Specialist Clinics Administrator

- Ongoing, full-time role – 80 hours per fortnight with a monthly ADO
- Parkville location, with multiple public transport options available
- Up to $67,194 (pro-rated for part time) + salary packaging + super + 5 weeks annual leave

The Peter MacCallum Cancer Centre (Peter Mac) is a Victorian public health service and a world-leading comprehensive cancer centre, dedicated to excellence across all spheres of clinical care, research and education. We are home to the largest cancer research enterprise in Australia and provide treatment to around 40,000 people with cancer each year. Welcoming staff from diverse backgrounds and experiences is integral to fostering innovation and compassion, and delivering the best possible cancer care for our patients.

About the Team

The Specialist Clinics Administration team plays a vital role in delivering a welcoming, efficient and patient-centred experience across Peter Mac’s Specialist Clinics, Outpatient Pathology Collection and Pre-anaesthetic Clinics. As the first point of contact for many patients and their families, the team works collaboratively with clinicians and patient navigators to coordinate appointments, support patient journeys and ensure the smooth day-to-day operation of outpatient services. Committed to compassion, excellence and teamwork, the team makes a meaningful contribution to providing exceptional cancer care.

About the Role

The Specialist Clinics Administration Officer role provides clerical and administrative support to patients, their families and the staff attending and providing care in Peter Mac’s Specialist Clinics, Outpatient Pathology Collection and Pre-anaesthetic Clinics (PAC). The Specialist Clinics Administration Officer acts as the first point of contact in providing excellent customer service to patients, clinicians, and patient navigators needing assistance with patient arrivals, responding to patient enquiries, and making and coordinating appointment bookings. This is a full-time position working Monday – Friday.

Remuneration

as per Health and Allied Services, Managers and Administrative Workers (Victorian Public Sector) (Single Interest Employers) Enterprise Agreement 2025-2027. HS Grade 1 Level 1 (HS1) $60,780.72 per annum (full-time equivalent – to be prorated for part-time) to HS Grade 1 Level 5 (HS17) $67,194.40 per annum (full-time equivalent – to be prorated for part-time) dependent on candidate experience. To be discussed with Hiring Manager.

About You

We are looking for innovative, driven and compassionate people to join Peter Mac, where the patient experience is fundamental towards providing the best possible care for our patients. If you have a passion for customer service and value working for a highly respected organisation where your contribution makes a fundamental difference in cancer care, then we would love to hear from you.

Our benefits

We offer a range of benefits which support our people both personally and professionally, including:

- Generous 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, monthly ADOs and purchased leave options
- Flexible, hybrid working arrangements

Inclusion and belonging

Peter Mac celebrates, values and supports a diverse and inclusive setting that 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.

Applications Close: 11:59PM Monday 17 August 2026

______________________________________

Position Summary

The Specialist Clinics Administration Officer role provides clerical and administrative support to patients, their families and the staff attending and providing care in Peter Mac’s Specialist Clinics, Outpatient Pathology Collection and Pre-anaesthetic Clinics (PAC).

The key responsibilities of the Specialist Clinics Administration Officer role are to:

- Act as the first point of contact and provide excellent customer service to patients, relatives, general public and staff for the designated unit.
- Provide appointment booking support for patients and clinical staff across all services, ensuring patients are notified of all new and changed appointments in a timely manner.
- Maintain and interact with Electronic Medical records (EMR), Patient Administration Systems (PAS), other IT systems as required and administrative processes relating to patient registrations, admissions & discharge, appointments and revenue management.
- Provide administrative support for the clinical staff (Medical, Nursing, Allied Health and other Administrative Staff) in Specialist Clinics, Pre-anaesthetic Clinics (PAC), Outpatient Pathology

Health and Allied Services, Managers and Administrative Workers (Victorian Public Sector) (Single Interest Employers) Enterprise Agreement 2021-2025

Classification or Salary Range

HS1

Immunisation Category B

Key Relationships

Internal

- All clinical staff delivering Specialist Clinics at Peter Mac
- Other Patient Services Administrative teams
- Health Information Services Manager

Skills

- Experience and/or technical training in an administration setting.
- Strong customer service skills, able to communicate effectively and respectfully with patients and staff.




- Ability to work independently and within a team environment.
- Demonstrated skills in the use of IT systems, preferably in a health care setting.
- Experience using patient administration systems, in particular iPM & EMR (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.
- Communicate with external organisations such as health insurance funds, Veterans Affairs and WorkCover regarding payment of accounts as required
- Manage patient records in accordance with hospital policy and Data Accountability Framework to maintain data integrity at all times
- Perform role in line with confidentiality and privacy requirements

3. Prepare accurate and timely reports

- Prepare accurate orders, invoices, activity data and/or billing in a timely fashion
- Follow progress of invoices, orders or payments to ensure action occurs as specified in these documents
- Prepare and report departmental KPIandrsquos to management on request

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 basic administrative functions
- Identify opportunities for process improvement and work with team lead to implement appropriate solutions
- Other tasks as directed by your team leader or manager

Peter Mac is a child secure 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.

The Peter MacCallum Cancer Centre acknowledges the traditional owners of the land on which our five sites are located throughout Victoria. We recognise their strength and resilience and pay our respects to their Elders past and present.

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📌 Administrator - Specialist Clinics (Melbourne)
🏢 Peter MaCallum Cancer Cente - Peter Mac
📍 Melbourne