Theatre Scheduling & Administration Clerk
Virtus Health – Sydney NSW
Hybrid
10d ago , from Illawarra Mercury Job Board
Position Description – Theatre Scheduling & Administration Clerk
Position Title
Theatre Scheduling & Administration Clerk – Martin Place Procedure Centre
Reporting To
Administration Team Leader
Position Purpose
The Theatre Scheduling & Administration Clerk is responsible for delivering high-quality administrative support alongside specialised theatre scheduling functions within a day hospital environment.
This hybrid role combines core administration duties with dedicated theatre scheduling responsibilities, requiring strong organisational capability, attention to detail, and the ability to coordinate complex procedural lists.
While all administration staff are cross-trained across general functions, this role includes additional accountability for theatre list coordination and scheduling accuracy.
This role requires confidence and capability to ensure accuracy and efficiency in theatre scheduling.
Key Areas of Responsibility
1. Theatre Scheduling
Coordinate and maintain daily theatre schedules with the flexibility to manage last-minute changes, ensuring accuracy under pressure
Demonstrate high-level communication skills to build rapport with doctors and clinical staff
Accurately schedule doctors and patients based on procedure requirements, duration, and operational rules.
Apply scheduling principles including:
Procedure prioritisation
Allocation based on complexity of procedures
Theatre timing constraints and sequencing requirements
Doctor preferences and availability
Perform accurate and effective data entry including, but not limited to:
Patient details




Medical history
Health fund and Medicare details
Adjust and update appointment and theatre times in accordance with operational requirements.
Liaise with clinicians regarding missing or unclear procedural details.
Perform final scheduling checks to minimise errors and ensure theatre efficiency.
Troubleshoot scheduling conflicts and implementing solutions proactively.
Liaise with:
Doctors and clinical staff
Nursing teams
External providers (e.g. pathology, IT support)
2. Patient Administration & Coordination
Manage patient bookings, appointment scheduling, and updates within Virtus systems.
Coordinate patient documentation including:
Consent forms
Financial and claim documentation
Pre-admission paperwork
Maintain accurate and timely data entry in patient databases.
Communicate with patients regarding:
Appointment details
Admission requirements
Financial obligations
Ensure all patient interactions are documented accurately.
3. Documentation & Theatre List Preparation
Prepare procedure documentation folders using cluster printing workflows
Ensure correct document collation and sequencing
Manage document lifecycle including:
Printing and preparation
Scanning to patient records
Cancelling unnecessary documentation




Ensure completeness and compliance of theatre lists and documentation
4. General Administration (Core Function)
Provide front desk and reception support, including:
Greeting patients and visitors
Managing phone enquiries and messages
Complete patient admissions and discharges accurately and efficiently.
Perform health fund checks, billing, receipting, and reconciliation tasks.
Maintain patient records, filing, archiving, and document control.
Process payments, invoices, and claims in accordance with procedures.
Assist with reporting, audits, and data collection.
Coordinate mail, couriers, and general office operations.
Maintain stock levels and order office supplies.
Skills & Experience
Essential
Previous administration and customer service experience (preferably in healthcare)
Strong organisational and time management skills
Excellent attention to detail and accuracy
Ability to manage multiple tasks in a fast-paced environment
Strong communication skills (written and verbal)
Ability to work independently and as part of a team
Advanced computer skills (Word, Excel, patient systems)
Ability to maintain confidentiality and professionalism
Desirable
Experience with hospital or day surgery administration workflows
Familiarity with medical terminology
Experience using patient management systems
Exposure to procedure scheduling or theatre coordination
Personal Attributes
Proactive and self-motivated
High level of accountability and ownership
Strong problem-solving capability
Empathetic and patient-focused approach
Excellent and adaptable communication skills
Adaptable and responsive to change
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📌 Theatre Scheduling & Administration Clerk (New South Wales)
🏢 Virtus Health
📍 New South Wales