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Join to apply for the Administrative Assistant role at St Vincent''s Health Australia1 week ago Be among the first 25 applicantsJoin to apply for the Administrative Assistant role at St Vincent''s Health AustraliaGet AI-powered advice on this job and more exclusive features.8 days per fortnight - Monday, Weds, Thurs and Friday (8.00 - 1630)Friendly and supportive team environmentJob Description:Permanent, Part Time Position8 days per fortnight - Monday, Weds, Thurs and Friday (8.00 - 1630)Fitzroy locationFriendly and supportive team environmentAbout The RoleAn 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 cliniciansEfficient 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 CardiologistsEfficient 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 bookedOther duties as directed by the Office ManagerClassifications for this position will range from HS2 - HS21 ($66,768 - $72,134 per annum, pro rata for part time).Your ContributionCustomer focus strong customer focus to provide support and care to patients and their familiesAbility to adapt to change and work in a dynamic environment with competing priorities1 to 3 years proven administrative assistant experience in the medical industry or otherDemonstrated experience with Computers, MS Word, MS Excel and MS OutlookCurrent Nationally coordinated criminal history check, or willing to obtainWhat We OfferA focus on wellbeing initiatives, with regular events and programsConfidential, solutions-focused employee counsellingAbility to join Fitness Passport - Your pass to an extensive choice of fitness facilitiesSalary Packaging Increase your take home pay!In the heart of Fitzroy, CBD at our doorstep, close to some of Melbournes best cafes, public transport and lots of carparksDiscounts and Promotions always available through our FoundationCulture of continuous improvementAbout The Heart CentreThe St Vincents 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 Vincents 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 VincentsSt Vincents 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.ApplicationPlease 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 DescriptionLocal Work EnvironmentThe St Vincents 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 Vincents 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 purposeThe role of the Adminstrative Assistant is to provide administrative assistance to St Vincents 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 DutiesGeneral Reception and Provision of Administration SupportVisitors to reception are greeted and assisted in a professional and timely manner projecting acaring, professional image to patients, and their relatives and to referring cliniciansExcellent patient care focus with a demonstrated ability to show a friendly, sensitive andprofessional approach when dealing with patientsAll reception tasks should be performed mindful of the need to maintain a steady and efficientlevel of activityEfficient 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 CardiologistsEfficient 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 bookedDistribution of letters or telephone contact with patient waiting tests to advice of appointment timesMeet and greet patients, co-ordinate transportTake delivery of intra-hospital transfers and alert technicians of patients allocation in procedure roomsMaintain efficient booking procedurePatient bulk billing for Medicare and Veterans Affairs claims should be undertaken at the time of presentation for the investigation and consultationAdvising the person who co-ordinates ordering the office supplies that shortages existGeneral upkeep of equipment: fax, photocopier, computers and printers. Arrange repair of equipment when requiredSort and distribute all faxes, internal and external mail.Other duties as directed by the Office ManagerInformation ManagementAll 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 collectionManagement of dicated reports in OzeScribe for Cardiologists lettersOrganise the interventional waiting listsPrint and update Cath lab list daily for bookings and fax to Cardiologists rooms, CT4, CCUTelephone ManagementEnsure all calls are managed in a prompt, efficient and helpful mannerEnquiries and requests are handled with minimum delay and maximum courtesyAnswer Cardiologists room phone enquiries concerning reportsFinancial ManagementOn 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 ObligationsGeneralPerform the duties of the position to the best of their ability and to a standard acceptable to SVHMComply with all SVHM policies, procedures, by laws and directionsComply with all SVHM requirements, policies, procedures and directionsTreat others with respect and always behave professionally and in accordance with the SVHM Code of ConductOnly access confidential information held by SVHM when this is necessary for business purposes, maintaining the confidentiality of that information once accessedParticipate in the annual SVHM performance review processDisplay adaptability and flexibility to meet the changing operational needs of the businessComply with applicable Enterprise Bargaining Agreement provisionsDisplay a willingness to develop self and seek to improve performanceMaintain skills and knowledge necessary to safely and skilfully undertake dutiesTake personal responsibility for the quality and safety of work performedRecognise the relationship between clinical and non-clinical functions in the achievement of optimal safety and quality careTake all necessary care and precautions in the performance of dutiesParticipate in risk management and continuous quality improvement activities as part of day-to-day workHealth and SafetyAttend general hospital orientation within 3 months of commencementProtect the health and safety of self and others, complying with all health and safety related policies, procedures and directionsReport incidents and accidents and collaborate with management to resolve safety issuesComplete required Fire and Emergency Training annuallyComplete required Workplace Culture and Equity Training annuallyAs required, comply with fit-testing and PPE requirementsParticipate 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 RiskmanIdentify and report any variance to expected standard and minimising the risk of adverse outcomesSelection CriteriaEssential Registration, License Or Qualification RequirementsFormal Education:Year 12 or equivalentKnowledge & Experience:1 to 3 years proven administrative assistant experience in the medical industry or otherDemonstrated experience with MS Word, MS Excel, MS Outlook and practice management softwareDemonstrated experience with high efficiency and accuracy of typing and word processingDemonstrated understanding of medical terminologyOther Essential RequirementsCustomer focus strong customer focus to provide support and care to patients and their familiesExcellent verbal and written communication and interpersonal skills with the ability to develop and maintain effective working relationships with staff, management and key stakeholdersProven experience in working effectively in a team environmentAbility to adapt to change and work in a dynamic environment with competing prioritiesHigh level skills in Microsoft Office including Word, Excel, Outlook, and experience with a variety of practice management softwareAbility to perform Administrative tasks and data entry to a high levelDemonstrate ability to maintain patient confidentialityProficiency in database managementClosing Date:30 April 2025 11:59pmReconciliation Action Plan: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 indigenouscareers@svha.org.auView Reconciliation Action PlanCode of Conduct:View Code of ConductSeniority levelSeniority levelEntry levelEmployment typeEmployment typePart-timeJob functionJob functionAdministrativeIndustriesHospitals and Health CareReferrals increase your chances of interviewing at St Vincent''s Health Australia by 2xSign in to set job alerts for Administrative Assistant roles.Melbourne, Victoria, Australia 2 weeks agoMelbourne, Victoria, Australia 3 weeks agoMelbourne, Victoria, Australia 3 weeks agoMelbourne, Victoria, Australia 1 week agoMelbourne, Victoria, Australia 2 weeks agoSouth Melbourne, Victoria, Australia 2 months agoMelbourne, Victoria, Australia 1 week agoMoonee Ponds, Victoria, Australia 4 weeks agoMelbourne, Victoria, Australia 1 week agoMelbourne, Victoria, Australia 4 weeks agoMelbourne, Victoria, Australia A$31.00-A$31.00 3 weeks agoMelbourne, Victoria, Australia 2 weeks agoMelbourne, Victoria, Australia 3 weeks agoMelbourne, Victoria, Australia 2 days agoMelbourne, Victoria, Australia 17 hours agoMelbourne, Victoria, Australia 2 weeks agoMelbourne, Victoria, Australia 2 weeks agoMelbourne, Victoria, Australia 13 hours agoRichmond, Victoria, Australia 1 month agoMelbourne, Victoria, Australia 2 weeks agoCaroline Springs, Victoria, Australia 1 week agoMelbourne, Victoria, Australia 2 weeks agoMelbourne, Victoria, Australia 3 weeks agoMelbourne, Victoria, Australia 2 weeks agoMelbourne, Victoria, Australia 2 years agoMelbourne, Victoria, Australia 2 days agoMelbourne, Victoria, Australia 1 month agoMelbourne, Victoria, Australia 2 weeks agoMelbourne, Victoria, Australia 1 month agoSouthbank, Victoria, Australia 3 weeks agoAssociate, Office Administration and Research Australia (Melbourne/Canberra)Melbourne, Victoria, Australia 2 weeks agoMelbourne, Victoria, Australia 1 week agoSouth Yarra, Victoria, Australia 3 weeks agoMelbourne, Victoria, Australia 4 weeks agoMelbourne, Victoria, Australia 5 days agoMelbourne, Victoria, Australia 3 weeks agoWere unlocking community knowledge in a new way. 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