Senior Administrator Day Therapy
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
Senior Administrator Day Therapy
Ongoing, Full-Time Role available!
The Day Therapy Department seeks a friendly, proactive worker to join our dynamic team in a fast-paced working environment in a permanent full-time position.
The Senior Administrator Day Therapy provides senior administrative support to the team responsible for coordinating the delivery of treatment in the Day Therapy Unit and delivering the highest standards of customer service and patient support while supporting others to demonstrate the same standard. They are providing complex administrative duties to support the clinical operations of Day Therapy by understanding and applying medical terminology to perform complex appointment sequencing and efficiently triage phone and email communication. They provide expertise in systems, reporting and administrative processes, including those relating to patient registrations, referrals, admissions, appointments and revenue management.
The senior administrator day therapy is responsible for ensuring day to day departmental operations run smoothly by providing administrative support in: efficiently arriving and departing patients, preparing and processing documentation, attending to patient and staff queries in person, by phone or email and booking reviews and appointments. Applicants should have a keen eye for detail and enjoy working both autonomously and as part of a team.
We are looking for candidates with excellent customer service and demonstrated IT skills. Experience using patients’ administration systems in particular iPM and EPIC is highly desirable.
Remuneration as per Health and Allied Services, Managers and Administrative Workers (Victorian Public Sector) (Single Interest Employers) Enterprise Agreement 2021-2025. HS Grade 2 Year 1 $66,768 per annum (full-time equivalent) to HS Grade 2 Year 5 $73,811.92 per annum (full-time equivalent) depending on candidate experience. To be discussed with Hiring Manager.
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: Edita Selmic
Contact Number: 03 8559 5348 or 03 8559 6324
Email: edita.selmic@petermac.org
Applications Close: 11:59PM Thursday 3rd July 2025
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Position Summary
The Day Therapy Administration Coordinator provides senior administrative support to the team responsible for coordinating the delivery of treatment in the Day Therapy Unit (Chemotherapy Day Unit, Medical Day Unit, Transfusion & Clinical Trials Unit).
This role involves:
• Delivering the highest standards of customer service and patient support, and supporting others to demonstrate the same standard
• Providing complex administrative duties to support the clinical operations of Day Therapy by understanding and applying medical terminology to perform complex appointment sequencing, and efficiently triage phone and email communication
• Provide expertise in systems, reporting and administrative processes, including those relating to patient registrations, referrals, admissions, appointments and revenue management
• Oversight and management of PCCTU bookings liaising with the PCCTU team, Clinical Trials Liaison Nurses, Patient navigators and clinicians Facilitate ongoing training, education and support to the team with a focus on quality and process improvement
• Participate as a member of the Day Therapy multidisciplinary team, facilitating improvement and change initiatives
• Assist with effective training of junior administrative team members
• Respond to patient and/or staff queries in a timely and respectful manner
• Act as an expert resource to support other members of the Day Therapy administration team.
Enterprise Agreement
Health and Allied Services, Managers and Administrative Workers (Victorian Public Sector) (Single Interest Employers) Enterprise Agreement 2021-2025
Classification or Salary Range
HS2
Immunisation Risk Category
Immunisation Category C
Key Relationships
| Internal | • Day Therapy Team • Administration Team leads Tumour stream Patient Navigators • Health Information Services Manager • People and Culture • Referrals and Data Administration Coordinator • All clinical staff delivering care within Day Therapy |
| External | • Administrative Team leads at Parkville precinct health services |
Skills
| Essential Requirements | • Have or working towards a relevant Certificate/Diploma in accordance with the Australian Quality Training Framework or several years' work experience 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 • Competent in use of the Microsoft Office Suite |
| Desirable Requirements | • Experience providing direct line supervision to a small to medium sized team or experience in a specific technical activity • Experience developing and implementing standard operating procedures (SOP) • Experience participating in quality improvement projects • Previous health service administration experience. • Experience using patient administration systems, in particular iPM and Epic |
Key Accountabilities
| Key Accountabilities | Demonstrated by / Key Performance Indicators |
|
1. (a) Manage a small team AND/OR (b) Provide technical or professional portfolio leadership and expertise |
• Support staff training and development to maintain effective skills sets within the team. • Monitor staff wellbeing and performance and provide timely feedback on work performance • Encourage staff engagement with the broader Peter Mac community and its strategy through team meetings and regular communications • Support leadership team with the development and maintenance of administrative SOPs ( standard operating procedures) relevant to area of expertise • Participate in ongoing training relating to Electronic Medical Record (EMR), new • system upgrades and implementation as required • Manage specialist portfolio and provide technical or professional advice in the designated area of expertise |
| 2. Provide exceptional customer service | • Provide and role model a high level of customer service to patients, carers and staff Obtain the required information from patients, carers and staff in an efficient and courteous manner • Obtain required information from patients, carers and staff in an efficient andcourteous manner • Respond to patient and/or staff queries in a timely and respectful manner • Ensure phone and email enquiries are triaged to the correct destination |
Key Accountabilities (Contd..)
| Key Accountabilities | Demonstrated by / Key Performance Indicators |
| 3. Monitor and improve team performance | • Liaise with direct line manager to 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 maintain data integrity at all times • Providing administrative reports and information, assess situations based off information, providing clear and accurate communication of information and providing recommendations to leadership team and other organizational stakeholders • Asses situations or information, clearly and accurately communicate information and make recommendations to line management • Identify opportunities for process improvement and lead the team to implement appropriate solutions with support from the line manager |
| 4. Support the work of the team and department | • Work cooperatively as part of the team and assist other areas and staff as necessary • Ensure senior departmental staff receive adequate administrative support with rostering, meeting agendas and minutes, room bookings and database management. • Complete orders for department consumables, as required • Other tasks as directed by your team leader or manager |
| 5. Provide reports to line manager as requested and maintain key relationships | • Provide routine and/or ad-hoc reports as requested by the line manager • Maintain relationships with external providers contracted to support Peter Mac patients |
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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.