Req ID: 7584
Date: 20 Jul 2026
Site: VCCC (Parkville)
Location:
MELBOURNE, VIC, AU, 3000
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Company: Peter MacCallum Cancer Centre
Unit: Elective Surgery Access
Division: Chief Operating Officer
Department: Cancer Surgery Operations
Enterprise Agreement: Health and Allied Services, Managers and Administr
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Elective Surgery Access
Your Role in Our Future
Elective Surgery Booking Clerk
Full-time, Fixed-term role until 30/6/2027 - 80 hours per fortnight.
Up to $60,780.72 (HS1) - $72,677.28 (HS17) base salary per annum.
Parkville location, with multiple transport options at our doorstep.
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.
A rewarding role has become vacant within the Planned Surgery Access Team at Peter MacCallum Cancer Centre.
The Theatre Bookings Clerk works in collaboration with the Surgical Liaison Nurses and peri-operative teams. This administrative role is essential to the timely waitlisting and scheduling of patients awaiting planned surgery. The successful candidate will be motivated, highly organised and be able to provide a high level of data entry accuracy in a timely and efficient manner. The successful applicant will have excellent communication and relationship-building skills and the ability to work to timeframes and work well within a team environment.
Our benefits
We offer a range of benefits which support our people both personally and professionally, including:
Up to $11,660 in salary packaging to increase your take home pay
Discounted health insurance and eye care
A comprehensive health and wellbeing program
Public transport options at our doorstep and end of trip facilities for cyclists
Onsite eateries and coffee shops and inviting rooftop garden spaces
Pathways for professional development and new career opportunities
Five weeks annual leave, 17.5% leave loading, purchased leave options & ADOs
Flexible, hybrid working practices
Inclusion and belonging
Peter Mac celebrates, values and supports a diverse and inclusive environment which reflects our vibrant community. We encourage applications from anyone identifying as Aboriginal and/or Torres Strait Islander. We also welcome anyone who identifies as LGBTQIA+, linguistically, culturally and/or gender diverse, people with disability, and people of any age to apply for our roles.
Join us!
If you feel this role is right for you we warmly invite you to apply, and encourage your early application. All appointments are made subject to a satisfactory police check and may include vaccination requirements. Should you need assistance or require any adjustments or accommodations to fully participate in the application or interview process, you are welcome to reach out to the contact person listed. We acknowledge that not all applicants will meet the full list of selection criteria outlined, and wherever possible we will consider applications where relevant experience can apply.
Applicants should provide a covering letter outlining how their skills and experience align with the requirements of the role, with particular emphasis on their MRI experience.
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 the Hiring Manager for a confidential discussion.
Hiring Manager: Megan Stafford
Contact Number: 03 8559 8288
Email: [email protected]
Applications Close: 11.59pm Monday 3 August 2026.
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Position Summary
The Theatre Bookings Clerk is an integral member of the Cancer Surgery team at Peter Mac. With direction and support from the Theatre Bookings Clerk Team Leader (TL) and the Planned Surgery Access Manager this role will be responsible for the following:
Registering patients onto the Planned Surgery Wait List (PSWL) within appropriate timeframes as outlined in the Department of Health (Vic) Planned Surgery Access Policy 2024
With support from the nursing team, ensuring that all referrals for planned surgery contain the minimum information required for registration before accepting and registering them on the PSWL
Ensuring case entries (EPIC) and external surgery referrals are transcribed accurately and within the required timeframe
Scheduling patients for surgery and providing waiting list specific communications to patients on the PSWL
Scheduling and communicating pre-operative appointments and PSWL changes for patients as directed by the Surgical Liaison Nurses (SLN) and/or the Planned Surgery Access Manager (PSAM)
Provide patients with all mandated letters within the designated timeframe as specified in the Department of Health (Vic) Planned Surgery Access Policy 2024.
Routinely phoning patients to communicate non-clinical information, or other information approved by the SLN (e.g. fasting instructions, arrival times, bowel preparation)
Ensuring patients are booked to correct wards and critical care/ICU beds are requested
Amend theatre sessions in EPIC as directed
Respond to patient requests for information regarding theatre dates
Support the SLN and or PSAM when rescheduling patient's surgery as per the Planned Surgery Access Policy 2024
Participate and contribute to Waitlist audits as required
Other administrative tasks as directed by the Team Leader and Planned Surgery Access Manager
Enterprise Agreement
Health and Allied Services, Managers and Administrative Workers (Victorian Public Sector) (Single Interest Employers) Enterprise Agreement 2021-2025
Classification or Salary Range
Administrative Officer Grade 1 (HS1 to HS17)
Immunisation Risk Category
Immunisation Category C
Key Relationships
Internal
Planned Surgery Access Manager
Theatre Bookings Team Leader
Tumour Stream Patient Navigators
Tumour Stream Surgical Liaison Nurses
Cancer Surgery medical and surgical staff
Anaesthetic staff
Cancer Surgery Operations Director
Theatre Admin Team
Admissions Team Registrations Team
External
General Practitioners and Referring Medical specialists
Skills
Essential Requirements
Experience and/or technical training in a health administration setting
Strong customer service skills, able to communicate effectively and respectfully with patients, staff and the multidisciplinary team
Demonstrated skills in the use of IT systems, preferably in a health care setting
Desirable Requirements • Experience using patient administration systems, in particular iPM and EPIC
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 as per ESAP 2015
Manage patient records in accordance with hospital policy
Perform role in line with confidentiality and privacy requirements
3. Prepare accurate and timely reports
Prepare and report departmental KPI’s to management on request
Provide ESWL numbers by Category 1,2,3 if requested by nursing or medical staff
Assist with auditing of data to maintain compliance with ESAP 2015
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 elective surgery waiting list administrative functions
Identify opportunities for process improvement and work with the team lead to implement appropriate solutions
Other tasks as directed by your team leader or manager
