Administration Coordinator

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
Peter Mac @ Home Admin Coordinator
Classification: HS2
Employment Type: Permanent, Part-time Role - 48 Hours per Fortnight
Roster: 7-day rotating schedule with two shift options: 07:00–15:30 or 10:30–19:00

About Us
Peter MacCallum Cancer Centre is a world-leading integrated cancer research, education, and treatment centre. Every day, our dedicated team delivers exceptional cancer care, advances innovative treatments, and pursues life-changing cures. Located within the state-of-the-art Victorian Comprehensive Cancer Centre, we are at the forefront of a global effort to transform cancer outcomes.

About Peter Mac @ Home
Peter Mac @ Home () provides acute home-based oncology care to our patients 7 days a week, 365 days a year. This includes Hospital in the Home (HITH) and home-based cancer services funded by DHHS.

The Role
We're seeking an experienced Admin Coordinator to join the team in a part-time capacity. In this role, you will provide vital administrative support to staff and patients, ensuring smooth daily operations. The ideal candidate will:

•    Have strong communication and computer skills

•    Demonstrate experience coordinating administrative activities within a clinical setting

•    Work confidently both autonomously and as part of a team

•    Contribute to ongoing service innovation and excellence

How to Apply
For more details, click Apply to visit the Peter Mac Careers page and review the full position summary. If you have any questions or would like a confidential discussion, feel free to reach out to:
Hiring Manager: Michelyn Treadwell, Nurse Manager
Email:
Phone:

Applications Close: 11:59PM Monday 03 November 2025

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Position Summary
The Peter Mac @ Home Administration Coordinator is an essential member of the team. The Administration Coordinator acts as the front-of-house reception for the service and is expected to respond to queries from both external providers, staff and patients in a professional and timely manner at all times. They are responsible for helping to ensure that day to day operations run smoothly: maintaining internal databases, monitoring and actioning incoming referrals, stocking cars with essential equipment and managing requests to change patient appointments. They also support the capture of quality and performance data for the department. 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 C Key Relationships

Internal  

• All staff 
• Patients of  
• Staff within the hospital including nursing coordinators, allied health, wards and clinics 
• Accounts Department 
• Stores Department 
• Health Information Services 
• Information Technology 
  
   

External  

• Patients and Carers 
• Outsourced Nursing Agencies 
• External contractors – e.g. phones, machines, cars 
• Suppliers 

Skills

Essential Requirements 

• Expertise in coordinating departmental administrative activities relating to a clinical department 
• Experience in a PA or team support position 
• Excellent communication skills 
• Flexible approach to new work practices 
• Ability to take on new tasks as directed by the Manager 
• Demonstrated ability to provide a broad range of high level administrative support functions including creation and maintenance of schedules and databases 
• Highly developed communication, organisational and interpersonal skills 
• Experience working within a complex service environment 
• Discretion dealing with confidential and sensitive information 
• Professional presentation and provision of high customer service 
• Proactive and solutions focused leadership within the department to deliver an optimal administration service 
• Computer proficiency and information reporting 
• Current driver's License 

Desirable Requirements 

• A proven ability to work effectively in a multidisciplinary team 
• Qualification in administration/secretarial duties 
• Experience in a healthcare setting 

Key Accountabilities

Key Accountabilities
Demonstrated by / Key Performance Indicators

1. Customer Service

• Maintains a patient focused, professional approach to patients and multidisciplinary team members (in person and by telephone)
• Enquiries are handled in an appropriate and timely manner
• that strives for minimal numbers of complaints

• Patient Satisfaction Surveys
• Patient Complaints
• Messages delivered to appropriate staff 100%
• Excellent interpersonal skills including telephone manner and reception

2. Maintenance of community nursing service data base

• Information entered in a timely manner
• Information 100% accurate
• Concerns are followed up with IT and/or external contractors

• Databases used by 100% complete and accurate
• Accurate and timely reports generated
• Data integrity of data bases monitored weekly and errors corrected or escalated to NUM in a timely manner
• Patient cancellations due to double booking is minimised

3. Collection and Generation of Patient Information

• Ensures that quality standards of documentation are maintained according to Peter Mac standards
• Ensures patient information (demographic information, referral information, medical record) is accurate and current at the time of first

• Patient information on computer is up to date and accurate.
• Patient folders are prepared
• Medical records of discharged patients are returned promptly to Health Information Services.
• Patients are discharged from Peter Macs patient administration systems in a timely manner at the completion of their treatment

Key Accountabilities (Contd..)

Key Accountabilities
Demonstrated by / Key Performance Indicators

4. Teamwork and Communication

• Works as a member of multidisciplinary team and contributes to the effective administrative organisation and efficiency of department
• Ensures cars are serviced when necessary
• Follows through any incidents involving cars with appropriate paperwork
• Effective communication of all pertinent information to staff working at

• Feedback from nursing team indicates referral documentation well organised.
• Car fleet management including regular servicing, repairs and maintenance, car cleaning schedule and monitoring of stock items stored in cars and log book documentation is current and accurate at all times.
• Office stock maintained.
• Register of office equipment accurate and up to date
• Secretarial/administration support duties including:

- Mail receipt and dispatch

- Typing letters and documents

- Filing patient records

- Ordering of stock

- Maintenance of office equipment register

5. Billing Processes

• Reconciles invoices received from outsourced nursing agencies
• Ensure invoices remain up to date and any discrepancies are followed up with appropriate staff or outsourced agency

• All invoices checked, forwarded to NUM for authorising payment and returned to accounts payable in a timely manner.

6. Improving Department Performance

• Actively participates in developing programs to improve patient care within

• Evidence of participation in department quality activities e.g. Quality project reports.

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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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