Administration Manager - Patient Access & Flow

Req ID: 7045

Date: 11 Mar 2026

Site: VCCC (Parkville)

Location:

MELBOURNE, VIC, AU, 3000

Company: Peter MacCallum Cancer Centre

Unit: Switchboard Reception & Admissions

Division: Chief Operating Officer

Department: Patient Access And Flow

Enterprise Agreement: Health and Allied Services, Managers and Administr

Switchboard Reception & Admissions

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 FUTURE
Administration Manager
Ongoing, Full Time Role

Employment Type: Full Time, 80 Hours per Fortnight with a Monthly ADO
Location: Peter MacCallum Cancer Centre – Melbourne
Department: Patient Access and Flow
Classification: HS3, dependent on Candidate Experience

About the Role
The Administration Manager will oversee the Patient Access Services team, which includes Switchboard, Main Reception, Admissions, Patient Transport and Patient Accommodation. These services are critical to ensuring patients and families experience a welcoming, efficient and well-coordinated entry point to care.
Working closely with clinical and operational leaders, the role will focus on service excellence, workforce leadership, and operational efficiency, ensuring the team delivers high-quality administrative support across a complex tertiary cancer centre.
This position reports to the Director, Patient Access and Flow and plays an important role in supporting timely access to care and positive patient experiences.

Key Responsibilities
• Provide leadership and operational management of Patient Access Services teams
• Ensure high-quality patient-facing services, including reception, admissions and communication services
• Lead and develop administrative staff, supporting capability building and workforce planning
• Work collaboratively with clinical and operational leaders to support efficient patient flow and access to care
• Oversee service performance, including quality, safety, and operational metrics
• Drive continuous improvement initiatives to enhance patient experience and service efficiency
• Support the implementation of new systems, workflows and service improvements across administrative services

About You
We are looking for a strong people leader with experience managing administrative services within a complex healthcare environment.
You will bring:
• Demonstrated leadership experience managing administrative or operational teams
• Experience working within a hospital or healthcare environment
• Strong people management and workforce leadership skills
• Ability to manage multiple services in a fast-paced environment
• Excellent stakeholder engagement and communication skills
• Experience leading service improvement or operational change initiatives

Remuneration as per Health and Allied Services, Managers and Administrative Workers (Victorian Public Sector) (Single Interest Employers) Enterprise Agreement 2021-2025. Grade 3 Level 1 (HS3) $74,448.40 (full-time equivalent - to be prorated for Part Time) - Grade 3 Level 5 (HS25) $82,305.60, dependent on candidate experience. To be discussed with Hiring Manager.

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 spaces
· Pathways for professional development and new 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 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, 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.

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: Demi Diaz
Contact Number: 03 855 95100
Email: demi.diaz@petermac.org

Applications Close: 11:59PM Wednesday 25 March 2026

______________________________________________________________________________________________________

Position Summary

The Administration Manager – Patient Support (Access) Services provides leadership and direct supervisory oversight of the administrative officers working in Admissions, Switchboard, Main Reception, Transport and Accommodation.

This role involves:

Delivering the highest standards of customer service and patient support, and leads others to demonstrate the same standard
Providing support and oversight of the roster, leave management, performance management and annual performance appraisals for the administration officers working in Admissions, Switchboard, Main Reception, Transport, Accommodation and COVID-19 screening.
Provide expertise in Support Services systems and administrative processes
Facilitate ongoing training, education and support to the team with a focus on quality and process improvement Identify opportunities for process improvement and lead change initiatives. · Oversight over compliance with Non-emergency Patient Transport (NEPT) and Victorian Patient Transport Assistance Scheme (VPTAS) regulations

Enterprise Agreement

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

Classification or Salary Range

HS3

Immunisation Risk Category

Immunisation Category C

Key Relationships

Internal	Administrative Team leads Health Information Services Manager Access Team Patient Navigator Team Nurse Coordinators Operations Directors MBS Data Coordinator
External	Honeywell Security Administrative Team leads at Parkville precinct health services

Skills

Essential Requirements

Qualified Tertiary graduate or a number of years’ work experience in an administration setting
Experience providing direct line supervision to a small to medium sized team or demonstrated competence in a specified technical activity
Strong customer service skills, able to communicate effectively and respectfully with patients and staff
Strong communication and stakeholder management skills
Demonstrated skills in the use of IT systems, preferably in a health care setting
Competent in use of the Microsoft Office Suite

Desirable Requirements

Experience developing and implementing administrative policies and procedures
Experience leading quality improvement projects
Knowledge and or experience in workforce management
Demonstrated understanding of recruitment process and compliance requirements
Experience in acting as an executive assistant and or taking the lead administrative support role for an executive or high-level committee
Experience in working in or supervising administrative teams responsible for similar functions in a health care setting.

Key Accountabilities

Key Accountabilities	Demonstrated By / Key Performance Indicators
1. Leading a World Class Workforce	Improve workforce planning, capability building and talent management to attract, develop and retain our workforce. Perform annual performance development in line with current People & 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 Facilitate staff engagement with the broader Peter Mac community and its strategy through team meetings and regular communications Utilise leadership skills to gain cooperation and assistance in administration activities and influence others in order to meet the achievement of objectives Enable a positive working experience for our employees. Promoting a high-trust, high-performance culture, underpinned by effective, accountable leadership and a culture of psychological safety
2. Supporting Best Cancer Care	Provide accountability for maintaining a high level of customer service to patients, carers and staff within a designated team or portfolio Proactively respond to patient or staff feedback (positive and negative) in relation to the team’s/portfolio’s performance Engage consumers in improvement initiatives Promptly respond to incidents and patient feedback by having a clear action plan to address risk/issue

Key Accountabilities (Contd..)

Key Accountabilities	Demonstrated By / Key Performance Indicators
3. Operational effectiveness and financial responsibility	Manage specialist technical portfolio and provide technical leadership and recommendations to management in the designated area of expertise Ensure invoices from external providers are verified and processed as per Standard Operating Procedures (SOPs) and Service Level Agreements (SLAs) e.g., Non - Emergency Patient Transport (NEPT) SLAs, Victorian Patient Transport Assistance Scheme (VPTAS) Monitor ongoing expenses against allocated budget and actions taken to align operating costs to budget Continuously seeking to optimise workflows to increase operational efficiency and maintain cost effective delivery Develop and maintain administrative SOPs (standard operating procedures) relevant to area of expertise Ensure that the performance of the team meets the standards required by the organisation through a regular system of auditing performance and intervene as required Analyse situations or information, clearly and accurately communicate information and make recommendations to line management 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 always maintain data integrity Initiate business model opportunities to ensure sustainability of service provisions
4. Stakeholder Management	Attend and contribute to organisational committees and working groups Build and maintain relationships with key internal staff and external providers Work cooperatively with other departments to obtain assistance and/or influence others in the achievement of set objectives, including taking on project leadership roles on improvement initiatives Provide high level administrative support to senior managers or relevant executives including acting as EA for high level committees Other tasks as directed by your team leader or manager

______________________________________________________________________________________________________

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.