Administrative Assistant - Patient Navigation at Peter MacCallum Cancer Centre

Melbourne, Victoria, Australia -

Full Time

Start Date

Immediate

Expiry Date

16 Jul, 26

Salary

64410.0

Posted On

17 Apr, 26

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative support, Patient scheduling, Data entry, Customer service, Microsoft Office Suite, Communication skills, Time management, Multidisciplinary teamwork, Electronic medical records, Triage, Attention to detail, Problem solving, Process improvement, Record keeping, Interpersonal skills

Industry

Hospitals and Health Care

Description

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 FUTUREAdministration Support OfficerOngoing, Full Time Role – 80 Hours per Fortnight with a Monthly ADO About the TeamThe Cancer Service provides coordinated, patient-centred care for people undergoing cancer diagnosis, treatment, and ongoing support. A multidisciplinary team of doctors, specialist nurses, Patient Navigators, allied health professionals, and administrative staff work collaboratively to ensure patients receive timely access to investigations, appointments, and treatment while supporting them throughout their care journey. About the Role · The Admin Support Officer is an integral member of the team, providing essential administrative support to Patient Navigators and their associated medical staff. This role plays a key part in supporting patient flow through the cancer care system and ensuring patients receive timely access to services. · The Admin Support Officer assists with a range of administrative duties, including scheduling appointments, rescheduling or modifying existing bookings, and clarifying appointment instructions for patients. When clinical input is required, the Admin Support Officer ensures calls are transferred promptly to the most appropriate clinician or service. · Working collaboratively with tumour stream specialist nurses, doctors, and Patient Navigators, the Admin Support Officer receives guidance on daily work priorities and helps ensure patients move efficiently through their care pathway. · A key responsibility of the role is to minimise patient travel burden where clinically appropriate. This may include coordinating multiple appointments on the same day or facilitating the use of video or telehealth consultations in place of face-to-face appointments when suitable. • The Admin Support Officer also ensures that all necessary patient diagnostic and pre-treatment assessment information is prepared and available to support investigations and clinical decision-making. • In addition, the role works closely with the Registrations and Referrals team to identify and prioritise urgent patients, ensuring they are registered promptly and scheduled for their first appointments as quickly as possible. Remuneration as per Health and Allied Services, Managers and Administrative Workers (Victorian Public Sector) (Single Interest Employers) Enterprise Agreement 2021-2025. Grade 1 Level 1 (HS1): $58,442.80 (full-time equivalent - to be prorated for Part Time) – Grade 1 Level 5 (HS17): $64,410.00 (full-time equivalent - to be prorated for Part Time), dependent on candidate experience. To be discussed with Hiring Manager. 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: Rachel LawsEmail: PatientNavigatorTeamLead@petermac.org Applications Close: 11:59PM Sunday 03 May 2026 ______________________________________________________________________________________________________Position Summary At the Peter MacCallum Cancer Centre our patient care is delivered via a tumour stream model. This means that a patient’s care is coordinated and provided by a multi-disciplinary team of people who have specialist knowledge of a specific type of cancer. The Patient administrator is an integral member of this team, playing an important role in providing administration support for a team of Patient Navigators and their medical staff. The Patient administrator assists with administrative duties such as scheduling of appointments, change appointments or clarifying appointment instructions. If the caller needs clinician, the Patient Administrator transfers the call to the most appropriate clinical staff member or service in a timely manner. They are an integral member in supporting patient flow through the cancer care system and play an important role in facilitating timely patient access. Patient Administrators are responsible for ensuring the patient’s diagnostic, treatment and clinic review appointments are appropriately timed, sequenced and coordinated. This includes ensuring, where clinically appropriate, that multiple appointments are booked on the same day and or/ face to face consultation are replaced with video/telehealth consultations, to reduce the patients’ travel burden. The Patient Administrator works closely with the tumour stream specialist nurses, doctors and Patient Navigators who will provide support and direction regarding daily work priorities. The Patient Administrator provides administrative support for by ensuring all required patient diagnostic and pre-treatment assessment data is prepared and available for investigation and diagnostic purposes. The Patient Administrator also works closely with the Registrations and Referrals team to ensure that urgent patients are identified and prioritised quickly for Registration and first appointments. Enterprise Agreement Health and Allied Services, Managers and Administrative Workers (Victorian Public Sector) (Single Interest Employers) Enterprise Agreement 2021-2025 Classification or Salary Range HS1 Immunisation Risk Category Immunisation Category BKey Relationships Internal Tumour stream medical and nursing staff Patient Navigators from other tumour streams Departmental Administration Leads Patient Services Administration teams – Radiotherapy, Day Therapy, Cancer Imaging, Specialist Clinics, Support Services Radiation Oncology Radiotherapy External Clinical and administrative staff from Precinct partner hospital where appropriate Skills Essential Requirements Advanced computer skills including word processing, Microsoft Office Suite, & spreadsheets. Competent in Microsoft Word, Publisher, PowerPoint, Excel, Access, Outlook, Interviewer preferably in a health care setting Experience in a range of administration and office duties Demonstrated ability to prioritise and meet deadlines, with the capacity to systematically manage and organise multiple and concurrent deadlines High level oral and written communication skills including interpersonal skills Strong organisational skills and attention to detail, with a proven track record in accurate data entry. Meets the standards of the Victorian Public Sector Employees Code of Conduct Organised and flexible in approach to all tasks Consistent delivery of tasks/performance objectives Demonstrated ability to work both independently and as part of a team Comfortable working in a multidisciplinary environment with health and medical and nursing professionals within a cancer centre Ability to perform desk based duties for prolonged periods Strong customer service skills, able to communicate effectively and respectfully with patients and staff Able to work effectively in a fast paced environment and manage conflicting priorities Work independently and or/ cohesively with minimum supervision Desirable Requirements Previous health service administration experience. Experience using patient administration systems and electronic medical records, in particular iPM and Epic (similar electronic medical record) Key Accountabilities 1. (a) Coordinates, updates and organises patient care Provide administration support for various tumour streams, including prioritisation of daily tasks. Efficient and effective handling of telephone enquiries and bookings. Manages day to day administration tasks as designated. Completes faxing, photocopying and ordering of office supplies Manages all mail, both incoming and outgoing Able to update and administer patient demographics Ability to adapt to a variety of teams on a rotational basis Accurately records patient information into databases Works together with other administration staff in Ambulatory Services to ensure smooth running of all departments. Ensures effective use of resources Liaison with internal and external stakeholders and departments. Undertakes professional development as required 2. Provide exceptional customer service Provide a high level of customer service to patients, carers and staff within a designated team or portfolio Assists with staff enquiries or directs to the relevant person. Obtain the required information from patients, carers and staff in an efficient and courteous manner Respond to patient and/or staff queries in a timely and respectful manner Ensure phone and email enquiries are triaged to the correct destination 3. Monitor and improve team performance Liaise with direct line manager to trouble-shoot any technical issues experienced by the work group in a timely manner to ensure quality is maintained Manage patient records in accordance with hospital policy and Data Accountability Framework to maintain data integrity at all times Ensure that the performance of the team meets the standards required by the organisation through a regular system of auditing performance Asses situations or information, clearly and accurately communicate information and make recommendations to line management Identify opportunities for process improvement and lead the team to implement appropriate solutions with support from the line manager 4. Support the work of the team and department Work cooperatively as part of the team and assist other areas and staff as necessary Ensure invoices from external providers are collated and processed by the team Other tasks as directed by your team leader or manager 5. Provide reports to line manager as requested and maintain key relationships Provide routine and/or ad-hoc reports as requested by the line manager Maintain relationships with external providers contracted to support Peter Mac patients ______________________________________________________________________________________________________ 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 is a child safe organisation and has a commitment to child safety and wellbeing. 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.

Responsibilities

The Administrative Support Officer provides essential coordination for patient care, including scheduling appointments and managing patient flow through the cancer care system. They work collaboratively with multidisciplinary teams to ensure timely access to services and accurate preparation of diagnostic and assessment data.