up to $11,660 in salary packaging to increase your take home pay
- Parkville location with public transport options at our doorstep and end of journey facilities for cyclists
- Discounted health insurance and eye care
- A comprehensive health and wellbeing program
- Onsite eateries and coffee shops and inviting rooftop garden
- Pathways for professional development and new career opportunities
- 17.5% leave loading and purchased leave options

Inclusion and belonging

Peter Mac celebrates, values and supports a diverse and inclusive environment which 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.

Ready to help us deliver world-class cancer care?

If you’re passionate about improvement and project management and want to make a tangible difference for patients, staff and our community, we’d love to hear from you.

We warmly invite you to apply and encourage your early application. All appointments are made subject to satisfactory police check and may require a valid Working with Children Check. Many staff are required to be vaccinated against, or demonstrate immunity to, COVID-19, influenza, and a range of other diseases.

Apply now! Introduce yourself with a cover letter and resume and help us build the PMO support at Peter Mac. Note: This advert may close earlier if the right candidate has been recruited.





For a confidential discussion about this role, please contact Joanne Donovan | Director, Project Implementation via 0437 198 640 or [email protected]

Applications Close: 11:59PM Monday 02 November 2026

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Position Summary

The Personal Assistant – Project Management Office (PMO) provides administrative and project coordination support to the Director, Project Management Office team and relevant Project Managers. The role is responsible for coordinating PMO governance processes, meeting administration, project reporting, financial and procurement administration, document management, project and workforce onboarding activities and stakeholder communications. The position plays a critical role supporting the successful delivery of strategic and high-profile organisational initiatives including operational and improvement projects and other enterprise-wide priorities.

The Personal

Assistant works closely with the Director – PMO, Project Managers, Improvement Program Manager, Executive Sponsors and key stakeholders to ensure projects maintain strong administrative foundations, effective governance and timely reporting.

Enterprise Agreement

Health and Allied Services, Managers and Adminstrative Workers

Classification or Salary Range

HS3

Immunisation Risk Category

Category C: Position within a non-clinical setting.

Key Relationships

Internal

- PMO
- Project sponsors
- Project leaders
- Operation Directors
- Finance Business Partners
- IMCT Team
- Senior Clinical Staff and Departmental Managers
- People and Change Business Partners

External

- Operational staff and clinicians across Parkville precinct
- Vendors

Skills

Essential Requirements

- Previous health service experience
- Demonstrated experience providing executive or project administration support in a
- complex organisation
- Strong interpersonal skills in managing multiple stakeholders and teams across concurrent
- streams of development work in the health setting
- Advanced skills in Microsoft Office (Word, Excel and PowerPoint), Microsoft TEAMS and
- skills in videoconferencing and webinars
- Excellent minute-taking, document preparation and report writing skills.
- High level organisational skills and the ability to multitask and prioritise
- Ability to work autonomously and collaboratively.
- Innovative, versatile, and open to change
- Experience supporting projects, programs, PMOs or similar
- Experience working in a complex and dynamic team environment
- Experience coordinating meetings, workshops and stakeholder engagement activities.
- High level attention to detail and commitment to quality.
- Demonstrated ability to maintain confidentiality and discretion.

Desirable Requirements

- Relevant Business/Office Administration Qualification
- Knowledge and familiarity of medical terminology
- Experience using patient administration systems, electronic medical records and
- rostering systems, in particular iPM, EPIC and UKG (or similar EG: CERNER)
- Administration experience with PPM tools (e.g. Microsoft Project Professional,
- Project Online, Clarity, PMO 365, Planview, JIRA etc.)
- Knowledge of financial tracking, budgeting, and reporting processes

Key Accountabilities

Key Accountabilities Demonstrated By / Key Performance Indicators 1. Administrative support to facilitate smooth functioning of the PMO and high-profile Project Managers

- Manage the Director and Project Managers calendar, meetings and priorities.
- Coordinate travel, workshops and leadership meetings. Prepare presentations, briefing papers and board reports.

- Manage correspondence, action registers and follow-up activities.




- Coordinate executive approvals and document review processes

- Diary and meeting requirements managed effectively.
- Critical actions tracked and closed on time.
- Executive reports prepared accurately and within required
- timeframes.
- High level stakeholder confidence in PMO support
- services.

2. Project Governance and Reporting Support

- Administer PMO governance processes. Coordinate project status reporting cycles.

- Maintain specific project registers, RAID logs and action registers
- Support preparation of Committee and Project Board papers
- Maintain and update project templates and standards

- Coordinate benefits realisation reporting and project closure documentation

- Project governance documentation maintained accurately.
- Reporting deadlines consistently achieved.

- Meeting minutes distributed within agreed timeframes.
- Project repositories maintained and audit ready.

3.

High Profile Project

Coordination

Provide administrative and coordination support for strategic projects including:

- Rostering and Leave Management Program
- Digital Transformation initiatives
- Workforce programs
- Operational improvement projects
- Clinical and corporate service transformation projects

Activities include:
- Workshop coordination
- Stakeholder communication support
- Meeting scheduling Risks, issues and decision log administration

- Procurement and contract administration support
- Project documentation coordination

- Project administration completed accurately and on
- schedule.
- Governance meetings effectively coordinated.
- Risks, actions and decisions maintained and current.
- Stakeholder communications issued within agreed
- timeframes.

Key Accountabilities (Contd..)

4. PMO Operations and Team Support Provide administrative support across the PMO team including:

- Director PMO
- Project Managers
- Improvement Program Manager
- Future roles

Responsibilities:
- Coordinating core team meetings
- Maintaining program SharePoint sites
- Onboarding PMO staff and contractors
- Supporting recruitment activities
- Maintaining training and capability records
- Coordinating Community of Practice sessions and training events

- PMO administration completed efficiently.
- Team resources current and accessible.
- Recruitment and onboarding activities completed within
- timeframes.
- Capability events delivered successfully.

5. Financial and Procurement Administration

Responsibilities

- Raise purchase orders and requisitions
- Track and record project invoices
- Support contract administration activities
- Assist with business case administration and document control

- Purchase orders processed accurately.
- Invoices paid within agreed timeframes.
- Financial records maintained and current.
- Procurement documentation compliant with
- organisational requirements.

6. Professional Leadership

Responsibilities

- Demonstrate Peter Mac values
- Identify opportunities for process improvement
- Maintain professional capabilities
- Participate in performance development activities
- Support a culture of continuous improvement

- Positive stakeholder feedback.
- Participation in professional development activities.
- Demonstrated contribution to PMO and Project maturity
- and improvement initiatives.

______________________________________________________________________________________________________ For further information about this opportunity, click Apply to be redirected to the Peter Mac Careers page where you can review the position profile. Alternatively, please contact us for a confidential discussion.

Peter Mac is a child safe organisation and has a commitment to child safety and wellbeing.

WHY WORK FOR PETER MAC

- Peter Mac offer a range of benefits which support our people both personally and professionally.
- Our staff advantages include award winning facilities, professional development and events, a health and wellbeing program, flexible work practices and policies and financial benefits such as salary packaging.
- We encourage applications from Aboriginal and Torres Strait Islander people, all members of the LGBTQI community and people with a disability.

📌 Personal Assistant – Project Management Office (Melbourne)
🏢 Peter MacCallum Cancer Centre
📍 Melbourne