Clinical Trial Administrative Officer Level 1

The Peter MacCallum Cancer Centre (Peter Mac) is a Victorian public health service and a world-leading comprehensive cancer centre, dedicated to excellence across all spheres of clinical care, research and education. We are home to the largest cancer research enterprise in Australia and provide treatment to around 40,000 people with cancer each year. Welcoming staff from diverse backgrounds and experiences is integral to fostering innovation and compassion, and delivering the best possible cancer care for our patients.

About the team

The Parkville Cancer Clinical Trial Unit (PCCTU) coordinates clinical trials across the three hospitals of the Parkville precinct : The Royal Women's Hospital, The Royal Melbourne Hospital and the Peter MacCallum Cancer Centre. We are the largest cancer clinical trials unit in the country and we have an exciting portfolio of First Time in Human to Phase 3 trials covering all areas of haematology and oncology.

About the role

The Clinical Trials Administrative Officer Level 1 is responsible for providing administrative and clerical support to ensure effective and efficient team operations. In conjunction with team members the Clinical Trials Assistant will be responsible for maintaining appropriate regulatory documents and ensuring regulatory compliance in the conduct of clinical trials. This role will act as a main conjugate between clinical trial sponsors assisting with onsite monitoring processes and deliverables.This position is well suited to someone who is seeking a long-term career in the clinical trials industry and wants to develop good understanding of the fundamentals of data management as you will be provided an opportunity to extend your organisational skills and experience.

Applicants to this role should provide a covering letter 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 : Sally Mongta

Contact Number : 03 8559 7140

Email : sally.mongta@petermac.org

Applications Close : 11 : 59PM Monday 3 November 2025

Position Summary

The Clinical Trial Administrative Officer (CTAO) Level 1 is responsible for providing administrative and clerical support and expertise to ensure effective and efficient team and clinical trial operations. In conjunction with team members, the CTAO will be responsible for maintaining appropriate regulatory documents and ensuring regulatory compliance in the conduct of clinical trials, in accordance with the International Conference for Harmonization (ICH) guidelines for good clinical practice (GCP), National legislation and the principles of the National Clinical Trials Governance Framework. This role will act as a main conjugate between clinical trial sponsors, assisting with monitoring processes and deliverables.

Enterprise Agreement

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

Classification or Salary Range

Administrative Officer Grade 1 (HS1-HS17)

Immunisation Risk Category

Category B : Position unlikely to have contact with blood or other body fluid

Key Relationships

Internal

• BaCT Clinical Trials Team

Office of Cancer Research

Clinical Trial Investigators

Health Information Services

External

• Collaborative Groups for Clinical Trials
• Service providers

Education

Bachelor of Science (Honours)

Skills

Essential Requirements

• A tertiary degree in science, health care or a related field (minimum bachelor with honours) or significant administrative experience in a health care facility.
• Excellent interpersonal and communication skills.
• Flexibility to work collaboratively within a team and independently with self-oversight. Initiative and self-motivation is essential to daily tasks.
• Demonstrated excellent organizational, problem-solving skills and ability to multi-task and prioritize work.
• Ability to complete tasks efficiently and deliver outcomes as required, with accuracy and attention to detail.

Desirable Requirements

• Previous health care experience paid or voluntary.
• Basic understanding of the oncology / haematology diseases and / or patient pathway.
• Previous data entry experience.

Certifications, Licenses & Registrations

Current GCP Certificate

Key Accountabilities

1. Effective administrative support and expertise is provided to the clinical trials team members

• Provides administration support to the clinical trial staff for the day to day running of multiple clinical trials.
• Ensures all allocated trial related tasks are met in the designated timelines, in an organized manner and in accordance with ICH GCP.
• Understands the clinical trials regulatory environment and ensures regulatory compliance across the portfolio.
• Maintenance of regulatory files in accordance with ICH GCP and Unit’s SOP’s.
• Electronic and hard copy filing is conducted in a timely manner and in accordance to regulatory requirements.
• Effectively coordinates monitoring visits as required.
• Actively co-ordinate financial processes in compliance with institutional polices and regulatory guidelines. Develops and implements tools to oversee and facilitate patient reimbursement.

2. Database(s), clinical trial management system support is provided to team

• Provides support and acts as resource to unit staff in the use of the Clinibase clinical trial management system.
• Provides support to unit staff in the entry of data into relevant unit database(s).
• All requests for data entry are responded to and completed within allocated timelines.
• All data entered is accurate and verifiable against source data.
• Undertakes appropriate training where required allowing access to appropriate databases.

3. Teamwork

• Develops and participates in appropriate quality activities.
• Participates in unit and team meetings.
• Directly maintains a productive working relationship with staff within PCCTU and indirectly with Investigators, Clinical Research Organisations (CRO), and Clinical Research Associates (CRA) as well as trial sponsors.
• Well developed verbal and written communication skills.
• Ability to communicate to a wide range of individuals of various degree of seniority with confidence.
• Maintains confidentiality and displays discretion in dealing with fellow staff and patients.

4. High level organizational skills

• Demonstrates the ability to appropriately priorities competing tasks and workload.
• Works well under pressure and meets critical deadlines whilst maintaining consistent high standards.
• Demonstrates excellent organizational and forward planning skills.
• Demonstrates the ability to develop and maintain appropriate workload planning and tracking tools.
• Maintains high standards in quality clinical trial data entered.

5. Professional and personal development

• Takes an active role in unit discussions and will bring forward ideas and opinions.
• Where appropriate assists in the set up and orientation of new staff
• Attends relevant educational / professional forums.
• Participates in regular meeting within the unit e.g., team and unit meetings.
• Effective and timely communication with key stakeholders
• Acts in accordance with hospital policies
• Professional development is maintained and promoted
• Assists in the development of appropriate quality activities as per unit brief.
• Develop tools and strategies that improve team and unit efficiency.

Key Accountabilities (Contd..)

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Our benefits

We offer a range of benefits which support our people both personally and professionally, including :

• Up to $11,660 in salary packaging to increase your take home pay
• Discounted health insurance and eye care
• A comprehensive health and wellbeing program
• Public transport options at our doorstep and end of journey facilities for cyclists
• Onsite eateries and coffee shops and inviting rooftop garden spaces
• Pathways for professional development and new career opportunities
• Five weeks annual leave, 17.5% leave loading, monthly ADO’s and purchased leave options
• Flexible, hybrid working arrangements

Inclusion and belonging

Peter Mac celebrates, values and supports a diverse and inclusive environment which reflects our vibrant community. We encourage applications from anyone identifying as Aboriginal and / or Torres Strait Islander. We also welcome anyone who identifies as LGBTQIA+, linguistically, culturally and / or gender diverse, people with disability, and people of any age to apply for our roles.

Join us!

If you feel this role is right for you we warmly invite you to apply, and encourage your early application. All appointments are made subject to a satisfactory police check, and may require a valid Working with Children Check. Many staff are required to be vaccinated against, or demonstrate immunity to, COVID-19, influenza, and a range of other diseases.

Should you need assistance or require any adjustments or accommodations to fully participate in the application or interview process, you are welcome to reach out to the contact person listed. We acknowledge that not all applicants will meet the full list of selection criteria outlined, and wherever possible we will consider applications where relevant experience can apply.