Administrative Support Officer - Internal Medicine
MELBOURNE, VIC, AU, 3000
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
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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 |
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| Administration |
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| Communication |
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Key Accountabilities (Contd..)
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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.