Medico-legal Executive Assistant

The Victorian Institute of Forensic Medicine is Australia’s most comprehensive forensic medical facility. We serve the Victorian community and the whole of the Victorian justice system, especially the courts.

We provide the justice system with evidence to underpin safe convictions and appropriate acquittals. Our doctors help investigate deaths reported to the Coroner, examine alleged offenders and assess, treat and support victims of crime.

The Donor Tissue Bank of Victoria supports patients and their families by providing safe tissues for transplantation and medical research.

We embrace diversity and strive to have a workforce that reflects the community we serve. We’re all about recruiting the best people, regardless of gender, age, disability, religion, sexual orientation or cultural background. If you think you can do the job and would be a good fit for our organisation, we’d love to hear from you.

If you’re having any trouble viewing this ad and would like it or any attachments in an accessible format (such as large print), please don’t hesitate to get in touch with the contact person listed on the ad.

For more information on working with us and our recruitment process, please visit

If a career that can give you the opportunity to contribute to a safe and just Victoria appeals to you, we look forward to hearing from you.
Job Details
Careers Logo
Department: Department of Justice and Community Safety
Work Type: Ongoing - full time
Job Function: Health and Allied Health
Classification: VPSG3
Work Location: Melbourne - CBD
Reference: VG/FM2009JULY
Closing Date: 21-Jul-2019
Salary Range: $68,884 - $83,640
Job Duration: N/A
Attachments: Position Description - FM2009, 2010 - Medico-Legal Executive Assistant - Jul 2019-Information-20190705.docx (Word, 61KB)

Contact: Jeff Vasquez on (03) 9684 8342

Position Details

  • Are you an experienced medical/health administrator with exceptional communication skills, looking for a position that is interesting and varied?
  • Are you interested in making a difference in the lives of Victorians, and work at Australia's premier forensic medical and scientific services institute?

The Medico-legal Executive Assistant provides office administrative and stenographic support for the Duty Coroner and Pathologists, which forms part of the Coroners Court of Victoria (CCOV) investigation into a reported death.

Coronial Admissions and Enquiries (CAE) provides a 24-hour service that is the first point of contact for coronial and forensic pathology processes, and coordinates the activities related to the initial phase of the Coroner's investigation into deaths.

The Medico-legal Executive Assistant is responsible for:

  • Providing executive assistance to the Assistant Manager, the Coroner and CA&E team.
  • Performing case related data entry, preparing documents, collating information received and creating case files for the Coroner and the team, in support of the investigation process.
  • Providing accurate audio transcription of Pathologist reports, including use of complex medical terminology, formatting and proof reading reports and online case administration quality checks.
  • Preparing and distributing case lists for daily Duty meetings and provide secretarial support, including transcription of decisions and outcomes into case management systems for the CCOV and VIFM.
  • Managing patient medical records and VIFM records and files.
  • Supporting all functions of the CAE, including taking reports of certain deaths, managing telephone enquiries and correspondence as well as undertaking the follow up and collection of additional information, and other administrative duties.

To be successful in this role, you will require:

  • Proven experience in medical or health administration, working as a member of a multi- disciplinary team.
  • Demonstrated ability to accurately transcribe medical dictation with high levels of accuracy and 80 wpm typing speed.
  • Excellent verbal and written communication skills and familiarity with handling medical records and sensitive personal health information.
  • Exceptional organisational skills.
  • High level of computer literacy, including use of database systems and electronic transcription systems.
  • Ability to work calmly and consistently under pressure, to deal with competing priorities and deadlines in a challenging and sensitive work environment.
  • Strong customer service skills – this is critical as the position works closely with and supports coroners and pathologists in the medico-legal death investigation process.

Shift requirements

  • You must be available to participate in shiftwork on a seven day a week roster, which may include day and night shifts on weekdays and weekends.

Candidate Information

  • Candidates should be aware that due to the nature of the work that VIFM undertakes, staff will be exposed to equipment, content and concepts of a potentially confronting nature, such as forensic material, descriptions and images, medical reports, and mortuary/laboratory environments.
  • Further information about VIFM's work can be found at
  • Candidates must be legally entitled to work in Australia (ie. Australian Citizen, Permanent Resident, or hold a valid work permit or visa) to apply for this position.

Application process

Applications should include:

  • your resume
  • a cover letter including whether you are interested the ongoing or fixed term position or would like to be considered for both positions.
  • a document addressing the key selection criteria listed in the position description (maximum 1-2 paragraphs per KSC)

Applications are due by 11:59pm on Sunday 21 July 2019.

From here...