Administrative Assistant | Rheumatology

Job Description:

• Permanent part time, 26 hours per week, Fitzroy location
• Friendly & supportive team
• Excellent benefits including salary packaging

About the Role

Provide administrative support to the Scleroderma research Team to ensure the effective and efficient running of the research program including clinical trials and national Scleroderma registry.

• Process financial requests and invoicing
• Assist with Data entry and data cleaning for the national registry
• Manage finances and track payments for the registry
• Co-ordinate blood collection across the sites
• Assist with ethics reports and applications

Classifications for this position will range from HS1 - HS17 ($58,442 - $64,610 per annum pro rata)

Your Contribution

• Strong computer and administrative knowledge and experience
• Attention to detail is very important in this role
• A good knowledge of medical terminology would be important
• Previous experience with STATA would be advantageous
• Ability to work autonomously and as part of a team
• Highly developed organisational and prioritisation skills
• A valid Nationally Coordinated Criminal History Check, or willing to obtain

What We Offer

• A focus on wellbeing initiatives, with regular events and programs
• Confidential, solutions-focused employee counselling
• A healthy work/life balance encouraged.
• Ability to join Fitness Passport - Your pass to an extensive choice of fitness facilities
• Salary Packaging – Increase your take home pay!
• In the heart of Fitzroy, CBD at our doorstep, close to some of Melbourne’s best cafes, public transport and lots of carparks
• Discounts and Promotions always available through our Foundation
• Regular opportunities for professional development to assist you to reach your career goals
• Culture of continuous improvement

About the Department of Rheumatology
The Department of Rheumatology is a multidisciplinary Unit dedicated to improving the understanding and treatment of Rheumatology disorders. The unit has a large Scleroderma research group. The national Australian Scleroderma Research Group which runs a large cohort study isbased in this department.


Working at St Vincent’s
St Vincent’s Hospital Melbourne (SVHM) is a leading teaching, research and tertiary health service. SVHM provides a diverse range of adult clinical services and is driven by values of Compassion, Justice, Integrity and Excellence.

Application

• Please attach your resume and cover letter to your application.

Shortlisting for this position will commence immediately. We encourage you to apply promptly as the advertisement may close early should a suitable applicant be sourced.

We encourage applications from people of all backgrounds and abilities. Inclusion is essential to our mission and diversity reflects the community we serve.

Please visit our website, for further information regarding our Aboriginal and Torres Strait Islander Employment at SVHM

SVHA has a duty of care under work health and safety legislation to eliminate and/or control the risk of transmission of vaccine preventable diseases in healthcare settings. You may therefore be required to undergo mandatory immunisations/vaccinations (including flu vaccinations).

The Department of Rheumatology is a multidisciplinary Unit dedicated to improving the understanding and treatment of Rheumatology disorders. It is one of the leading centres of research and management of scleroderma in Australia. The successful applicant will work alongside other members of the research team, including consultant rheumatologists, project officers, post-doctoral fellows, PhD students and research nurses.

The primary purpose of this position is to provide administrative support to the Australian Scleroderma Interest Group (ASIG), a multicentre collaboration of Australian researchers with expertise in scleroderma.

• Enter data into ASIG database, including quality of life survey results, patient annual visits, and corrections from data cleaning exercises.
• Download and upload HRCT scans to the ASIG HRCT repository. Assist in data cleaning activities by identifying inconsistencies and missing data in the database, and making corrections using STATA
• Assist in the management of ASIG finances using accounting software (Xero), by reconciling transactions, generating invoices, updating budgets and preparing profit and loss reports.
• Organise the payment of invoices using internet banking
• Monitor finances in multiple bank accounts and cost centres
• Generate financial reports from a St Vincent’s cost centre, and organise reimbursements
• Prepare financial information for the ASIG book-keeper (quarterly) and financial auditors (annually)
• Assist in the submission of annual reports and amendments to local ethics committees.
• Prepare and ship blood collection packs to sites
• Manage the cataloguing, storage and shipment of serum and DNA samples to a central repository
• Prepare minutes from recorded meetings of the three committees associated with ASIG
• Ensure accurate and organised filing systems are maintained
• Assist in the design and content development of an ASIG website
• General administrative tasks as required
• Assist with clinical trials in department as requested including
• Assist with audit and monitoring processes as required
• Invoicing drug companies for clinical trial attendances
• Organize reimbursement of clinical trial associated cost of patients
• Dropping off patient blood samples and organising courier collections as requested
• Maintaining clinical site flies for clinical trials
• Assisting with preparation of blood collection packs for clinical trials
• Assisting with preparation of prepare paper work for study visits
• Entering data form clinical trial visits to electronic software as required

• Excellent computer skills and knowledge of simple accounting processes
• Good knowledge of medical terminology

• Demonstrated experience managing and analysing data using STATA
• Knowledge, experience and ability to provide a broad range of administrative functions
• Demonstrated highly developed organisational skills
• Attention to detail
• Demonstrated ability to work autonomously and as part of a team
• Demonstrated highly developed written, communication and interpersonal skills
• Ability to determine workload priorities and meet deadlines
• Highly proficient computer skills using Microsoft Office (including MS Word, Excel, Access and Outlook)
• Commitment to St. Vincent’s Health and the values of the Sisters of Charity

• Preferably studying or completed science or applied science undergraduate degree
• Some experience with STATA

Closing Date:

14 July 2026 11:59pm

Reconciliation Action Plan:

At St Vincent's we acknowledge the importance of creating a work environment that is welcoming, safe, equitable and inclusive for Aboriginal and/or Torres Strait Islander Employees. As part of our Commitment to Reconciliation and Closing the Gap in employment related outcomes, we encourage applications from Aboriginal and Torres Strait Islander Peoples.

For further information, visit https://www.svha.org.au/about-us/reconciliation or get in contact at indigenouscareers@svha.org.au

View Reconciliation Action Plan

Code of Conduct:

View Code of Conduct