Personal Assistant - Cancer Surgery Operations

• Surgeons 
• Anaesthetists 
• Staff within the Department of Surgery 
• Admissions and Registrations staff 
• Specialist Clinics staff 
• Patient Navigators and Nurse Consultants 
• Other hospital departments including Cancer Imaging, 
• Health Information Services, Pathology, Executive 
• Medical workforce unit 

• St Vincent’s Clinical School 
• St Vincent’s Breast Screen 
• General Practitioners 
• External medical providers 
• Patients and their carers 

• Experience with and understanding of medical terminology 
• Demonstrated experience delivering a high level of customer service 
• Highly developed communication and organisational skills 
• Innovative, flexible and open to change 
• Ability to work autonomously 
• Computer proficiency 

• Previous experience with Patient Administration systems such as iPM / Clinical Viewer 

1. Administrative support to facilitate patient appointments and care

• Facilitates patient appointments including specialist clinics, imaging and other appointments as required
• Ensures iPM data entry is accurate
• Provides administration support to specialist clinics as required
• Communicates with external providers as required to request patient information
• Communicate with patients to negotiate
• dates, answer questions and provide information as required
• Attends to other administrative duties as requested by the clinical staff

• Provide a high level of customer service to patients, carers and staff
• Respond to patient and/or staff queries in a timely and respectful manner consistent with organisational guidelines
• iPM data entry is timely and accurate
• Attends specialist clinics as required
• Evidence communication with external providers is appropriate and information is requested in a timely manner
• Evidence of effective communication with patients

2. General Administration

• Provides general administration support as requested which may include a combination of the following

1. Collation of timesheets
2. Coordination of rosters including oncall rosters and leave planners
3. Collation of Continuing Medical
4. Education claims
5. Coding invoices

• Provides general administration support to clinical staff which may include a variety of tasks such as diary and meeting management, preparation of documents, preparation of presentations and other tasks as requested.
• Provides administrative support for the recruitment process which may include generating eRecruit requests, arranging interviews, completing onboarding of new staff and preparing variation requests.
• Provides secretarial support for meetings as requested
• Attends to other administrative tasks, as required, related to area of portfolio

• Evidence general administration tasks are completed accurately and in a timely manner
• Recruitment tasks are completed accurately and within the desired timeframe
• Meeting agendas and minutes are circulated in a timely manner
• Evidence of completion of other administrative tasks according to area of portfolio

3. Communication with patients, GPs and other hospital staff

• Information is provided to patients and GPs as required
• Responds to patient enquiries in timely manner including escalation to clinical staff when required
• Liaises with relevant hospital staff as required regarding patient bookings and appointments
• Liaises with relevant hospital staff as required

• Evidence communication with patients and
• GPs is timely Evidence that patient enquires are managed appropriately
• Evidence communication with other hospital staff is effective

4.Professional leadership

• Systematically evaluates own practice, and identifies pertinent areas for development
• Responsible for maintain own competencies, and participating in those activities that contribute to the ongoing development of self
• Appraises own performance against this position description at least annually

• Acts collegially to support colleagues and peers
• Behaves ethically
• Acts as a resource to all staff within Peter Mac
• Demonstrates ability to take on new projects and tasks, and meet deadlines
• Demonstrates well developed communication and conflict resolution skills
• Evidence of active maintenance of own professional involvement
• Performance plan will reflect professional development activities and professional involvement. Will be reviewed in regular discussions with the line manager and annually during performance appraisal.