Administrative Officer

Job Requisition ID: 4356
- Legal Entity: Monash Health
- Location: Clayton, VIC, AU, 3168
- Employment Type: Part Time
- Posting Date: 5 May 2025

**Monash Health is a great place to work**

Monash Health is Victoria’s largest and most comprehensive health service. For more than 170 years, Monash Health and its predecessors have provided safe, high-quality healthcare and service for people at every life stage. With 25,500 employees, we provide care across south-eastern metropolitan Melbourne and rural Victoria from over 40 locations; via telehealth, within local communities and in people’s homes.

To see first-hand what our colleagues think about working here, take a look at the following short videos**:monashhealth.org/careers**.

**About Ward 4B Aviary, Monash Children's Hospital**
Ward 4B Aviary is a 28-bed unit specializing in Adolescent Medicine, Paediatric Neurology, and Paediatric Rehabilitation. Serving patients from 0-19 years old, the ward provides a fast-paced, dynamic environment where flexibility, adaptability, and exceptional communication skills are essential. Ward 4B Aviary offers plenty of opportunities to grow and develop in your career

Monash Children’s Hospital is one of the largest paediatric hospitals in Australia, providing care to more than 100,000 children per year. As a part of Monash Health, we deliver world-class care in a child and family-friendly environment.

**About the Role**
As a Ward Clerk on Ward 4B Aviary, you will play a vital role in ensuring smooth operations within a multidisciplinary team. You will provide clerical support in a busy hospital environment, contributing directly to optimal patient care and family experiences.

**Key Responsibilities**:

- Greet and assist patients, families, and visitors in a professional and compassionate manner.
- Answer phone calls, relay messages, and manage inquiries efficiently.
- Organize patient admissions, updating the patient management system and managing relevant documentation.
- Handle medical records, ensuring accuracy and compliance with professional and legal standards.
- Manage patient discharge processes, including appointment bookings and liaising with carers and medical staff.
- Provide clerical support to the multidisciplinary team, including word processing, photocopying, and file management.
- Assist in ordering medical supplies, maintaining equipment, and submitting maintenance requests.
- Support the Nurse/Midwife Manager in monitoring bed occupancy and coordinating staff schedules.
- Take minutes during meetings, ensuring accurate documentation of discussions and decisions.
- Participate in quality improvement initiatives and ensure safe working practices.

**About You**
You are a proactive and experienced healthcare administrator with a passion for working in a dynamic, fast-paced paediatric setting. You thrive in environments that require flexibility and adaptability, particularly when supporting the specialized care of young patients in Adolescent Medicine, Paediatric Neurology, and Paediatric Rehabilitation. You are dedicated to providing exceptional, family-centered care and have a deep understanding of the unique needs of both patients and their families in a hospital setting.

With your excellent communication and organizational skills, you are able to manage competing priorities efficiently while remaining calm under pressure. Your ability to collaborate effectively with a multidisciplinary team ensures that you contribute meaningfully to the day-to-day operations of the ward. Additionally, you are committed to learning and adapting quickly to new systems and processes, making you a valuable asset to the Aviary team. If you have experience in a paediatric setting, that’s an advantage, but your enthusiasm, compassion, and dedication to patient care are what matter most.

**Key qualities we are looking for in you include**:

- The ability to work effectively in a fast-paced, ever-changing environment like the Aviary Ward.
- Exceptional customer service skills, with the ability to handle challenging situations calmly and with empathy.
- Strong interpersonal skills to foster positive relationships with patients, families, and colleagues.
- A collaborative and team-oriented approach to working with a multidisciplinary team.
- Passion for paediatric care and a genuine desire to contribute to the wellbeing of children and their families.
- Willingness to embrace and learn new systems, processes, and technologies.
- A flexible attitude to handle the varied and sometimes unpredictable nature of a busy ward.

**If you are enthusiastic about making a positive impact in a supportive and highly specialized paediatric environment, we’d love to hear from you**

**Qualifications and Requirements**:

- National Police Check, Working with Children Check, and other relevant screenings.
- Certificate in Health Administration (desirable).
- Previous experience working in a healthcare or medical administration role (desira