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.
YOUR ROLE IN OUR FUTURE
ADMINISTATIVE OFFICER / PERSONAL ASSISTANT - PALLIATIVE CARE
Ongoing, full time position available
80-hour per fortnight with monthly ADO's
Grade 3: HS3-HS21 ($74,****** to $82,****** AUD p.a.)
Attractive salary packaging options are available
About the role
The Administration Officer/PA is responsible for providing comprehensive coordination and provision of the administration support across the VCCC precinct.
In addition, this position will provide PA support to the Director of the department, and where time permitting other medical consultants.
About you
You will have robust organisational and prioritisation skills including effective time management to complete tasks efficiently and deliver outcomes as required.
You'll bring with you:
An office administration qualification or an equivalent combination of relevant experience and/or education and training in an administrative support role
Demonstrated ability to provide a broad range of high level administrative support functions including creation and maintenance of rosters, schedules and databases, arrange meetings, taking minutes and clinical appointments
Proven advanced computer skills, including word processing, spreadsheets and database packages, presentations (e.g. Microsoft Word, Outlook, MS Teams)
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 & monthly ADO's
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 to this role should provide a covering letter outlining relative key skills and experience to assist us with our assessment.
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 us using the information below for a confidential discussion.
Hiring Manager: Brian Le
Email: ******
Applications Close: 26 February ****
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Position Summary
The Administration Officer/PA is responsible for providing comprehensive coordination and provision of the administration support across the VCCC precinct.
In addition, this position will provide PA support to the Director of the department, and where time permitting other medical consultants.
Tasks will include:
Assisting with appointment bookings for palliative care outpatient clinics as directed by clinical staff
Phone support for cross precinct department including receiving calls from patients and carers and directing these to clinical staff
Assist with arranging and publishing of work rosters, including work allocation, after-hours rosters and annual leave planners
Assist with timesheet submission across whole precinct service




Assist with coordination of departmental meetings – including timetabling and scheduling of unit MDMs, clinical meetings, education and research meetings and unit business meetings, including taking of minutes and sharing of documents
Provide PA support to the Director of Palliative Care, including with managing appointments, filing and administrative support
Assist with management of external contracts – such as with the Rural Workforce Agency Victoria (RWAV)
Assist with arranging travel plans for outreach clinic to Mildura – including booking of flights, clinic bookings and other travel expenses
Assist with coordination and timetabling of medical student placements and other visiting students within the department
Assist with financial tasks – including coordinating invoices for approval and submission
Assist with other tasks as agreed from time to time between the employee and the Director of Palliative Care
Enterprise Agreement
Health and Allied Services, Managers and Administrative Workers (Victorian Public Sector) (Single Interest Employers) Enterprise Agreement *********
Classification or Salary Range
Grade 3: HS3
Immunisation Risk Category
Immunisation Category C: Position within a non-clinical setting
Key Relationships
Internal
Palliative Care Director
All Palliative Care staff
Senior Management Team
All levels of Peter Mac staff
External
Patients and their families/carers
Government Departments
Universities
Hospitals and Palliative Care Services
Professional organisations
Travel consultants
Education
Skills
Essential Requirements
An office administration qualification or an equivalent combination of relevant experience and/or education and training in an administrative support role
Demonstrated ability to provide a broad range of high level administrative support functions including creation and maintenance of rosters, schedules and databases, arrange meetings, taking minutes and clinical appointments
Organisational and prioritisation skills including effective time management to complete tasks efficiently and deliver outcomes as required
Proven advanced computer skills, including word processing, spreadsheets and database packages, presentations (e.g. Microsoft Word, Outlook, MS Teams)
Desireable Requirements
Experience with Electronic Medical Records systems – EPIC in particular
Experience in coordination and administration provision to a palliative care service
Expertise in medical administrative service provision or similar role directly supporting a senior member of staff
Certifications, Licenses & Registrations
Key Accountabilities
Key Accountabilities
Demonstrated By / Key Performance Indicators
1. Coordinate and provide efficient medical clinical administration and administrative support services to the Director of the department and medical staff.
High level of administration support to clinical staff which may include; diary management, meeting coordination, travel coordination, preparation of documents/presentations
Implementation of system to manage leave, clinics and out of hours payments, including processing.
Collation of Continuing Medical Education claims
Administrative coordination of recruitment and local orientation, including arranging interviews and access/training.
Providing assistance on research projects and grants where requested
Verbal and written communication and organisational skills including attention to detail and deadlines
Co-ordinates medical annual leave and ensures all clinics are cancelled and leave forms are processed efficiently, including time sheets
Demonstrates diary management, meeting co-ordination and travel co-ordination skills
Recruitment tasks are completed accurately and within the desired timeframe.
2. Co-ordination of meetings, departmental medical rosters, agenda's
Coordination of all meetings (including room bookings, invites, agenda distribution and minute taking, including but not limited to:
Departmental business meetings
Research meetings
RAPID ASSIST meetings
Multidisciplinary meetings
Creating and maintaining of medical rosters across the VCCC precinct, including but not limited to:
On-Call roster
Outpatient clinician roster
Organisation of Academic lunchtime meetings with lead clinical coordinator
Departmental liaison of medical student education and other requirements for medical students and other visiting medical staff




Meeting agendas and minutes are appropriately prepared and circulated in a timely manner
Rosters are thoughtfully managed and distributed to the relevant bodies and made readily available to all staff
3. Teamwork
Demonstrates the ability to work effectively within a complex team environment
Demonstrates the ability to work independently in a busy and dynamic work environment.
Demonstrates the ability to initiate tasks with minimal instruction, and to take tasks to completion
4. High level organisational skills
Demonstrates the ability to appropriately prioritise competing work priorities. Work under pressure and meet critical deadlines whilst maintaining consistent high standards
Demonstrates excellent organisational and forward planning skills
Participating in process improvement and adopting a solutions focused approach
Demonstrates the ability to develop and maintain a filing system that facilitates easy location and retrieval of information
Demonstrates commitment to productivity and success of the palliative care team
Maintains departmental notice boards, intranet webpage and telephone directory as needed
Maintain office equipment and supplies
Complete Safety Audit when required
Key Accountabilities (Contd..)
5. Maintain all departmental finance, invoicing and billing.
Coding invoices for Director authorisation
Completing employee reimbursement claims
Liaises with Business Analyst to coordinate Mildura Outreach Clinic finances
Recording and reporting of department's inpatient private billing.
Providing monthly finance reports to the director
Maintenance of schedules so that reports and invoices are prepared in advance of deadlines for applications
Maintain local information to assist Directors with budget and cost centre management
Ensures payments of invoices/reimbursements are done in a timely manner
6. Provide comprehensive administrative support to facilitate complex patient appointments and care
Ensures phones are covered at all times
Communication with patients, GP's, Palliative Care services and other hospital staff
Booking of outpatient appointments
Ensuring patients receive correct appointment details including any relevant instructions
Clinic template cancellation to accurately reflect clinician availability
Retrieval of results, histories and medication summaries where requested
Providing prescriptions to external pharmacy's
Coordination of Mildura Outreach Clinic including;
Booking of clinician flights and accommodation
Liaising with Sunraysia Health to ensure timely receipt of clinic lists
Request and receipt of relevant referrals
Creation of Peter Mac UR numbers prior to each clinic
All enquiries are handled appropriately. Responds calmly and tactfully in a professional manner
Responds to enquiries in a timely manner including escalation to clinical staff when requires
Applies knowledge of procedures and displays discretion in dealing with fellow staff and clients
Ensures all appointment bookings are made and communicated in a timely fashion
7. Act as a central coordination point for staff across both the Royal Melbourne Hospital and the Peter MacCallum Cancer Centre
Ensures phones are covered at all times
Receipt and transfer of calls/pagers to the appropriate person at each hospital
Creating honorary appointments across the precinct for staff members
Ensuring dual IT and security access is granted for all staff members
Providing information on Palliative Care staff contact details and whereabouts at any given time
All enquiries are handled appropriately
Responds to enquiries in a timely manner
High level of organisational skills and forward thinking to ensure all staff has ease of access across both Peter Mac and the Royal Melbourne Hospital
Provide administrative leadership and expertise to all medical staff within department.
Ability to communicate, interpret and relay important messages to staff from each VCCC building
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For further information about this opportunity, click Apply to be redirected to the Peter Mac Careers page where you can review the position profile. Alternatively, please contact us for a confidential discussion.
Peter Mac is a child safe organisation and has a commitment to child safety and wellbeing.
WHY WORK FOR PETER MAC
Peter Mac offer a range of benefits which support our people both personally and professionally.
Our staff benefits include award winning facilities, professional development and events, a health and wellbeing program, flexible work practices and policies and financial benefits such as salary packaging.
We encourage applications from Aboriginal and Torres Strait Islander people, all members of the LGBTQI community and people with a disability.

📌 Administrative Assistant - Palliative Care (Melbourne)
🏢 Peter MacCallum Cancer Centre
📍 Melbourne