Administrative Officer - Specialty Medicine

Monash Health is a great place to work

Monash Health is Victoria’s largest and most comprehensive health service. For more than 170 years, Monash Health and its predecessors have provided safe, high-quality healthcare and service for people at every life stage. With 25,500 employees, we provide care across south-eastern metropolitan Melbourne and rural Victoria from over 40 locations; via telehealth, within local communities and in people’s homes.

To see first-hand what our colleagues think about working here, take a look at the following short videos: monashhealth.org/careers.

• Does helping others give you job satisfaction?  

• Do you enjoy a variety of tasks in your working day? 

Monash Health's Moorabbin Specialist Consulting Team are looking for an individual to join our patient focused team. The Specialist Consulting Administration Officer contributes to patient care while ensuring Department of Health and Human Services mandates are met.  

About the Roles

We are seeking applications for 2 positions below, please specify in your application which you're applying for:

• x1 Part Time Permanent Ongoing
• x1 Part Time - Fixed (48 hours p/fn - 3 days per week).

The role is responsible for responding to incoming calls and emails, processing referrals, scheduling appointments, managing wait list referrals, attending clinic and data entry. The successful incumbents require excellent communication and customer service skills in addition to intermediate computer skills.  

Shifts Pattern is as follows for the Part Time - Permanent Ongoing Position: 

• Week 1: Monday, Wednesday & Thursday 

• Week 2: Monday, Tuesday, Thursday, Friday 

No weekend work and roster start and finish times may also change to assist with leave cover throughout the period. 

A Day in the Life 

You will be responsible for ensuring the patient experience is second to none and patients are treated with respect and dignity while seeking the support and services of Monash Health. Creating an excellent first impression of Monash Health, you will provide a friendly, courteous and professional greeting to all visitors to Specialist Clinics Outpatients either by telephone or in person, and to support them in relation to the purpose for their contact and/or visit. Typical daily duties will include:  

• Provide a friendly, courteous and professional greeting to all visitors/patients.  

• Answer and assist incoming callers in a friendly, courteous, and professional manner at all times.  

• Ensure appropriate standard of presentation and maintenance of reception area.  

• Maintaining a high level of customer service at all times  

• Ensure all outpatient activity is accurately captured and data including VINAH data requirements meet required standard and regulation.  

• Collaborate with the implementation of new processes.  

• Demonstrate respect and support towards other team members.  

About You

Communication skills and teamwork are extremely important in this role as you will be working in a diverse team. You are a proactive and experienced healthcare administrator who enjoys working in a fast-paced environment. Working in a hospital environment doesn’t faze you and you are able to maintain and demonstrate integrity, compassion, accountability, respect, and excellence. You will also demonstrate:  

• General clerical and/or administrative skills  

• Medical terminology knowledge  

• Excellent computer skills and a willingness to learn new software packages.  

• Knowledge of iPM or similar patient management systems  

• The ability to adapt in a changing environment to meet demands.  

• Friendly and helpful customer service and communication skills  

• Proven organisational skills and can work autonomously.  

• Demonstrable ability to manage a range of administration responsibilities across a number of areas.  

• A quality focus whilst ensuring work is completed within the required timeframes.  

• A flexible approach to staggered start and finish times  

As well as advanced verbal, written and interpersonal skills involving good use of English are required. Time management skills are essential, including capacity to prioritise effectively to meet the requirements of the position.  

In return  

Ours is a connected team with strong shared values and an unwavering commitment to excellence. Ours is also a highly skilled, collaborative, and welcoming team where the only limit in your career is you. There is no better time to join us and here’s just a few reasons why:  

• Access to Monash Health in-house learning portals to further expand your skills and knowledge base. 

• Avenues to further develop your leadership and project management skills. 

• Mentorship and career guidance 

• Competitive salary 

• 5 weeks of Annual Leave  

• Monthly ADO for Fulltime Employees 

• Salary packaging 

• Opportunity to experience various teams. 

• On-going supervision and professional development  

In addition, you will have access to benefits including salary packaging to increase your take-home pay, access to onsite staff car parking and gym, uniform and a comprehensive Employee Assistance Program (EAP).  

Important Information to Note

As part of our selection process, you may be invited by email to participate in an on-camera video interview. 

Offers of employment can only be made once all required probity checks have been completed. These include: 

• Reference checks. 

• A clear Police Check conducted within the last three months.  

• A current Victorian Employee Working with Children’s Check (or proof of payment for same); and  

• Proof of immunisation. 

A request to conduct probity checks does not guarantee that an offer of employment will be made. 

For a confidential discussion and to explore the opportunity further, please call Sathya Govindarajulu, Administrative Manager on (03) 9928 8854.

Position Description can be found here

We recognise the value of equal employment opportunity. We are committed to patient safety, promoting fairness, equity and diversity in the workplace and to Child Safe Standards. At Monash Health we are relentless in our pursuit of excellence and work to our six guiding principles and our five ICare values.

How to Apply

Applications are accepted via the Monash Health online EHub system. For information including how to apply and probity check requirements, please click here for the ‘Application Guide’

Applications will be screened upon receipt and selection activity may commence prior to the closing date. 

Applications close 30th October 2024.