Scientific Administration Officer

Date: 23 Oct 2024

Site: VCCC (Parkville)

Location:

MELBOURNE, VIC, AU, 3000

Company: Peter MacCallum Cancer Centre

Unit: General Manager Laboratory Research

Division: Cancer Research

Department: General Manager Laboratory Research

Enterprise Agreement: Health and Allied Services, Managers and Administr

General Manager Laboratory Research

The Peter MacCallum Cancer Centre (Peter Mac) is a Victorian public health service and a world-leading comprehensive cancer centre seeking to excel across all spheres of clinical care, research and education. We have the largest cancer research enterprise in Australia and provide treatment to about 40,000 people with cancer each year. We aim to continuously improve cancer care, research and education across all cancers and for all people affected by cancer: changing lives, breaking new ground. Everything we do is underpinned by our core values, Excellence, Compassion and Innovation. Welcoming people from a wide variety of different backgrounds and experiences is critical to fostering innovation, cultivating compassion, attracting top talent and providing the best possible cancer care for our patients.

YOUR ROLE IN OUR FUTURE

SCIENTIFIC ADMINISTRATION OFFICER - General Manager Laboratory Research

The Scientific Administration Officer is responsible for a high level of day to day administrative assistance across the following functions:

Professional assistance for a portfolio of Cancer Research’s Senior Staff including Group Leaders, Core Facility Managers and Clinical Cohort Managers within the scientific faculty to ensure effective scheduling, meetings, document preparation and milestone management as well as other administrative tasks and projects as required.
Travel arrangements, diary management, reimbursements, recruitment and other administrative tasks as required within Cancer Research.
Pre and post award management of internal / external funding applications – particularly grant and fellowship submissions.
Front of house support for Cancer Research working on rotation and with the Scientific Administration Team.

This position is:

Ongoing, Part-Time 0.8FTE (4-days per week) or Full-Time 1.0FTE
Onsite presence essential at 305 Grattan Street, Melbourne, VIC 3000
Basic Salary Range: $66,768.00 - $73,811.92
Advertising from 23rd October 2024 to 21st November 2024

Are you proficient in the use of MS Office suite? Are you customer focused? Do you enjoy working as part of a team?

As a Scientific Administration Officer you will provide professional administrative assistance to a portfolio of Cancer Research’s senior staff including diary management, reimbursements, document preparation, travel arrangements, recruitment and other administrative tasks as required.

Applicants to this role should provide a covering letter, resume and response to selection criteria outlining relative key skills and experience to assist us with our assessment.

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

Hiring Manager: Adelle Marrazzo
Email: adelle.marrazzo@petermac.org

Applications Close: 11:59PM Thursday 21st November, 2024
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Position Summary

The role primarily has responsibility for a high level of day to day administrative assistance across the following functions:

Professional assistance for a portfolio of Cancer Research’s Senior Staff including Group Leaders, Core Facility Managers and Clinical Cohort Managers within the scientific faculty to ensure effective scheduling, meetings, document preparation and milestone management as well as other administrative tasks and projects as required
Travel arrangements, diary management, reimbursements, recruitment and other administrative tasks as required within Cancer Research
Pre and post award management of internal / external funding applications – particularly grant and fellowship submissions
Front of house support for Cancer Research working on rotation and with the Scientific Administration Team

Enterprise Agreement

Health and Allied Services, Managers and Administrative Workers (Victorian Public Sector) (Single Interest Employers) Enterprise Agreement 2021-2025

Classification or Salary Range

Immunisation Risk Category

Immunisation Category C

Key Relationships

Internal	All Peter Mac Staff, in particular: General Manager, Laboratory Research Group Leaders Core & Clinical Cohort Managers Senior Scientists Professional Services Team Grants Team Administrative Staff Research Staff & Students
External	Other Research Institutes Government Departments Industry Alliances Pharmaceutical Companies Biotechnology Companies Internal and external medical staff Travel consultants University departments External funding agencies Suppliers and other vendors

Education

Skills

Essential Criteria

Experience in providing administrative support to senior staff within Cancer Research at Peter MacCallum Cancer Centre.
Customer focused and able to develop effective relationships with key contacts.
Able to work calmly and effectively under pressure with a high volume of work and within given time constraints.
Able to prioritise effectively and manage competing deadlines.
Ability to work collegiately as part of a busy administrative team.
Ability to contribute and communicate effectively as a participative and supportive team member.
High level of attention to detail.
Excellent interpersonal skills that demonstrate an ability to be professional, tactful, diplomatic and courteous at all times.
Demonstrated ability to apply initiative and work independently.
Demonstrated integrity and ability to manage confidential and sensitive information.
Proficient in the use of MS Office suite.

Desirable Criteria

Experience working with clinical data.
Understanding of medical terminology.
Qualifications or work experience in a health-related discipline.
Experience in updating website and intranet pages.

Certifications, Licenses & Registrations

Key Accountabilities

Key Accountabilities	Demonstrated by / Key Performance Indicators
1. Coordination and completion of administrative tasks	Effective handling of incoming telephone calls and emails. Excellent word processing skills, ensuring documents are accurate and well presented. Adherence to Peter Mac Style Guide for the preparation of all documents. Highly developed skills in the preparation and use of spreadsheets and databases. Efficient diary management, meeting scheduling and travel co-ordination. Effective meeting management, tracking action items and ensuring follow up. Assistance with the recruitment of new employees and students. Organisation of financial reimbursements and invoicing through Finance. Communications assistance such as updating website and intranet pages. Front of house support includes but not limited to coordination of timesheets, financial items, ordering supplies, distribution of notebooks, distribution of mail and addressing general enquires from internal and external stakeholders. Other administrative duties as required.
2. Funding administration	Advanced provision of support services for the pre-award and postaward coordination of funding applications (including internal/external grants and fellowships). Collegiate interaction with internal and external key stakeholders involved in the preparation, coordination, management and finalisation of internal and external grants and fellowships.
3. Teamwork	Demonstrable ability to work effectively within a team environment. Provide a valuable contribution to the prioritisation, allocation and completion of Cancer Research’s administrative requirements. Demonstrable willingness to undertake ad-hoc administrative duties, normally performed by other team members, in response to changing workloads or for leave coverage. Approach work in a flexible and collegiate manner responding to changes in a proactive manner.
4. High level organisational skills	Demonstrable ability to calmly and effectively prioritise a variety of tasks for a number of different people, often with competing deadlines. Excellent organisational, time management and forward planning skills. High level of attention to detail maintained across all duties. Ability to organise events such as seminars and conferences.
5. Data accuracy, integrity and timeliness	Develop and maintain quality assurance processes to ensure the accuracy, integrity and timeliness of information collected and reported.
6. Provide specific support to a portfolio of senior scientific staff	Provide administrative support as identified above to an allocated list of Senior Staff within Cancer Research including: Group Leaders, Core Facility Managers and Clinical Cohort Managers within the scientific faculty (noting that this allocation may change to suit the requirements of Cancer Research at Peter MacCallum Cancer Centre).
7. Confidentiality	High levels of care taken to maintain the confidentiality and security of documents and information. Deal with personal and/or sensitive information with a high degree of integrity and discretion.

Key Accountabilities (Contd..)

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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 requires its staff to be fully vaccinated against COVID-19. Please contact us if you would like to discuss this requirement.

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 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.