Administration Services Coordinator

Administration Services Coordinator

Full-Time Role

About Aegis Health

Aegis Health has a guiding philosophy and deep commitment to quality Health Care based on compassion and respect. Aegis Health has evolved from the Aegis Group's extensive experience in care provision, to develop innovative health care services. At Murdoch Square, these integrated health services comprise surgical services, mental health and primary care services. The surgical services are located across three floors in the Aegis Health Private Hospital. To learn more about Aegis Health, visit our website:

Aegis Health offers a competitive rate of pay and benefits. We offer a supportive workplace, with education and training.

About the Role

This is an exciting opportunity to shape the administrative function from the ground up You will be responsible for coordinating, supervising, training, and developing our Administrative Assistants to ensure timely and accurate patient service are achieved across our newly established Aegis Health Private Hospital Surgical and Mental Health.

Key Responsibilities

This multifaceted role involves a strong focus on team leadership, administration coordination, and human resource management:

Team Leadership & General Coordination

• Supervise and coordinate the daily activities of clerical support staff across service areas/wards.
• Promote and demonstrate a positive and supportive workplace through effective leadership.
• Monitor compliance with relevant Key Performance Indicators (KPIs).
• Be courteous, professional, and warm toward patients, family members, and medical staff.
• Respond promptly to doctor and patient enquiries, always ensuring patient confidentiality.

Human Resource Management (Assisted by the Health Information Manager)

• Prepare staff rosters and manage clerical staffing levels (FTE) to ensure efficient service delivery.
• Maintain, verify, and authorise payroll/timesheet systems.
• Manage leave requests and arrange relief staffing for unplanned staff leave.
• Assist with recruitment processes, including selection and appointment, ensuring adherence to legislation (e.g., Equal Opportunity, OH&S).
• Assist with monitoring staff performance and undertaking and documenting annual performance development discussions.

Patient Information & Policy Management

• Ensure that policies and procedures are followed by all staff under direct supervision.
• Identify and resolve administrative issues affecting the service area/wards.
• Assist with the review and update of departmental policies and procedures.
• Escalate incidents of possible misconduct or breach of privacy to the Health Information Manager (HIM) immediately.

Training & Development

• Orientate, induct, and train new recruits in relevant policies, procedures, and skills.
• Identify staff learning and development needs and plans and coordinate staff training.

About You

Essential Criteria:

• Demonstrated experience effectively supervising staff, including rostering, leave management, recruitment, and performance management.

• Experience and knowledge of hospital patient administration systems and medical records.

• Proven ability to manage and prioritise your own workload, contribute to a multidisciplinary team environment, and respond flexibly to emerging demands.
• Exceptional verbal communication and interpersonal skills to support high-quality customer service to clients from diverse backgrounds.
• High level of computer literacy with accurate data processing/keyboard skills and meticulous attention to detail.
• A clear commitment to upholding the vision and values of Aegis Health.

Desirable Criteria:

Previous experience or knowledge of quality improvement principles with the ability to develop and implement quality and process improvement initiatives.

Pre-Employment Requirements

• Verification of eligibility to work in Australia
• Police check clearance
• Working with Children Check (if applicable)
• Pre-employment health assessment

How to Apply

If you are an organised and compassionate professional looking to contribute to high-quality healthcare, we would love to hear from you.