Administrative Officer - Perioperative Services
MELBOURNE, VIC, AU, 3000
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
Administrative Officer - Perioperative Services
Permanent Part Time Role, 32 Hours Per Fortnight
The role is responsible for admitting patients on day of surgery and to the 6C ward spaces, arranging clinic appointments, discharging patients and attending to patient, family, staff and external requests. The Operating Suite Administrative Officer works closely with health professionals within the operating suite to provide and support the patients' surgical care.
This position includes liaising with Theatre bookings, Short Stay Unit, Day of Surgery Admissions, Perioperative, Anaesthetic and Enhanced Care Unit Nurse Managers, Associate Nurse Managers and nursing staff to provide a safe and positive experience to patients and visitors to the 6C area.
To be successful in this role you will demonstrate:
· Excellent written and verbal communication skills
· Sound computer literacy, including Microsoft Office applications
· Understanding of clinical terminology
· Ability to handle confidential information with integrity
· Ability to understand and comply with patient privacy policy
· Commitment to teamwork and a proven ability to work effectively within a team
· Previous clerical experience in an acute health service, including using patient administration systems (iPM and EPIC in particular), is highly desirable
The role encompasses:
· Acting as the first point of contact and providing excellent customer service on the phone and face-to-face to patients, relatives, public and staff for the units within 6C.
· Using the Patient Administration System (PAS) and Electronic Medical Record to perform administrative processes, including those relating to patient registrations, admissions & discharges, appointments and revenue management.
· Liaising with other departments to assist the efficient and timely coordination of patient care and administration.
· Providing appointment bookings support service for patients and clinical staff.
· Provide administrative support to the Day of Surgery Admissions and Short Stay Unit Nurse Unit Manager for operational activities of the unit.
Applicants to this role should provide a cover letter and up-to date resume outlining relative key skills and experience to assist us with our assessment.
For further information about this opportunity, please review the position profile below or contact us for a confidential discussion.
Hiring Manager: Alexandra Kemble
Contact Number: 03 8559 5790
Email: alexandra.kemble@petermac.org
Applications close: 11:59pm Friday 30 May 2025.
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Position Summary
The Perioperative Administrative Officer role is to provide clerical and administrative support service to the Operating Theatre, Day of Surgery Admissions, Short Stay Unit and Enhanced Care Unit. The key responsibilities of this role are to:
• Act as the first point of contact and provide excellent customer service to patients, relatives, public and staff for the designated unit.
• Direct patient or visitor communication to the appropriate clinical area within 6C and assist with wayfinding when patients and visitors enter the department.
• Provide knowledge in the Patient Administration System (PAS) and administrative processes, including those relating to patient registrations, admissions & discharges, appointments, and revenue management.
• Liaise with other departments to assist the efficient and timely coordination of patient care and administration.
• Responsible for assisting with booking postoperative review appointments and escalating appropriately to patient navigator team to manage overbookings.
• Provide administrative support to the Nurse Unit Manager for daily management of the unit.
• Assist perioperative multidisciplinary team to ensure timely updating of hospital record for any changes/cancellations on the theatre list and planning for the next day’s theatre activity.
• Office supply stock oversight and ordering, considering needs of the department and budgetary impacts.
• Communicate effectively with Day Surgery, Theatre Recovery and Floor Coordinator to safely provide updates to visitors/ next of kin.
Enterprise Agreement
Classification or Salary Range
HS Grade 1
Immunisation Risk Category
Key Relationships
| Internal | • Nurse Unit Manager • Nursing, Medical and Allied Health staff • Health Information Services • Other Administrative teams • Patients Services Assistants • Key staff from other units and departments |
| External | • Administrative staff at precinct partners when coordinating precinct patient transfers. |
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. • Maintain immunisation in accordance with the Staff Immunisation Policy, including vaccination against COVID-19. |
| Desirable Requirements | • Experience using patient administration systems, in particular iPM and EPIC. • Previous health service administration experience. |
Key Accountabilities
| Key Accountabilities | Demonstrated by / Key Performance Indicators |
| 1. 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 |
| 2. Accurately and efficiently process patient activities | •Electronically process patient activities such as referrals, registrations, appointments and admissions accurately and in a timely fashion. •Communicate with external organisations such as health insurance funds, Veterans Affairs and WorkCover regarding payment of accounts as required •Manage patient records in accordance with hospital policy and Data Accountability Framework to maintain data integrity at all times •Perform role in line with confidentiality and privacy requirements |
| 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 KPI’s 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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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.