Medical Administration Officer

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
Medical Administration Officer
Ongoing, Full Time Role
 
An exciting opportunity exists to be part of the medical administration team at Peter MacCallum Cancer Centre- Bendigo campus.

Peter MacCallum Bendigo have been providing Radiotherapy services to the people of Bendigo and surrounding districts for 20 years in a purpose-designed facility aimed at meeting the needs of people with cancer. 

We are seeking a positive and enthusiastic Medical Administration officer to join our busy team in a permanent full-time position. The position will be responsible for various administrative duties including but not limited to patient registration, radiotherapy & outpatient appointment bookings, referral management, reception coverage etc.

To be successful in this position you will require the following key attributes:

•    Competency in use of computers and software applications such as Windows

•    Competency in medical terminology

•    Commitment to excellent client service

•    Capable of working independently and in a team

•    Able to prioritise work and to work with minimum supervision and guidance.

•    Responsible and adaptable

•    Demonstrated attention to detail, methodical, with well-developed verbal and written   communication skills.

•    Flexibility in working hours to meet the demands of patient treatment hours.

Key Selection Criteria- as per position description, in particular.

•    Previous experience working in a medical reception environment.
 

Applicants to this role should provide a covering letter outlining relative key skills and experience to assist us with our assessment.
 

Remuneration under the Health and Allied Services Managers and Administration (Victorian Public Sector) (Single Interest Employers) Enterprise Agreement will be from HS2 Grade 2 Year 1 $66,768 per annum for full-time (prorated for part-time) to HS21 Grade 2 Year 5  $73,811.92 per annum for full-time (prorated for part-time) dependant on candidate. To be discussed with Hiring Manager. 
 
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: Jodie Gierisch 
Email:
Phone:
 

Applications Close: 11:59PM Monday 29th September 2025

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Position Summary

The Medical Administration Officer (MAO) is an integral member of the multi-disciplinary team at Peter Mac, providing first line contact for patients, carers and referrers.

The MAO is responsible for enabling patient access to our services.  This includes patient registration, referral/appointment management, access and support service bookings, appointment instruction clarification and resolution of questions about how to organise, and make changes to, appointments. MAOs also work closely with clinical specialists to ensure that urgent patients are identified and prioritised, ensuring rapid access to registration, appointments and clinical care.

The MAO supports communication between patients and their clinical care team. They are expert in supporting patient flow through the cancer care system, playing an important role in facilitating timely patient access. This also includes providing patients with information on inter-hospital medical information disclosure and facilitating initial consultation billing for non-Medicare eligible patients. 

MAOs ensure that diagnostic, treatment and clinic review appointments are appropriately timed, sequenced and coordinated.  Where clinically appropriate, MAOs ensure that multiple appointments are booked on the same day and or/ face to face consultation are replaced with video/telehealth consultations, to reduce the patients' travel burden.

The MAO works closely with clinicians regarding daily work priorities, including effective appointment management to ensure clinical services run smoothly. In addition, the MAOs utilise Peter Mac's and, where applicable, partner service providers clinical systems to provide administrative support for all clinic attendances, ensuring all required patient diagnostic and pre- treatment assessment data is sourced, prepared and available.

MAOs are also responsible for patient and billing data accuracy and timely correction of errors to support hospital requirements.

Enterprise Agreement

Health and Allied Services, Managers and Administrative Workers (Victorian Public Sector) (Single Interest Employers) Enterprise Agreement

Classification or Salary Range

HS2

Immunisation Risk Category

Immunisation Category B

Key Relationships

Internal

• Campus Management team
• Radiation Oncology, Nursing, Allied Health and administrative staff at the campus.
• Patient services administration and clinical teams at all Peter Mac campuses
• Billing and patient data reporting teams

External

• Patients and Carer's
• Referring medical officers and services
• Access and support service providers (includes, but not limited to, Red Cross and Ambulance transport, interpreter services)
• Clinical and administrative staff from partner hospitals where appropriate

Skills

• 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
• Experience working in a team environment where team cohesion and delegating of tasks is a coordinated approach and tasks are prioritized according to level of urgency.
• Experience developing and implementing standard operating procedures (SOP)
• Experience participating in quality improvement projects
• Experience using patient administration systems and electronic medical records, in particular iPM, Epic (or similar electronic medical record) and Mosaiq
• 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, preferably within a healthcare setting

Key Accountabilities

Key Accountabilities
Demonstrated by / Key Performance Indicators

1. (a) Work as part of a small team 

AND/OR

 (b) Provide technical or professional portfolio leadership and expertise

- Work closely within a campus administration team to prioritize daily activities and provide administration support to patients and clinical teams.

- Engage in staff training and development to maintain robust skills sets within the team.

- Perform annual performance development in line with current People & Change policy

- Ensure completion of all mandatory training requirements and comply with organisational policies and procedures under which they operate

- Engage with the broader Peter Mac community and its strategy through team meetings and regular communications

- Support line management 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

- Complete required training and utilise partner service provider medical software, where required, to enable timely and efficient clinical service to Peter Mac patients 

- Provide cover for other Patient Administration Coordinators

2. Provide exceptional customer service
- Provide a high level of customer service to patients, carers and staff within the campus

- Obtain required information from patients, carers and staff in an efficient and courteous 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

- All patients receive correct appointments, including notification of cancellations and are informed of delays in service delivery as appropriate.

- All required information is available for clinic consultations.  Any additional requests to support clinical activity are actioned efficiently and effectively.

Key Accountabilities (Contd..)

3. Engage in 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

- Ensure that the performance of the team meets the standards required by the organisation through a regular system of auditing performance

- Assess 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 in covering areas to supporting operating needs, where directed by line manager

- Ensure senior departmental staff receive adequate administrative support with rostering, meeting agendas and minutes, room bookings and database management.

- Ensure all requests from external providers are collated and provided to the appropriate areas for follow up and management

- 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.

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