Administrative Support Officer - Internal Medicine at Peter MacCallum Cancer Centre

Melbourne, Victoria, Australia -

Full Time

Start Date

Immediate

Expiry Date

22 Mar, 26

Salary

73811.0

Posted On

22 Dec, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Customer Service, Interpersonal Skills, MS Office Proficiency, Administrative Experience, Organizational Skills, Time Management, Confidentiality, Medical Terminology Knowledge

Industry

Hospitals and Health Care

Description

Administrative Support Officer – Internal Medicine Full time, Ongoing role (part time job share will be considered) Parkville location with flexible, hybrid working Salary: $66,768 to $73,811 + salary packaging + super + 5 weeks annual leave About Peter Mac The Peter MacCallum Cancer Centre (Peter Mac) is a Victorian public health service and a world-leading comprehensive cancer centre, dedicated to excellence across clinical care, research, and education. We are home to Australia’s largest cancer research enterprise 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 Internal Medicine Department provides specialist medical care and supports a range of clinical services across Peter Mac. The team works collaboratively with clinicians, nursing staff, and administrative professionals to ensure efficient operations and high-quality patient care. About the role This role is responsible for coordinating and managing day-to-day administrative duties for the Internal Medicine Department. You will provide essential support to the Director and medical staff, ensuring smooth clinic operations and effective communication with internal and external stakeholders. A regular day will see you: Providing clinical and general administrative support to the Director and medical staff Managing Internal Medicine clinics (appointments, letters, cancellations) Coordinating timesheet sign-off and payroll submissions Handling accounts payable/receivable and patient registration processes Organising meetings, agendas, and taking minutes About you You are a professional, organised individual with excellent communication skills and a proactive approach. You thrive in a fast-paced environment and can manage multiple priorities with ease. You’ll bring with you: Strong customer service and interpersonal skills Proficiency in MS Office and ability to use IT systems effectively Experience in administrative roles, preferably in healthcare Exceptional organisational and time management skills Ability to handle confidential information with discretion Knowledge of medical terminology (desirable) Our benefits Up to $11,660 in salary packaging to increase your take-home pay Discounted health insurance and eye care Comprehensive health and wellbeing program Public transport options at our doorstep and end-of-journey facilities for cyclists Onsite eateries and rooftop garden spaces Professional development pathways and career opportunities Five weeks annual leave, 17.5% leave loading, monthly ADOs, 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 Aboriginal and/or Torres Strait Islander people, LGBTQIA+, culturally and linguistically diverse individuals, people with disability, and people of any age. 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 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 other diseases. For a confidential discussion about this role, please contact Nursh Harun, Head of Internal Medicine via email Nur-Shirin.Harun@petermac.org. Application closing date: 11:59pm Friday 16 January 2026 ______________________________________________________________________________________________Position Summary The Administrative Support Assistant will be responsible for running and coordinating the day-to-day administrative duties of the Internal Medicine department. The successful applicant will have the capacity to manage several tasks or requests simultaneously. Some of the core duties for this role includes but is not limited to: • Clinical and general administrative support to Director, Internal Medicine and medical staff of Internal Medicine Department • Assist managing the Internal Medicine clinics (make appointments, send letters, phone calls, cancellation of clinics etc.) • Coordination of timesheet sign-off and submission to payroll • Coordination of Accounts Payable and Accounts Receivable • Coordinate administration relating to patient registration, admissions/discharges and appointments • Administrative access to and use of EPIC • Administrative access to and use of Peter Mac IT systems • Database entry and maintenance • Ordering stationery and consumables • Coordination of rosters • Secretariat of Committees chaired by Director, Internal Medicine (minute taking, agenda and papers preparation, maintain an actions register) • Greeting and directing visitors/new staff to the Internal Medicine Department • Facilitating travel arrangements for staff of Internal Medicine Department • Creating, documenting and maintaining effective administrative processes Enterprise Agreement Health and Allied Services, Managers and Adminstrative Workers Classification or Salary Range HS2 Immunisation Risk Category Immunisation Category C Key Relationships Internal • Director, Internal Medicine • Medical staff • Specialist Clinics Staff • Admissions and Registrations Staff • Medical Workforce Unit • Tumour Stream Patient Navigators & Nurse Consultants • Executive Office Staff External • Patients, their families and carers • General Practitioners • External Medical Providers Education Skills • Be professional, demonstrate integrity, and provide excellent customer service. • Understand this role is forward-facing and requires a focus on good manners, etiquette, influence and emotional intelligence • Proficiency in MS Office and ability to utilise computers and technology efficiently • Experience working in a collaborative team environment, fosters cohesion between team members • Discretion dealing with confidential and sensitive information (including but not limited to personnel data, health records, personal information) • Professional and exceptional organisational, time management and adaptability skills – predicts challenges and outcomes and can adapt/react with ease. Has systems in place to reduce stress, avoid missing deadlines and missing requests. • Possess strong interpersonal and communication skills and has an up-beat/can do attitude • Possess problem solving and critical thinking skills. Keeps priority workflows moving and knows the difference between critical tasks and tasks that can wait • Demonstrate the ability to organise meetings, agendas, papers, take minutes and keep accurate action registers Desirable Requirements • Certificate/Diploma/Bachelor Business Administration • Experience with and working knowledge of medical terminology Certifications, Licenses & Registrations Key Accountabilities Key Accountabilities Demonstrated by / Key Performance Indicators Support to the Director, Internal Medicine & contributing to the effective running of the broader department Develops a strong working relationship with their Director by understanding who they are & goals, perspective and behaviour and responds accordingly Manages the diary of the Director, Internal Medicine within agreed parameters Manages the emails of the Director, Internal Medicine within the agreed parameters Tracks actions/commitments made by their Director to ensure they are completed Performs duties in such a way that preserves the reputation and integrity of the Internal Medicine department and Peter MacCallum Cancer Centre Keeps their Director informed about situations and potential resolutions underway so they are prepared and confident to address issues Understands and ensures the confidentiality of the office at all times Administration Ensures departmental meetings (internal and external) are planned in advance and well prepared Uses well-honed presentation skills to prepare and/or improve their Directors presentations Ensures all information, both requested and/or conveyed is actioned in a timely manner Establishes a strong working relationship with the Medical Workforce Unit to understand timelines, responsibilities and process for medical staff recruitment, on boarding, credentialing, compliance, CME, rostering and terminations Establishes a strong working relationship with relevant teams in the Finance Department and ensures all timesheets and invoices are collated, coded, signed and submitted within agreed timeframes Establishes a strong working relationship with People and Culture and ensures all recruitment/termination processes (end-to-end) are completed in full and compliant with relevant policies Ensures all data entry is accurate and timely Manages ordering and supplies and stationery required for the department Communication Demonstrates attention to detail and has well established verbal and written communication skills. Is clear, direct and succinct Communication with all stakeholders (internal and external) is professional and effective â€“ and understands the value of listening Answers incoming calls efficiently and professionally, takes/delivers accurate messages and re-directs calls as required to the most appropriate person Establishes strong relationships to assist with organisational awareness which in turn ensures problems are identified early and dealt with appropriately Greets and directs visitors and staff to the organisation in a professional, polite and attentive manner Key Accountabilities (Contd..) ______________________________________________________________________________________________________ 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 is responsible for coordinating day-to-day administrative duties for the Internal Medicine Department, providing essential support to the Director and medical staff. Key tasks include managing clinic operations, handling accounts, and organizing meetings.