At Peter Mac 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 and retaining top talent and providing the best possible cancer care for our patients. YOUR ROLE IN OUR FUTURE Communications & Administration Coordinator - Patient Experience and Wellbeing Fixed Term, Part-Time In this role you’ll see first-hand the impact of your communication and administrative skills as you work directly with Peter Mac patients, carers, and staff. The Peter Mac Patient Experience and Wellbeing Department leads a range of high-impact work in three streams: patient and carer experience, consumer engagement, and wellbeing. This position supports the entire department, with a focus on the consumer engagement workstream. Consumer engagement means involving people who have experience of cancer as advisors to help improve care and research. The purpose of this position is to provide administrative, communications, and coordination support to department staff. The role has a strong emphasis on effective written communication, alongside interpersonal and administrative tasks. It will play an important part in supporting a diverse team and growing consumer engagement program. A typical day will involve liaising with staff and patients to organise meetings, write communications materials, process invoices, and other administrative tasks. This is a three day per week role (0.63FTE), fixed term (12 months). Salary range is between $39,533.68 per annum and $43,704.43 per annum (pro-rated) depending on candidate experience. The full-time equivalent rate is $66,768.00 per annum to $73,811.92 per annum depending on candidate experience. To be discussed with Hiring Manager. This is primarily an in-person role at our Melbourne campus during standard business hours, with some limited options to work from home for the right candidate. We will review applications as they are received, so if you're interested please don't delay submitting your application. If you would like to apply, please submit a CV and covering letter outlining relative key skills and experience. If you are invited to interview, you will be asked to complete a short writing 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: James Fowler Email: james.fowlerpetermac.org Applications Close: 11:59pm Monday 3rd February 2025. ______________________________________________________________________________________________________ Position Summary In this role you’ll see first-hand the impact of your administrative and communications skills as you work directly with Peter Mac patients, carers, and staff. The Peter Mac Patient Experience and Wellbeing Department leads a range of high-impact work in three streams: patient and carer experience, consumer engagement, and wellbeing. This position supports the entire department, with a focus on the consumer engagement workstream. Consumer engagement means involving people who have experience of cancer as advisors to help improve care and research. The purpose of this position is to provide administrative, communications, and coordination support to department staff. Enterprise Agreement Health and Allied Services, Managers and Administrative Workers (Victorian Public Sector) (Single Interest Employers) Enterprise Agreement 2021-2025 Classification or Salary Range HS Grade 2 Immunisation Risk Category Immunisation Category B Key Relationships Internal • Patient Experience and Wellbeing Department staff • Clinical and non-clinical staff including researchers, clinical specialties, finance, people and culture, education, and IT services • Volunteers • Executives and their Executive Assistants • Peter Mac Foundation staff External • Peter Mac Consumer Register members (patients, carers and family members) • Consumer engagement staff at other organisations • Contractors and suppliers e.g. catering companies Skills Essential Requirements • Excellent written communications skills, including demonstrated experience writing for a range of online channels and preparing internal reports or briefings • Excellent interpersonal skills, including the ability to quickly build rapport and to navigate sensitive conversations • High level organisational skills, including proven ability to manage competing priorities and maintain a task list • Strong attention to detail • Ability to coordinate relationships with a diverse group of stakeholders, with support from senior staff • Ability to contribute effectively within an interdisciplinary team environment • Discretion dealing with confidential and sensitive information • Proficient in the use of Microsoft Office (Outlook, Word, Excel, PowerPoint), Adobe Acrobat, email marketing platforms, website CMS, and ability to learn new technology systems as required Desirable Requirements • Formal qualification in communications • Familiarity with the health, community, or disability sectors. Experience in consumer engagement will be highly beneficial • Proven track record of effectively communicating with patients or carers in a health, community, or disability setting • Experience developing training materials or delivering training Key Accountabilities Key Accountabilities Demonstrated by / Key Performance Indicators 1. Develop internal and external communications materials Develop high-quality, timely communications materials with a focus on the Peter Mac Consumer Engagement Program. This may include, but is not limited to: • Website content • Intranet content • Email newsletters • Briefing papers • Reports • Presentations and speeches • Flyers • Training materials • Event materials 2. Organise and coordinate meetings, events, and administrative processes • Coordinate meetings with staff and consumers, including scheduling and liaising with participants • Prepare agendas and minutes for meetings, under guidance from senior staff • Manage the diary and meetings for the Director Patient Experience and Wellbeing, including prioritisation and scheduling • Record and extract information from established databases • Coordinate administration components of onboarding and remuneration for Peter Mac Consumer Register members • Prepare and submit invoices, payment requests, and reimbursements • Coordinate timesheets for approval • Maintain accurate records of department assets, contracts, policies etc. • Order materials for departmental programs 3. Support consumer engagement connections and education • Under guidance of senior staff, facilitate introductory meetings between small groups of consumers and staff (2-5 people per meeting) to support the establishment of collaborative working relationships • Providing one-on-one education and support to staff on topics related to consumer engagement • Identify and appropriately escalate issues and risks related to consumer engagement, including participation in collective problem solving 4. Additional duties • Demonstrate commitment to Peter Mac’s organisational values, including performing to an exceptionally high work ethic and focus on collaboration and mutual respect • Actively contribute to Department activities, meetings, and workplan including ad-hoc duties as required • Act as a role model to the organisation for consumer-led and holistic care of people with lived or living experience of cancer ______________________________________________________________________________________________________ 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.