Reference number: 3050

Job title: Medical Workforce Administration Assistant

Employment type: Fixed Term Part Time until January 2027

Hours per fortnight: 72

Classification: Grade 2, Level 1 - 5 (HS2; HS18 – HS21

Location: Graham Street

Closing date: 24/11/2026

For a confidential conversation please contact: Bec Dennis on [email protected]

About the department:

The Medical Workforce Unit (MWU) provides a range of strategic and operational services to support medical staff at GV Health.

The Medical Workforce

Administration assistant is responsible for all day to day operational and employment aspects for medical staff at GV Health under the guidance of the Medical Workforce Senior Coordinator and Manager of Medical Workforce.

The Medical Workforce Administration

Assistant will ensure that processes and policies in place for the Medical Workforce Team align with GV Health, legislative and best practice standards.

Responsibilities and Duties:

The following duties are inclusive of but not limited to the following:

- Undertake duties and tasks as directed by the Manager Medical Workforce and overseen by the Medical Workforce Senior Coordinator
- Assist with advertising and recruitment drive, including writing and proof-reading advertisements and position descriptions as directed by the Manager Medical Workforce and overseen by the Medical Workforce Senior Coordinator
- Complete Onboarding of the Intern and HMO yearly intake and the HMO and Registrar recruitment as required by GV Health
- Assisting the relevant Divisional Clinical Director/Clinical Director or other relevant senior Medical Staff with junior and senior medical staff recruitment, onboarding and offboarding
- Manage the on-call phone during business hours, triaging and managing matters as appropriate
- Adhering to secondment health service arrangements including external hospital timesheets and billing
- Provide point of contact for medical workforce queries.
- Entering the JMO rosters in Optima, including populating roster templates, reviewing rosters in line with GV Health requirements and management of Optima.
- The Administration Assistant will ensure:
- Shifts are appropriately covered or alternative plans in place; that there is appropriate leave and cover arrangements in place especially, but not limited to, vacancies due to annual leave, exam/course/conference leave and long-term sick leave.
- all rosters are prepared and distributed and where changes are required, are communicated to all relevant parties in a timely manner.
- All rosters are prepared in Optima and posted within award requirements
- All timesheets/Optima processes are checked, coded and processed within required timeframes
- Monitor JMO sick leave and overtime, processing and authorising relevant changes to Optima





- Provide accurate and timely advice to stakeholders on relevant sections of the Doctors-in-Training and Specialist Enterprise Bargaining Agreement
- Assist with the management and compliance of AHPRA Registration related matters for all staff, inclusive of submitting applications for general registration, renewals and changes in circumstance
- Work closely with the Medical Workforce Senior Coordinator for complex medical staff recruitment (e.g. International Medical Graduates and associated visa and APHRA requirements)
- Manage the approval, recruitment, onboarding and offboarding process for locums, ensuring compliance with GVH policies and procedures
- Ensure relevant authority to engage documents are completed for locum placements
- Facilitate as required the coding, processing and payment of invoices.
- Book accommodation and facilitate the approval of travel requests of Locum staff.
- Ensure details of all medical staff are accurately maintained of the relevant database(s)
- Ensure that all files, records and registers are maintained in accordance with prescribed legislation, standards and guidelines and conduct audits periodically to ensure compliance
- Provide a high-quality service to internal customers and consumers that reflects best practice and adds value to GV Health
- Assist the organisation in achieving clinical effectiveness by providing the appropriate systems, information or services to clinical areas
- Complete general administrative tasks to support the Medical Workforce Senior Coordinator and Medical Workforce Manager.
- Undertake other duties as directed by the Medical Workforce Senior Coordinator, Medical Workforce Manager and senior management consistent with the classification and scope of this position

You can view the Position Description: https://gvhealth.org.au/wp-content/uploads/2026/11/MWU_Administration-Assistant_November-2026.pdf If qualifications are a requirement for this position, please attach a copy in support of your application. Qualification requirements are outlined in the Position Description under 'Key Selection Criteria'.

How to apply:

External applicants: please click ‘apply now’ to submit your application.

Current employees: please submit your application through the Employee Login on the Careers page. Internal applications can only be accepted via your employee profile: https://careers.gvhealth.org.au/

About GV Health:

Goulburn Valley Health is the main health service in our region. Services include; a 24-hour Emergency Department, Surgery, Medical, Women’s and Children’s, Rehabilitation and Palliative Care, Mental Health, Outpatients,



community-based health programs and services at Tatura, Rushworth and Euroa.

With more than 3,000 staff, we pride ourselves on delivering person-centred care. We aim to enhance the patient experience through improved service access, developing partnerships, meeting growth in demand, implementing innovative service models and supporting workforce flexibility.

Visit https://www.gvhealth.org.au/ to learn more.

Our region:

Centrally located in Regional Victoria, Greater Shepparton is the ideal place to call home.

A well-rounded lifestyle that is hard to beat, with a vibrant and progressive community that offers the best of both provincial and metropolitan lifestyle in one of Victoria’s most liveable regional cities. Home | Greater Shepparton: Outstanding Things Happen Here

Our benefits:

- Free Community Connector Program to personally welcome and connect you to our community
- Generous salary packaging, subsidised staff parking and discounted leisure memberships
- Flexible work practices and options to purchase additional leave to support work/life balance
- Paid parental leave
- Professional development and study leave to help reach your learning and career goals
- A confidential Employee Assistance Program for you and your loved ones
- Social club membership offering a range of events, functions and local community discounts
- Our CREATE Outstanding monthly, bi-monthly and annual reward and recognition program

Safe, respectful and inclusive workplace: GV Health is an equal opportunity employer and encourages applications from Aboriginal and Torres Strait Islander people, as well as applicants who are LGBTIQA+, who have different abilities, or are from culturally and linguistically diverse backgrounds.

GV Health has a zero tolerance of abuse, bullying and harassment, sexual harassment and discrimination in all forms, and is committed to fostering a psychologically safe workplace that supports the health, safety and wellbeing of our people. We are also committed to the safety, protection and wellbeing of all children.

Pre-employment requirements:

Pre-employment screening checks may be required, including but not limited to; Working with Children Check (WWCC), National Disability Insurance Scheme (NDIS) Worker Screening, International and National Police Checks, Aged Care Statutory Declaration, Visas and valid working rights in Australia, immunisations as mandated by Department of Health.

Further details of pre-employment requirements are provided in the Position Description and to successful candidates, or upon request. GV Health reserves the right to vary pre-employment screening from time to time and as directed by legislation and operational requirements.

Recruitment agencies should note that GV Health does not accept agency resumes. GV Health is not responsible for any fees related to any unsolicited resumes submitted by Recruitment Agencies.

📌 Medical Workforce Administration Assistant (Shepparton)
🏢 Goulburn Valley Health
📍 Shepparton