Theatre Scheduling & Administration ClerkVirtus Health – Sydney NSWHybrid10d ago , from Illawarra Mercury Job BoardPosition Description – Theatre Scheduling & Administration ClerkPosition TitleTheatre Scheduling & Administration Clerk – Martin Place Procedure CentreReporting ToAdministration Team LeaderPosition PurposeThe Theatre Scheduling & Administration Clerk is responsible for delivering high-quality administrative support alongside specialised theatre scheduling functions within a day hospital workplace.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 Responsibility1.
Theatre SchedulingCoordinate and maintain daily theatre schedules with the flexibility to manage last-minute changes, ensuring accuracy under pressureDemonstrate high-level communication skills to build rapport with doctors and clinical staffAccurately schedule doctors and patients based on procedure requirements, duration, and operational rules.Apply scheduling principles including:Procedure prioritisationAllocation based on complexity of proceduresTheatre timing constraints and sequencing requirementsDoctor preferences and availabilityPerform accurate and efficient data entry including,



but not limited to:Patient detailsMedical historyHealth fund and Medicare detailsAdjust 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 staffNursing teamsExternal providers (e.g. pathology, IT support)2.
Patient Administration & CoordinationManage patient bookings, appointment scheduling, and updates within Virtus systems.Coordinate patient documentation including:Consent formsFinancial and claim documentationPre-admission paperworkMaintain accurate and timely data entry in patient databases.Communicate with patients regarding:Appointment detailsAdmission requirementsFinancial obligationsEnsure all patient interactions are documented accurately.3.




Documentation & Theatre List PreparationPrepare procedure documentation folders using cluster printing workflowsEnsure correct document collation and sequencingManage document lifecycle including:Printing and preparationScanning to patient recordsCancelling unnecessary documentationEnsure completeness and compliance of theatre lists and documentation4.
General Administration (Core Function)Provide front desk and reception support, including:Greeting patients and visitorsManaging phone enquiries and messagesComplete 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 & ExperienceEssentialPrevious administration and customer service experience (preferably in healthcare)Strong organisational and time management skillsExcellent attention to detail and accuracyAbility to manage multiple tasks in a fast-paced environmentStrong communication skills (written and verbal)Ability to work independently and as part of a teamAdvanced computer skills (Word, Excel, patient systems)Ability to maintain confidentiality and professionalismDesirableExperience with hospital or day surgery administration workflowsFamiliarity with medical terminologyExperience using patient management systemsExposure to procedure scheduling or theatre coordinationPersonal AttributesProactive and self-motivatedHigh level of accountability and ownershipStrong problem-solving capabilityEmpathetic and patient-focused approachExcellent and adaptable communication skillsAdaptable and responsive to change
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📌 Theatre Scheduling & Administration Clerk (New South Wales)
🏢 Virtus Health
📍 New South Wales