Administrative Assistant - Palliative Care

Date: 27 May 2025

Site: VCCC (Parkville)

Location:

MELBOURNE, VIC, AU, 3000

Company: Peter MacCallum Cancer Centre

Unit: Palliative Care Medical

Division: Chief Operating Officer

Department: Integrated Palliative Care Service

Enterprise Agreement: Health and Allied Services, Managers and Administr

Palliative Care Medical

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 Assistant / Personal Assistant

Full Time, Ongoing position
80 hours per fortnight with monthly ADOs

Applications are invited for a suitably experienced administrative assistant to join the Palliative Care Department, employed by the Peter MacCallum Cancer Centre, but working across both Peter Mac and The Royal Melbourne Hospital.

The Palliative Care team is a made up of doctors, nurses and a small research team.

As the Administrative Assistant, you will be responsible for managing an office of about 15 people with tasks including:

Arranging group meetings and minute taking
Preparing work rosters and on-call rosters
Answering the department phone and directing callers to doctors, nurses and other departments
Assisting with patient appointment bookings
Assisting with department finance reporting and generating invoices
Coordinating travel for team members to rural clinics

The benefits of working in this position at Peter Mac include:

Up to $11,660 in salary packaging to increase your take home pay
Five weeks annual leave, 17.5% leave loading, purchased leave options and monthly ADO’s
A collegiate, friendly team that you’ll be a key member of
Meaningful work making a real difference to people
Whilst this position is based predominantly in the office at Peter Mac in Parkville, some remote work (working from home) may be agreed
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

Applicants should have experience working as an office administrator, preferably in a medical or hospital setting.

Please contact Brian Le on 8559 7960 or brian.le@petermac.org for any queries about this position

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: Prof Brian Le
Contact Number: (03) 8559 7960
Email: brian.le@petermac.org

Applications Close: 11 June 2025

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Position Summary

The Administration Officer/PA is responsible for providing comprehensive coordination and provision of the administration support across the VCCC precinct.
In addition, this position will provide PA support to the Director of the department, and where time permitting other medical consultants.
Tasks will include:

Assisting with appointment bookings for palliative care outpatient clinics as directed by clinical staff
Phone support for cross precinct department including receiving calls from patients and carers and directing these to clinical staff
Assist with arranging and publishing of work rosters, including work allocation, after-hours rosters and annual leave planners
Assist with timesheet submission across whole precinct service
Assist with coordination of departmental meetings – including timetabling and scheduling of unit MDMs, clinical meetings, education and research meetings and unit business meetings, including taking of minutes and sharing of documents
Provide PA support to the Director of Palliative Care, including with managing appointments, filing and administrative support
Assist with management of external contracts – such as with the Rural Workforce Agency Victoria (RWAV)
Assist with arranging travel plans for outreach clinic to Mildura – including booking of flights, clinic bookings and other travel expenses
Assist with coordination and timetabling of medical student placements and other visiting students within the department
Assist with financial tasks – including coordinating invoices for approval and submission
Assist with other tasks as agreed from time to time between the employee and the Director of Palliative Care

Enterprise Agreement

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

Classification or Salary Range

Grade 3: HS3

Immunisation Risk Category

Immunisation Category C: Position within a non-clinical setting

Key Relationships

Internal	Palliative Care Director All Palliative Care staff Senior Management Team All levels of Peter Mac staff
External	Patients and their families/carers Government Departments Universities Hospitals and Palliative Care Services Professional organisations Travel consultants

Education

Skills

Essential Requirements

An office administration qualification or an equivalent combination of relevant experience and/or education and training in an administrative support role
Demonstrated ability to provide a broad range of high level administrative support functions including creation and maintenance of rosters, schedules and databases, arrange meetings, taking minutes and clinical appointments
Organisational and prioritisation skills including effective time management to complete tasks efficiently and deliver outcomes as required
Proven advanced computer skills, including word processing, spreadsheets and database packages, presentations (e.g. Microsoft Word, Outlook, MS Teams)

Desireable Requirements

Experience with Electronic Medical Records systems – EPIC in particular
Experience in coordination and administration provision to a palliative care service
Expertise in medical administrative service provision or similar role directly supporting a senior member of staff

Certifications, Licenses & Registrations

Key Accountabilities

Key Accountabilities	Demonstrated By / Key Performance Indicators
1. Coordinate and provide efficient medical clinical administration and administrative support services to the Director of the department and medical staff. High level of administration support to clinical staff which may include; diary management, meeting coordination, travel coordination, preparation of documents/presentations Implementation of system to manage leave, clinics and out of hours payments, including processing. Collation of Continuing Medical Education claims Administrative coordination of recruitment and local orientation, including arranging interviews and access/training. Providing assistance on research projects and grants where requested	Verbal and written communication and organisational skills including attention to detail and deadlines Co-ordinates medical annual leave and ensures all clinics are cancelled and leave forms are processed efficiently, including time sheets Demonstrates diary management, meeting co-ordination and travel co-ordination skills Recruitment tasks are completed accurately and within the desired timeframe.
2. Co-ordination of meetings, departmental medical rosters, agenda’s Coordination of all meetings (including room bookings, invites, agenda distribution and minute taking, including but not limited to: Departmental business meetings Research meetings RAPID ASSIST meetings Multidisciplinary meetings Creating and maintaining of medical rosters across the VCCC precinct, including but not limited to: On-Call roster Outpatient clinician roster Organisation of Academic lunchtime meetings with lead clinical coordinator Departmental liaison of medical student education and other requirements for medical students and other visiting medical staff	Meeting agendas and minutes are appropriately prepared and circulated in a timely manner Rosters are thoughtfully managed and distributed to the relevant bodies and made readily available to all staff
3. Teamwork	Demonstrates the ability to work effectively within a complex team environment Demonstrates the ability to work independently in a busy and dynamic work environment. Demonstrates the ability to initiate tasks with minimal instruction, and to take tasks to completion
4. High level organisational skills	Demonstrates the ability to appropriately prioritise competing work priorities. Work under pressure and meet critical deadlines whilst maintaining consistent high standards Demonstrates excellent organisational and forward planning skills Participating in process improvement and adopting a solutions focused approach Demonstrates the ability to develop and maintain a filing system that facilitates easy location and retrieval of information Demonstrates commitment to productivity and success of the palliative care team Maintains departmental notice boards, intranet webpage and telephone directory as needed Maintain office equipment and supplies Complete Safety Audit when required

Key Accountabilities (Contd..)

5. Maintain all departmental finance, invoicing and billing. Coding invoices for Director authorisation Completing employee reimbursement claims Liaises with Business Analyst to coordinate Mildura Outreach Clinic finances Recording and reporting of department’s inpatient private billing. Providing monthly finance reports to the director	Maintenance of schedules so that reports and invoices are prepared in advance of deadlines for applications Maintain local information to assist Directors with budget and cost centre management Ensures payments of invoices/reimbursements are done in a timely manner
6. Provide comprehensive administrative support to facilitate complex patient appointments and care Ensures phones are covered at all times Communication with patients, GP’s, Palliative Care services and other hospital staff Booking of outpatient appointments Ensuring patients receive correct appointment details including any relevant instructions Clinic template cancellation to accurately reflect clinician availability Retrieval of results, histories and medication summaries where requested Providing prescriptions to external pharmacy’s Coordination of Mildura Outreach Clinic including; Booking of clinician flights and accommodation Liaising with Sunraysia Health to ensure timely receipt of clinic lists Request and receipt of relevant referrals Creation of Peter Mac UR numbers prior to each clinic	All enquiries are handled appropriately. Responds calmly and tactfully in a professional manner Responds to enquiries in a timely manner including escalation to clinical staff when requires Applies knowledge of procedures and displays discretion in dealing with fellow staff and clients Ensures all appointment bookings are made and communicated in a timely fashion
7. Act as a central coordination point for staff across both the Royal Melbourne Hospital and the Peter MacCallum Cancer Centre Ensures phones are covered at all times Receipt and transfer of calls/pagers to the appropriate person at each hospital Creating honorary appointments across the precinct for staff members Ensuring dual IT and security access is granted for all staff members Providing information on Palliative Care staff contact details and whereabouts at any given time	All enquiries are handled appropriately Responds to enquiries in a timely manner High level of organisational skills and forward thinking to ensure all staff has ease of access across both Peter Mac and the Royal Melbourne Hospital Provide administrative leadership and expertise to all medical staff within department. Ability to communicate, interpret and relay important messages to staff from each VCCC building

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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.