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
Day Therapy Administration Officer
Ongoing, Full-Time Role available

The Day Therapy Department seeks a friendly, proactive worker to join our dynamic team in a fast-paced working environment in a permanent, full-time position.

The Day Therapy Administration Officer acts as, among other duties, front of house reception for the service and are expected to provide high level customer service to patients, families, and colleagues in a professional and timely manner. 
They are responsible for ensuring day to day departmental operations run smoothly by providing administrative support in: efficiently arriving and departing patients, preparing and processing documentation, attending to patient and staff queries in person, by phone or email and booking reviews and appointments. Applicants should have a keen eye for detail and enjoy working both autonomously and as part of a team. We are looking for candidates with excellent customer service and demonstrated IT skills. Experience using patients' administration systems in particular iPM and EPIC is highly desirable.

Remuneration as per Health and Allied Services, Managers and Administrative Workers (Victorian Public Sector) (Single Interest Employers) Enterprise Agreement HS Grade 1 Year 1 (HS1) $58,442.80 per annum (full-time equivalent - to be pro-rated for part-time) to HS Grade 1 Year 5 (HS17) $64,610.00 per annum (full-time equivalent - to be pro-rated for part-time) depending on candidate experience. To be discussed with Hiring Manager. 
Applicants to this role should provide a covering letter outlining relative key skills and experience to assist us with our assessment.
 

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: Edita Selmic
Contact Number: or
Email:  
 

Applications Close: 11:59PM, Monday 27 October 2025

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Position Summary

The Day Therapy Administration Officer role provides clerical and administrative support to patients, their families and the staff attending and providing care in Day Therapy.

The key responsibilities of the Day Therapy Administration Officer role are to:

• Act as the first point of contact and provide excellent customer service to patients, relatives, general public and staff for the designated unit.
• Provide appointment booking support for patients and clinical staff across all services, ensuring patients are notified of all new and changed appointments in a timely manner.
• Provide knowledge of the Patient Administration System (PAS), other IT systems as required and administrative processes relating to patient registrations, admissions and discharges, appointments and revenue management.
• Provide administrative support for the clinical staff in Day Therapy

Enterprise Agreement
Health and Allied Services, Managers and Administrative Workers (Victorian Public Sector) (Single Interest Employers) Enterprise Agreement Classification or Salary Range
HS1 Immunisation Risk Category
Immunisation Category C Key Relationships

Internal

• All clinical staff working in Day Therapy at Peter Mac
• Tumour stream
• Patient Navigators 
• Other Patient Services Administrative teams 
• Health Information Services 

Skills

Essential Requirements

• Experience and/or technical training in an administration setting. 
• 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. 

Desirable Requirements

• Experience using patient administration systems, in particular iPM. 
• Previous health service administration experience. 

Key Accountabilities

Key Accountabilities
Demonstrated by / Key Performance Indicators

1. Provide exceptional customer service

• Provide a high level of customer service to patients, carers and staff within a designated team or portfolio
• Obtain the 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 consistent with organisational guidelines
• Ensure phone and email enquiries are triaged to the correct destination

2. Accurately and efficiently process patient activities

• Electronically process patient activities such as referrals, registrations, appointments and admissions accurately and in a timely fashion.
• Communicate with external organisations such as health insurance funds, Veterans Affairs and WorkCover regarding payment of accounts as required
• Manage patient records in accordance with hospital policy and Data Accountability Framework to maintain data integrity at all times
• Perform role in line with confidentiality and privacy requirements

3. Prepare accurate and timely reports

• Prepare accurate orders, invoices, activity data and/or billing in a timely fashion
  
  Follow progress of invoices, orders or payments to ensure action occurs as specified in these documents

4. Support the work of the team and department

• Work cooperatively as part of the team and assist other areas and staff as necessary
• Prepare agendas, coordinate meeting dates and room bookings and take minutes for meetings
• Assess situations or information, clearly and accurately communicate information and make recommendations to peers, team leaders or managers.
• Train new employees in basic administrative functions
• Identify opportunities for process improvement and work with team lead to implement appropriate solutions
• Other tasks as directed by your team leader or manager

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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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