Administration Assistant - Medical Oncology

Req ID: 7586

Date: 17 Jul 2026

Site: VCCC (Parkville)

Location:

MELBOURNE, VIC, AU, 3000

Company: Peter MacCallum Cancer Centre

Unit: Medical Oncology

Division: Chief Operating Officer

Department: Medical Oncology

Enterprise Agreement: Health and Allied Services, Managers and Administr

Medical Oncology

Your Role In Our Future

Administration Assistant

Ongoing, Part-Time Position - 3 days per week (48 hours per fortnight).
Up to $69,438.72 (HS2)- $76,764.48 (HS21) base salary per annum - Full-Time equivalent pro-rated for Part-Time.
Parkville location, with multiple transport options at our doorstep.

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.

The Medical Oncology Department is seeking a highly motivated, organised and experienced Administration Assistant to provide comprehensive administrative support to the Medical Oncology Manager, Medical Oncology Patient Navigators and Departmental Medical Staff. This is a diverse and rewarding role requiring a proactive individual with excellent organisational, communication and administrative skills. You will play a key role in supporting the efficient operation of the department through the coordination and management of departmental records, databases, rosters, leave planners and a range of administrative processes.

Key Responsibilities

Provide high-level administrative support to medical staff, including arranging meetings, coordinating travel, processing reimbursements and managing calendars as required.
Support the Medical Oncology Patient Navigators with administration support and leave cover.
Coordinate patient appointments, treatment bookings, and follow-up consultations.
Manage patient records, referrals, correspondence, and clinical documentation.
Liaise with patients, caregivers, clinicians, pharmacists, and external healthcare providers.
Perform general office and reception duties, including invoice management, timesheet coordination, reception support and responding to routine enquiries.
Maintain departmental and service databases, ensuring accurate data entry, reporting and record management.
Manage departmental mail, clinic forms and related administrative documentation.
Maintain and coordinate departmental office spaces, supplies and resources.
Maintain and update the departmental Publication Database.
Assist with the preparation, maintenance and communication of departmental medical staff rosters and leave planners.
Contribute to the continuous improvement of departmental processes and systems to enhance efficiency and service delivery.
Work collaboratively with clinical, research and administrative teams to support the operational needs of the Medical Oncology Department.

About you

To be successful in this role, you will have:

Previous experience in a healthcare administration role.
Excellent organisational and time-management skills.
Strong interpersonal and communication abilities.
High level of accuracy and attention to detail.
Proficiency in Microsoft Office applications and electronic medical record systems.
Ability to manage multiple priorities in a fast-paced environment.
A caring and professional approach when interacting with patients and families.

This role offers the opportunity to contribute to a leading cancer service while supporting clinicians, researchers and staff dedicated to improving outcomes for people affected by cancer.

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 trip facilities for cyclists
Onsite eateries and coffee shops and inviting rooftop garden space
Pathways for professional development and new career opportunities
Five weeks annual leave, 17.5% leave loading & purchased leave
Flexible, hybrid working practices

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 satisfactory police check and may include vaccination requirements. 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.

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: Amy Bennetts
Contact Number: 8559 7882
Email: Amy.Bennetts@petermac.org

Applications Close: 11.59pm Sunday 2 August 2026.
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Position Summary

The primary role of the Department Administration Assistant is to provide comprehensive administrative support to the Medical Oncology Co-ordinator and to departmental medical staff.  This includes assisting the department for the construction, maintenance and management of various departmental records, databases, medical staff rosters and leave planners. Assisting the Deputy Director of Medical Oncology with support for CME reimbursements, conference travel, meeting agendas and minutes, room bookings and database management.

Key responsibilities include:

Leave cover for Medical Oncology Co-ordinator
Provide individual medical staff administration support - arrange meetings, diary management, travel and reimbursements
Perform general office duties, including invoice management, timesheet coordination
Maintain in-place departmental Publication Database
Maintain and assist in updating departmental rosters
Manage department mail and clinic forms as required
Maintain department office space
Train incoming staff in department/service systems and processes
Ensure department/service processes and systems are streamlined and efficient

Enterprise Agreement

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

Classification or Salary Range

HS2

Immunisation Risk Category

Immunisation Category C

Key Relationships

Internal

Departmental Medical staff
Tumour stream Patient Navigators
Departmental Administration staff

Skills

Essential Requirements	Experience and/or technical training in an administration setting. Strong customer service skills, able to communicate effectively and respectfully with patients and staff. Demonstrated skills in the use of IT systems, preferably in a health care setting. Advanced experience in use of the Microsoft Office Suite
Desirable Requirements	Experience using patient administration systems, in particular iPM. Previous health service administration experience.

Key Accountabilities

Key Accountabilities	Demonstrated by / Key Performance Indicators
1. (a) Manage a small team AND/OR (b) Provide technical or professional portfolio leadership and expertise	Provide direct line management for the team, including prioritisation of daily activities, rostering, leave management and recruitment with support from the line manager Support staff training and development to maintain robust skills sets within the team. Perform annual performance development in line with current People andamp Change policy Monitor staff wellbeing and performance and provide timely feedback on work performance Ensure that staff have completed all mandatory training requirements and comply with organisational policies and procedures under which they operate Encourage staff engagement with the broader Peter Mac community and its strategy through team meetings and regular communications Support line management with the development and maintenance of administrative SOPs ( standard operating procedures) relevant to area of expertise Manage specialist portfolio and provide technical or professional advice in the designated area of expertise
2. Provide exceptional customer service	Provide a high level of customer service to patients, carers and staff within a designated team or portfolio 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 consistent with organisational guidelines Ensure phone and email enquiries are triaged to the correct destination
3. Prepare accurate and timely reports	Prepare accurate orders, invoices, activity data and/or billing in a timely fashion Follow progress of invoices, orders or payments to ensure action occurs as specified in these documents Prepare and report departmental KPIandrsquos to management on request
4. Support the work of the team and department	Work cooperatively as part of the team and assist other areas and staff as necessary Prepare agendas, coordinate meeting dates and room bookings and take minutes for meetings Assess situations or information, clearly and accurately communicate information and make recommendations to peers, team leaders or managers. Train new employees in basic administrative functions Identify opportunities for process improvement and work with team lead to implement appropriate solutions Other tasks as directed by your team leader or manager

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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.