Administrative Officer

The primary function of the Administrative Officer role, based at Epworth Freemasons, is to provide administrative support across the board to a variety of clinics, to ensure seamless day to day operations. The Administrative Officer works in close alignment primarily with the Clinics & Project Manager (and Team Leader) assisting with tasks such as consulting rooms rostering, ordering of medical supplies and stationary/general ordering, liaising with doctors regarding operational issues and requirements, assisting Clinics & Project Manager with staff training, operational manual updates, improvement initiatives, and attending key meetings such as the GP & Breast Clinic Operational Meetings. The Administrative Officer also attends to sessional consultant related work such as filling patient appointment lists in Best Practice and communicating closely with premium sessional users; liaising with the reception team to delegate patient list work according to targets set by Clinics & Project Manager, providing lunch time cover to the Breast Clinic receptionist and a variety of other administrative support tasks. A high standard of communication (both written and verbal), accountability and follow through on assigned action items is required of this role.

This role also works in close alignment with the Team Leader and provides Team Leader coverage when leave is taken. The successful candidate will be very proactive, anticipate needs before they arise and work extremely well independently, helping the Clinics & Project Manager to guide the team, while also demonstrating outstanding communication skills, both written and verbal. Most importantly, the successful candidate will have a calm demeanour and the ability to calm other around them, when faced with stressful or challenging situations in the workplace. Experience in hospitals, healthcare or the medical industry is highly desirable but not essential as training can be provided. However, a strong administrative background/experience and computer skills are a must. Although this is a casual role with ability to change days here and there, the successful candidate will be expected to work approximately 4 days per week on-site.

You will make an impact by:

• Leading by example with excellent customer service, time management and an aptitude for a variety of systems and software such as medical software (e.g. Best Practice/Genie)
• Building strong relationships with our consultants and patients and demonstrating the Epworth values
• Providing support to a team of staff and the Clinics Project Manager through the adoption of a can-do attitude and role-up-your-sleeves approach.

To be successful in this role…

You will be a quick learner; quick to think on your feet when faced with problems, and a multi-tasker, used to dealing with numerous tasks at any one time.

You will have:

• Excellent communication skills both in person, written and on the telephone
• An empathetic, friendly and professional manner
• A sense of ownership and accountability regarding the work you undertake
• A drive to be successful and progress
• Ability to interact with a variety of stakeholders from a variety of diverse backgrounds

Position Description Inherent Requirements

About Freemasons

Located in East Melbourne, close to public transport and the CBD, Epworth Freemasons provides a range of world-class health services. As one of Victoria's leading maternity hospitals, Epworth Freemasons specialises in women's and men's health services including breast and gynaecological surgery, endoscopy and urology. Epworth Freemasons also offers comprehensive cancer care, and a full range of surgical services, including robotic assisted surgery, orthopaedics and ICU care.

Epworth Freemasons has recently upgraded and expanded its operating theatres and admissions facilities, along with major refurbishments of patient rooms and building infrastructure.

• Relevant qualifications or experience in Health or Office Administration and/or Practice Management (Desirable).

At Epworth, it's a community.

It's the sense of belonging and being part of an organisation and a team that works to make sure that every patient matters. In addition to this, you will have access to:

• Salary package up to $15,900 pre-tax annually, leading to greater take home pay
• The largest educational scholarship program of its kind in Australia
• Ability to purchase up to four additional weeks of leave
• Reduced cost of health services for you and your family at Epworth

We welcome applicants from all backgrounds. This includes First Nations peoples, people with disability, mature-age and young job seekers, members of the LGBTIQA+ community, and individuals from all cultural backgrounds. We are committed to providing an equitable, inclusive, and barrier-free recruitment experience for everyone.

If you need support during the application process or would like to discuss reasonable adjustments, we encourage you to let us know what you need to participate fully and confidently. We understand that sharing your needs can feel daunting, so please know that any information you provide will be treated with the utmost confidentiality and respect.

Ready to make a difference in a team that values you?

Apply now and become part of a workplace where your growth and wellbeing matter.

To apply, click the I'm Interested button to attach your CV and cover letter (as a single file).

For more information about the role, refer to the attached position description or contact [email protected]

Please Note: Applications are reviewed as received. Don't wait—this role may be filled before the closing date.

It is a condition of employment with Epworth HealthCare, subject to reasonable exemptions, that you have had an annual Influenza vaccination, where this is required under Epworth policy.

As a child safe organisation, all successful applicants are required to satisfactorily clear a National Police Check (conducted by Epworth) and may be required to hold a valid employee Working with Children Check (provided by you).

At Epworth, we believe inclusion and diversity are essential to our culture and values. We focus on fairness and opportunity for all – across race, ability, ethnicity, gender, age, sexuality, cultures and beliefs – that reflect the communities we work in. At Epworth, we care.