Administration Officer (Facilities)

Welcome to St John of God Health Care
St John of God Health Care (SJGHC) is one of the largest private providers of health care services in Australia, employing more than 16,000 employees (caregivers). We operate 26 hospitals and services comprising more than 3,300 hospital beds, including home nursing, disability services and social outreach programs.

The Administration Officer – Facilities Management at St John of God Midland Private Hospital provides comprehensive administrative and reception support to the Facilities Management department, ensuring smooth daily operations. With the hospital set to open in August, this role will play a key part in supporting the readiness and operational status of site assets to meet service delivery requirements, while ensuring compliance with Australian Standards, regulatory and licensing obligations. The position contributes to best practice asset management by assisting with coordination, documentation and communication processes, delivering efficient, cost-effective administrative support that underpins a safe, compliant and well-maintained hospital environment.

About the new Midland Private Hospital

• A brand-new purpose-built state-of-the-art facility, currently under construction, located just 300 metres from the St John of God Midland Public and Private Hospitals Campus.
• A comprehensive range of medical and surgical services, with interventional cardiology being offered for the first time in the region
• The hospital will feature:
  • 96 overnight inpatient beds, including a six-bed critical care/high dependency unit.
  • 33-bed/chair short stay and day procedure unit
  • Eight operating theatres.
  • A cardiac/vascular catheter laboratory

The Role

• Job planning and coordination of reactive maintenance tasks (electronic work requests) in a computerised maintenance management system (Oracle ERP) involving regular interaction with the Facilities Manager, Engineering caregivers, ward managers and contractors / suppliers.
• Job prioritisation based on the priority allocation table.
• Manage the Engineering Service Mailbox.
• Manage new work requests and backlog management.
• Escalate major breakdowns (affecting loss of function/potential business interruption to Facilities Manager.
• Ensure technical completion of job in CMMS.
• Backlog management.
• Job coordination and effective communication with various stakeholders.
• Liaise with all Stakeholders regarding work request progress and regular communication of job status.
• Attend monthly job review meetings.
• Manage data entry of quotes and service reports into CMMS ensuring quotes are directed to relevant areas for approval.
• Investigation/follow up of Supplier service reports.
• Support front desk when unattended including receipt and dispatch of materials.
• Coordinate and track repair of biomedical assets in coordination with Equipment storeperson.
• Manage documents in the document management system and version control.
• Utilise Analytics Portal to run KPI reports and other departmental reports as required for review by Combined Facilities Manager.
• Maintain records to support evidence of various activities performed by engineering department and support audits
• Organise, manage and ensure technical documentation and traceability.
• All other reasonable duties as requested by the manager.

The successful candidate will demonstrate proven experience in a similar role within hospital and/or commercial building maintenance environments, including job coordination and facilities support. Experience using a Computerised Maintenance Management System (CMMS) is essential, along with sound knowledge of buildings, building practices and relevant Australian Standards. Strong interpersonal and communication skills are required, with the ability to build effective stakeholder relationships and maintain reliable networks with internal teams and external contractors.

Applicants must possess excellent organisational skills, with the ability to prioritise workloads, meet deadlines and manage multiple tasks efficiently. Proficiency in the Microsoft Office suite and effective resource management skills are expected. A clear understanding of safe work practices, commitment to quality improvement, and a professional attitude with a focus on continuous self-development are essential for success in this role.

Above all, people will be at the core of everything you do committing to and supporting our Mission and Values.

We can offer you

• Salary: $74,627 - $78,011 pro rata, plus 12% superannuation
• Permanent part time position (46 hours per fortnight)
• Salary packaging up to $18,550 on a range of benefits such as mortgage, rent, meal entertainment, holiday accommodation or other everyday living expenses as well as options to salary package benefits above the FBT cap on items such as:
  • Novated leasing 
  • work related expenses
  • self-education and
  • additional superannuation
• A healthy work-life balance through flexible work options, additional purchased leave and well-being programs
• Employee discount on St John of God Hospital & Medical Services and Private Health Insurance
• Employee support through our dedicated free Employee Assistance Program (EAP)
• Access to a range of Lifestyle, Health & Wellbeing rewards and discounts

For enquiries contact Breffni Doyle, Manager Support Services, on 0409 915 880

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If suitable applicants are identified advertisement may close prior to listed date and screening/interviews may commence throughout the advertising process.

St John of God Health Care embraces diversity and strongly encourages applications from Aboriginal and Torres Strait Islander peoples and people with disabilities. We are committed to providing a safe environment for all children and vulnerable people in our care and proactively take measures to protect children/vulnerable people from abuse.