Administration Officer

Requisition No: 5951

Executive Division: Operations

Division: Drug Health Services

Program: Drug Health Services - Operational

Department: DRUG HEALTH & ADDICTION MEDICINE

Enterprise Agreement: Varied Health and Allied Services, Managers and Ad

Job Function: Administration & Leadership

Project:

• Location: Footscray
• Employment Type: Full-Time or Part-Time (30 hours/week), Fixed Term (until September 2026)
• Salary: Admin Grade 1 + Superannuation + Salary Packaging

About the role

The Administration Officer is a very multi skilled member of staff who actively participates in the provision of front of house reception and all administration and finance duties for Drug Health Services in-patient and outpatient services across all sites. Lead by the Practice Manager, the Administration Officers participate in, and contribute to, the ongoing refinement of systems which are used to maintain medical records, computer operations, switchboard operations, communications and all administrative duties for medical and clinical staff. This role is an integral part of the service which supports medical addiction consultants and allied health clinicians with administrative requirements, thereby increasing the efficiency and effectiveness in Medicare Clinics and the quality of services provided to our clients

Key responsibilities:

• To participate in and continuously refine administration duties which include; operating computerised appointment systems, ordering supplies, intermediate word processing skills, DMR scanning, minute taking, operating fax and photocopier, filing, mail distribution, preparation of UDS, Medicare processing and billing, and other finance duties as directed by the Practice Manager.
• Demonstrate proficiency in using IPM, EMR and Microsoft Office
• Under the direction of the Management team provide assistance (to clinical and other staff) to input, update and maintain computerised databases
• Isoft (IPM) and Digital Medical Records DMR- Scanning medical records
• To create systems (and participate in same) that ensures that client medical records and other requirements (i.e. UDS, pathology slips, Medicare slips etc) are available for clinical staff at relevant appointment times.
• To monitor and ensure that client information in IPM databases are kept updated and accurate.
• To monitor and ensure the maintenance of client confidentiality and maintenance of comprehensive client records in accordance with Western Health policy and procedures.
• To monitor and ensure Medicare and other billing processes are completed daily
• To monitor and ensure confidentiality of information pertaining to colleagues, clients and their significant others.

About you:

• Highly motivated
• Demonstrated excellence in customer service
• Advanced computer literacy, knowledge of IPM EMR & BOSSNET
• Demonstrated excellence in time management
• Demonstrated willingness to support team members
• The flexibility to work a range of days/hours to meet service administrative needs – may include some afterhours work
• Advanced interpersonal skills

Position Description

About Western Health

Western Health is one of the largest healthcare providers in Victoria, caring for a vibrant, diverse and rapidly growing community of one million people in Melbourne's western suburbs.

With more than 13,000 staff, Western Health delivers 800,000+ occasions of care every year, providing high-quality, person-centred care across every life stage.

We provide a combination of hospital, community-based, at-home and in-reach services to aged, adult and paediatric patients and newborn babies. Specialties include oncology, renal, mental health, women's health and maternity, chronic diseases, geriatrics and cardiology.

We have remarkable strengths in chronic disease, complex care and developing innovative and sustainable healthcare solutions. Our experience at the coalface of healthcare delivery for some of Australia's most culturally and socioeconomically diverse and vulnerable populations provides us with unique insights into the most pressing health challenges.

Western Health operates four acute public hospitals: Sunshine Hospital (including Joan Kirner Women's and Children's), Footscray Hospital, Williamstown Hospital and Bacchus Marsh Hospital. We also operate Sunbury Community Hospital, Sunshine Mental Health and Wellbeing Centre, Melton Health and Community Services, Bacchus Marsh Community Health Centre, Caroline Springs Community Health Centre and Grant Lodge Residential Aged Care in Bacchus Marsh. Western Health also provides the primary healthcare service at the Dame Phyllis Frost Centre, a women's prison located in Ravenhall.

Why join us?

Compensation and benefits

• Competitive salary packages aligned with market standards.
• Health and wellbeing programs, including flexible work arrangements.
• Scholarships and grants to support your continuous learning journey.

Learning and development opportunities

• Access the Western Health Learning Academy (WHA) for personalised learning pathways.
• Professional growth programs, including postgraduate studies and clinical education.
• Mentorship and career support.

Community impact and inclusion

• Make a meaningful difference in patients' lives through compassionate care.
• Join a workforce that champions diversity and inclusion.
• Engage in community wellbeing initiatives and groundbreaking healthcare research.

Organisational culture and environment

• Thrive in a collaborative, compassionate and innovative team environment.
• Be part of a culture that celebrates continuous improvement and excellence in healthcare.

Ready to make an impact?

If you're passionate about [highlight specific values/qualities relevant to the role, e.g., compassionate care, innovation, community wellbeing], we'd love to hear from you.

If you are currently employed at Western Health, please ensure you sign in through the 'Employee Login' via the external Careers Page or access the Careers Page via the intranet before applying.

Closing date: 11:59pm on 17 November 2025.

Enquiries: For further information about this role, contact Connie Privitelli via

Western Health is an equal opportunity employer committed to attracting and retaining diversity in our workforce. We encourage applications from Aboriginal and Torres Strait Islander people.

Western Health is committed to providing a safe environment for the children and young people who are involved in our services, sites and operations. We follow and abide by all legislative requirements to keep children and young people safe.

All appointments are made subject to a satisfactory Police Record Check, an Immunisation Status Clearance and a Working with Children Check (if applicable).

Western Health does not accept unsolicited resumes/applications from recruitment agencies.

Western Health