Administration Assistant

• Excellent benefits including salary packaging

• Fitzroy location

• Friendly and dynamic team

• Permanent / Part Time - 5.5 hours per week

About the Role

• Efficient and accurate data entry of patient details into PAS;

• making and sending out appointment letters

• Assists other staff with telephone calls as required, including appropriate handling of patient and doctor enquiries, transfer of calls, arrangement of appointment and emailing of messages to staff

Your Contribution

• Proficient computer skills using Microsoft office ; PAS /MRO will be an advantage;

• Experience in the acute heath care setting

• Current National criminal history check, or willing to obtain/ Current NDIS Worker Screening Check, or willing to obtain (Select which is applicable)

Classifications for this position will be HS1 ($58,442.00 per annum, pro rata for part time).

What we Offer

• A focus on wellbeing initiatives, with regular events and programs

• Confidential, solutions-focused employee counselling

• Salary Packaging – Increase your take home pay

• In the heart of Fitzroy, CBD at our doorstep, close to some of Melbourne's best cafes, public transport and lots of carparks

• Discounts and Promotions always available through our Foundation

• Culture of continuous improvement

About Neurophysiology Department
The Neurophysiology Department specialises in conducting clinical investigations on the brain and nervous system. This includes: EEG; Day Video EEGs; Ambulatory EEGs; Video EEG monitoring (long-term); Intracranial EEG monitoring, NCS/EMG; Evoked potentials; Small fibre studies (QSART/CSP); Autonomic studies (Tilt).

Working at St Vincent's
St Vincent's Hospital Melbourne (SVHM) is a leading teaching, research and tertiary health service. SVHM provides a diverse range of adult clinical services and is driven by values of Compassion, Justice, Integrity and Excellence.

Application

Please attach your resume and cover letter to your application.

Shortlisting for this position will commence immediately. We encourage you to apply promptly as the advertisement may close early should a suitable applicant be sourced.
We encourage applications from people of all backgrounds and abilities. Inclusion is essential to our mission and diversity reflects the community we serve.
Please visit our website, for further information regarding our Aboriginal and Torres Strait Islander Employment at SVHM.
SVHA has a duty of care under work health and safety legislation to eliminate and/or control the risk of transmission of vaccine preventable diseases in healthcare settings. You may therefore be required to undergo mandatory immunisations/vaccinations (including flu vaccinations).Successful applicants must meet these vaccination requirements. Please contact us if you would like to know more.

Contact

Linda Seiderer

1.LOCAL WORK ENVIRONMENT

The Neurophysiology Department specialises in conducting clinical investigations on the brain and nervous system. This includes: EEG; Day Video EEG's; Ambulatory EEG's; Video EEG monitoring (longterm); Intracranial EEG monitoring, NCS/EMG; Evoked potentials; Small fibre studies (QSART/CSP); Autonomic studies (Tilt).

2.POSITION PURPOSE

Under the direction of the HOD and Senior Scientist, this position is responsible for administrative support to Clinical Neurophysiology staff and operational management of the clinics and reception as required.

3.POSITION DUTIES

• Greet all patients in a polite and efficient manner
• Collect referral letters and test results and ensure these are available for doctors when they see the patient.
• Ensure efficient and accurate data entry of patient details into PAS.
• Reports faxed to correct Departments.
• Maintain patient details and ensure patient confidentiality
• Confirm all appointments by telephone /text for patients prior to their appointment.
• Set up of clinics for the week as required.
• Assist other administrative staff with telephone calls as required, with appropriate handling of patient and doctor enquiries, transfer of calls, arrangement of appointments and emailing of messages to staff if not urgent or paging of registrar as required

4.INCUMBENT OBLIGATIONS

General

• Perform duties of the position to best of their ability and to a standard acceptable to SVHM
• Comply with all SVHM policies, procedures, by laws and directions
• Treat others with respect and always behave professionally and in accordance with the SVHM Code of Conduct
• Only access confidential information held by SVHM when this is necessary for business purposes, maintaining the confidentiality of that information once accessed
• Participate in the annual  SVHM performance review process
• Display adaptability and flexibility to meet the changing operational needs of the business
• Comply with applicable Enterprise Bargaining Agreement provisions
• Display a willingness to develop self and seek to improve performance
• Administration support for Neuropysiology as required.

Clinical Quality and Safety

• Attend clinical orientation upon commencement
• Maintain clinical registration and any required indemnity cover
• Always work within approved scope of practice under supervision by more senior clinical staff as appropriate.
• Take personal responsibility for the quality and safety of work undertaken
• Consult with peers and other experts and refer to other healthcare workers when appropriate and in a timely manner
• Collaborate and clearly communicate with patients/clients and the healthcare team
• Participate in clinical risk management and continuous quality improvement activities as part of day-to-day work

Person Centred Care

• Ensure consumers receive information in an appropriate and accessible format
• Actively support consumers to  make informed decisions about their treatment and ongoing care
• Ensure consumers are aware of their rights responsibilities and how to provide feedback

Health and Safety

• Protect the health and safety of self and others, complying with all health and safety related policies, procedures and direction
• Complete required Fire and Emergency Training annually
• Complete required Workplace Culture and Equity Training annually
• Attend general hospital orientation within 3 months of commencement

5.INCUMBENT CAPABILIITY REQUIREMENTS (Level 2)

The incumbent of this position will be expected to possess the following core capabilities:

• Capability
• Demonstrated behaviour
• Personal
• Personal effectiveness
• Takes responsibility for accurate, timely work results
• Learning Agility
• Identifies personal development needs and seeks information from a range of sources
• Outcomes
• Patient/Resident/client centred
• Strives to meet and exceed expectations, demonstrating sound judgement
• Innovation and Improvement
• Contributes to improvement by reviewing strengths and weaknesses of current processes
• Strategy
• Driving Results 
• Manages own work load to deliver results
• Organisational Acumen
• Understands the interdependencies between units/departments
• People
• Working with and Managing others
• Takes responsibility for ensuring productive, efficient teamwork
• Collaboration
• Works collaboratively within and outside the team

6.SELECTION CRITERIA

6.1ESSENTIAL REGISTRATION, LICENSE OR QUALIFICATION REQUIREMENTS

• Minimum of Year 12 HSC / VCE or equivalent

6.2 OTHER ESSENTIAL REQUIREMENTS

• Knowledge, experience and ability to provide a broad range of administrative support functions.
• Extensive knowledge of Microsoft Office package.
• Demonstrated ability to work autonomously and as part of a team
• Demonstrated highly developed organisational skills
• Proven ability to work with minimal supervision within the administrative team
• Demonstrated written, communication and interpersonal skills
• Ability to determine workload priorities and meet deadlines
• Demonstrated customer service experience in a health realated environement, minimum 2 years
• Commitment to St. Vincent's Health and the values of the Sisters of Charity

6.3 OTHER NON ESSENTIAL REQUIREMENTS

• Certificate in medical reception
• Certificate in medical terminology
• Administrative experience within SVHM setting.

At St Vincent's we acknowledge the importance of creating a work environment that is welcoming, safe, equitable and inclusive for Aboriginal and/or Torres Strait Islander Employees. As part of our Commitment to Reconciliation and Closing the Gap in employment related outcomes, we encourage applications from Aboriginal and Torres Strait Islander Peoples.

For further information, visit or get in contact at

View Reconciliation Action Plan

View Code of Conduct