Permanent, Part Time Position
8 days per fortnight - Monday, Tuesday, Wednesday and Friday
Fitzroy location
Friendly and supportive team environment
About the Role
An opportunity exists for an Administration Assistant to join the Cardiology Team at St Vincent's Hospital on a part-time basis. You will work across Cardiology which encompasses The Heart Centre and the Cardiac Investigation Unit. You will be a dynamic team player who is committed to providing excellent service to our patients/ their families and Cardiology Staff.
Duties include:
Ensure visitors to reception are greeted and assisted in a professional and timely manner projecting a caring, professional image to patients, and their relatives and to referring clinicians
Efficient patient scheduling of all ambulatory tests, Cath Lab and TOE lists, Pacemaker and DCR Clinics. Ensuring a referral is received for all bookings from GPs, Registrars and Cardiologists
Efficient patient scheduling for consultation clinics in the Heart Centre and CIU, ensuring that Cardiologists run on time and all follow up appointments and investigations are booked
Other duties as directed by the Office Manager
Classifications for this position will range from HS2 - HS21 ($66,768 - $72,134 per annum, pro rata for part time).
Your Contribution
Customer focus – strong customer focus to provide support and care to patients and their families
Ability to adapt to change and work in a dynamic environment with competing priorities
1 to 3 years proven administrative assistant experience in the medical industry or other
Demonstrated experience with Computers, MS Word, MS Excel and MS Outlook
Current Nationally coordinated criminal history check, or willing to obtain
What we offer
A focus on wellbeing initiatives, with regular events and programs
Confidential, solutions-focused employee counselling
Ability to join Fitness Passport - Your pass to an extensive choice of fitness facilities
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 The Heart Centre
The St Vincent’s Heart Centre was opened for business in November 2013. The Heart Centre provides privatised cardiac consulting clinics and all cardiac diagnostic ambulatory services such as: echocardiograms, stress echocardiograms, pacemaker clinics, stress testing, ECG reporting and more. It is envisaged that the Heart Centre will bring together clinical care, education, research and preventative health under the one roof, further strengthening St Vincent’s leading role in tackling heart disease, and significantly improving access for Victorian patients to specialist cardiac services.
The Cardiac Investigation Unit providing a full range of invasive and non-invasive investigations and procedures for inpatients. These services include cardiac catherisation and intervention, pacemaker implantation and checks, echocardiograms, TOE and DCR.
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 both your cover letter and resume 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.
Position Description
Local Work Environment
The St Vincent’s Heart Centre was opened for business in November 2013. The Heart Centre provides privatised cardiac consulting clinics and all cardiac diagnostic ambulatory services such as:
echocardiograms, stress echocardiograms, pacemaker clinics, stress testing, ECG reporting and more. The Cardiac Investigation Unit providing a full range of invasive and non-invasive investigations and procedures for inpatients. These services include cardiac catherisation and intervention, pacemaker implantation and checks, echocardiograms, TOE and DCR. It is envisaged that the Heart Centre will bring together clinical care, education, research and preventative health under the one roof, further strengthening St Vincent’s leading role in tackling heart disease, and significantly improving access for Victorian patients to specialist cardiac services. This role will be across Cardiology which encompasses The Cardiac Investigation Unit and The Heart Centre.
Position purpose
The role of the Adminstrative Assistant is to provide administrative assistance to St Vincent’s Heart Centre and Cardiac Investigation Unit and including but not limited to general reception, patient accounts, result distribution, and information management. All skills and/or positions are rotational and all aspects of patient privacy must be adhered to.
Position Duties
- General Reception and Provision of Administration Support
- Visitors to reception are greeted and assisted in a professional and timely manner projecting a
caring, professional image to patients, and their relatives and to referring clinicians
- Excellent patient care focus with a demonstrated ability to show a friendly, sensitive and
professional approach when dealing with patients
- All reception tasks should be performed mindful of the need to maintain a steady and efficient
level of activity
- Efficient patient scheduling of all ambulatory tests, Cath Lab and TOE lists, Pacemaker and DCR Clinics. Ensuring a referral is received for all bookings from GPs, Registrars and Cardiologists
- Efficient patient scheduling for consultation clinics in the Heart Centre and CIU, ensuring that Cardiologists run on time and all follow up appointments and investigations are booked
- Distribution of letters or telephone contact with patient waiting tests to advice of appointment times
- Meet and greet patients, co-ordinate transport
- Take delivery of intra-hospital transfers and alert technicians of patient’s allocation in procedure rooms
- Maintain efficient booking procedure
- Patient bulk billing for Medicare and Veteran’s Affairs claims should be undertaken at the time of presentation for the investigation and consultation
- Advising the person who co-ordinates ordering the office supplies that shortages exist
- General upkeep of equipment: fax, photocopier, computers and printers. Arrange repair of equipment when required
- Sort and distribute all faxes, internal and external mail.
- Other duties as directed by the Office Manager
Information Management
- All documentation, information and data management utilises the best technology available. All data and documentation is stored and maintained to ensure confidentiality and legislative requirements are met.
- Data collection
- Management of dicated reports in OzeScribe for Cardiologists letters
- Organise the interventional waiting lists
- Print and update Cath lab list daily for bookings and fax to Cardiologists rooms, CT4, CCU
Telephone Management
- Ensure all calls are managed in a prompt, efficient and helpful manner
- Enquiries and requests are handled with minimum delay and maximum courtesy
- Answer Cardiologists’ room phone enquiries concerning reports
Financial Management
- On a daily basis perform Medicare billing for all ambulatory service and consultation clinics for the Heart Centre. Details include, Item Numbers, Doctor/Cardiologist performing procedure on the day.
Incumbent Obligations
General
- Perform the duties of the position to the best of their ability and to a standard acceptable to SVHM
- Comply with all SVHM policies, procedures, by laws and directions
- Comply with all SVHM requirements, policies, procedures 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
- Maintain skills and knowledge necessary to safely and skilfully undertake duties
- Take personal responsibility for the quality and safety of work performed
- Recognise the relationship between clinical and non-clinical functions in the achievement of optimal safety and quality care
- Take all necessary care and precautions in the performance of duties
- Participate in risk management and continuous quality improvement activities as part of day-to-day work
Health and Safety
- Attend general hospital orientation within 3 months of commencement
- Protect the health and safety of self and others, complying with all health and safety related policies, procedures and directions
- Report incidents and accidents and collaborate with management to resolve safety issues
- Complete required Fire and Emergency Training annually
- Complete required Workplace Culture and Equity Training annually
- As required, comply with fit-testing and PPE requirements
- Participate in reporting and analysis of safety and quality data including risks or hazards,
- Report any hazards, near misses and incidents (regardless of whether an injury occurred or not) into Riskman
- Identify and report any variance to expected standard and minimising the risk of adverse outcomes
Selection Criteria
Essential Registration, License or qualification requirements
Formal Education:
Knowledge & Experience:
- 1 to 3 years proven administrative assistant experience in the medical industry or other
- Demonstrated experience with MS Word, MS Excel, MS Outlook and practice management software
- Demonstrated experience with high efficiency and accuracy of typing and word processing
- Demonstrated understanding of medical terminology
Other Essential requirements
- Customer focus – strong customer focus to provide support and care to patients and their families
- Excellent verbal and written communication and interpersonal skills with the ability to develop and maintain effective working relationships with staff, management and key stakeholders
- Proven experience in working effectively in a team environment
- Ability to adapt to change and work in a dynamic environment with competing priorities
- High level skills in Microsoft Office including Word, Excel, Outlook, and experience with a variety of practice management software
- Ability to perform Administrative tasks and data entry to a high level
- Demonstrate ability to maintain patient confidentiality
- Proficiency in database management
5 June 2026 11:59pm
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 https://www.svha.org.au/about-us/reconciliation or get in contact at [email protected]
