Date: 19 Oct ****
Personal Assistant – Project Management Office
Personal Assistant - Project Management Office (PMO)
Fixed Term position until 30th June ****
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
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.
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.
Applications Close: 11:59PM Monday 02 November ****




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.
Health and Allied Services, Managers and Adminstrative Workers
Classification or Salary Range
HS3
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
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, flexible, and open to change
Experience supporting projects, programs, PMOs or similar
Experience working in a complex and dynamic team workplace
Experience coordinating meetings, workshops and stakeholder engagement activities.
High level attention to detail and commitment to quality.
Demonstrated ability to maintain confidentiality and discretion.
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,
Knowledge of financial tracking, budgeting, and reporting processes
Key Accountabilities
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 supportProject administration completed accurately and on
Governance meetings effectively coordinated.
Risks, actions and decisions maintained and current.
Stakeholder communications issued within agreed
timeframes.
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
Support a culture of continuous improvement
Demonstrated contribution to PMO and Project maturity
and improvement initiatives.
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 benefits include award winning facilities, professional development and events, a health and wellbeing program, flexible work practices and policies and financial advantages 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.
The Peter MacCallum Cancer Centre acknowledges the traditional owners of the land on which our five sites are located throughout Victoria.
We recognise their strength and resilience and pay our respects to their Elders past and present.
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📌 Personal Assistant – Project Management Office (Melbourne)
🏢 Peter MaCallum Cancer Cente - Peter Mac
📍 Melbourne