Medical Workforce Administration Assistant

Job title: Medical Workforce Administration Assistant

Employment type: Fixed Term Part Time until January 2027

Hours per fortnight: 72

Location:Graham Street

For a confidentialconversationplease contact: Bec Dennis on ******@gvhealth.org.au

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

📌 Medical Workforce Administration Assistant (Greater Shepparton City)
🏢 GV Health
📍 Greater Shepparton City