Administrative Officer - Ambulatory Services

Monash Health exists to reimagine care, so that people can live their best lives. 

We provide safe and equitable care, for every stage of life, delivered with world-leading expertise and over 175 years of experience. 

As a leading academic health service, we're committed to providing tomorrow's care today by integrating research, teaching and training into everyday practice. 

Our team of 24,000 people are full hearted, open minded and all in. Together, we provide more than 250 integrated services for every stage of life at over 50 locations and in the community across south-east Melbourne, Victoria, serving 1.2 million residents in the South Metro Local Health Service Network.

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About Us  

The Victorian Heart Hospital (VHH) is Australia’s first dedicated heart hospital, providing comprehensive, patient-centred care across a full range of ambulatory and inpatient cardiac services. Home to the Victorian Heart Institute, VHH is committed to advancing research, teaching, and high-quality care, playing a pivotal role in the treatment of cardiac patients across Victoria.  

The Cardiac Ambulatory Services at VHH is one of the largest programs of its kind, delivering innovative and integrated care across acute and chronic cardiac conditions. Services include referral management, clinic bookings, ambulatory testing, preadmission, diagnostic procedures, prevention, and rehabilitation. We are seeking a skilled and proactive Administration Officer to join our dynamic team.  

About The Role  

• Cardiac Ambulatory Services 

• Victorian Heart Hospital (VHH) – Melbourne, Victoria 

• Full-Time / Part-Time 

As the Administration Officer for Cardiac Ambulatory Services, you will provide essential administrative support for the smooth operation of our clinics at VHH and satellite sites. You will be responsible for managing patient appointments, referral management, data entry, and ensuring that our patients receive exceptional customer service at all stages of their journey with us. You will play a vital role in maintaining efficient clinic flow, utilizing advanced Patient Management Systems such as EMR, iPM, Healthtrack, and SMR.  

You will be working within a multidisciplinary team, ensuring that all patients experience a streamlined, coordinated, and timely service, helping to improve both their clinical outcomes and overall experience at VHH.  

Key Responsibilities: 

• Manage patient appointments, referrals, and clinic bookings across multiple systems (Cerner, iPM, HealthTrack, etc.).  

• Provide excellent customer service by greeting patients, carers, and visitors in a friendly and professional manner.  

• Assist patients and families in navigating the patient management systems (e.g., NEXA kiosk, EMR portal).  

• Ensure accurate and timely data entry into the Victorian Integrated Non-Admitted Health (VINAH) system.  

• Support the Ambulatory Services Administration Team Leads in improving administrative processes and policies.  

• Maintain clinic flow, ensuring minimal wait times and a seamless patient experience.  

• Contribute to quality improvement initiatives and assist in the development of policies and protocols.  

• Provide support for multidisciplinary team meetings, ensuring patient information is prepared and available.  

About You/ What We Are Looking For  

We are seeking a proactive, detail-oriented individual who thrives in a fast-paced environment. The ideal candidate will have:  

• Proven experience in Referral Management, Clinic Bookings, and Surgical Bookings within a healthcare setting.  

• Strong knowledge of Medical Terminology and experience with Patient Management Systems (e.g., EMR, iPM, Healthtrack).  

• Intermediate proficiency in Microsoft Office (Word, Excel, Outlook).  

• Excellent communication skills, both verbal and written, and a high level of customer service.  

• Strong time management skills, with the ability to prioritize tasks effectively to meet deadlines.  

• Demonstrated ability to adapt to change and work collaboratively in a multidisciplinary team.  

• Previous experience in a healthcare service environment is essential.  

Why Join Us?  

• Innovative Environment: Be part of Australia’s first dedicated heart hospital, helping to shape the future of cardiac care.  

• Supportive Team: Join a collaborative team focused on delivering exceptional patient care.  

• Growth Opportunities: Access to ongoing professional development and training opportunities.  

• Work-Life Balance: Enjoy a Monday to Friday roster with some evening clinics.  

If you're passionate about delivering outstanding service and making a positive impact on patient care, we encourage you to apply! 

Our Culture and Values 

At Monash Health, our people are at the heart of everything we do. Our culture is inclusive, supportive and future-focused, underpinned by clear values and a commitment to continuous improvement. 

Our teams play a critical role in bringing our new strategy to life, challenging traditional approaches, embracing innovation, and ensuring every appointment reflects our commitment to equity, transparency and excellence. 

You’ll be encouraged to share ideas, contribute to improvement initiatives, and grow alongside experienced professionals who are passionate about what they do. 

We are Full Hearted, Open Minded and All In, enabling excellent service delivery and a positive candidate and employee experience every time. 

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.