Administration Coordinator - Ambulatory Cell Therapies$66,768 - $73,812 a yearFull time, PermanentYOUR ROLE IN OUR FUTUREAdministration Coordinator - Ambulatory Cell TherapiesOngoing, Full-Time position80 hours per fortnight with monthly ADO'sUp to $66,768 (HS2) to $73,****** (HS21) per annum + salary packaging + super + 5 weeks annual leaveAt 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.About the roleJoin our Ambulatory Cell Therapies (ACT) service at Peter MacCallum Cancer Centre.
We are seeking a highly organised and proactive Administration Coordinator to be the central point of contact for ACT.
As the front-of-house, you will provide outstanding customer service to patients, carers and clinicians while ensuring smooth day-to-day coordination of the service.In this dynamic role, you will manage referrals and appointments and maintain patient scheduling systems.
You will work closely with multidisciplinary teams, contributing to service improvements and maintaining high standards of administrative governance.About youYou will have solid communication skills, an excellent attention to detail, and the ability to thrive in a fast-paced healthcare environment.
Experience in health administration and patient management systems is highly regarded.You'll bring with you:Expertise in coordinating departmental administrative activities relating to a clinical departmentExperience in a PA or team support positionFlexible approach to new work practicesAbility to take on new tasks as directed by the NUMDemonstrated ability to provide a broad range of high-level administrative support functions including creation and maintenance ofschedules and databasesExperience working within a complex service environmentDiscretion dealing with confidential and sensitive informationProfessional presentation and provision of high customer serviceProactive and solutions focused mindset within the department to deliver an optimal administration serviceStrong customer service skills, able to communicate effectively and respectfully with patients and staffDemonstrated skills in the use of IT systemsCompetent in use of the Microsoft Office SuiteWe 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 payDiscounted health insurance and eye careA comprehensive health and wellbeing programPublic transport options at our doorstep and end of trip facilities for cyclistsOnsite eateries and coffee shops and inviting rooftop garden spacesPathways for professional development and new career opportunitiesFive weeks annual leave, 17.5% leave loading, purchased leave options & monthly ADOsInclusion and belongingPeter 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.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.Contact Number: ************Email: ****** Close: *****PM Wednesday 3rd June ****Position SummaryAmbulatory Cell Therapies (ACT)



is an integral clinical service of the Department of Clinical Haematology.
In addition, the Centre of Excellence (CoE) partners will work closely with Clinical Haematology and the leads of ACT to support strategic objectives in cellular therapy.
The implementation and integration of ACT will support better coordination of complex patient care that is time sensitive, with improved clinical governance and delivery.
The service aims to deliver care and management of patients and donors from collection or treatment of blood components, through to the infusion of cellular products.The Administration Coordinator is an essential member of the Clinical Haematology team.
The Administration Coordinator acts as the front-of-house reception for the service (predominantly in 1E) and is expected to respond to queries from both external providers, staff and patients in a professional and timely manner at all times.
They are responsible for helping to ensure that day to day operations run smoothly: maintaining internal databases, monitoring and actioning incoming referrals, and managing requests to change patient appointments.
The role will require data entry for cryopreservation unit during times of low activity in 1E.
They also support the capture of quality and performance data for ACT services.Essentially the role encompasses:Delivering the highest standards of customer service and patient supportProvide expertise in systems, reporting and administrative processes, including those relating to patient registrations, referrals, admissions, appointments and revenue managementSupports lead roles in coordinating administration activities across all ACT servicesRespond to patient and/or staff queries in a timely and respectful mannerEnsure phone and email enquiries are triaged to the correct destinationHealth and Allied Services, Managers and Administrative Workers (Victorian Public Sector) (Single Interest Employers) Enterprise Agreement *********Classification or Salary RangeHS2Immunisation Category CKey RelationshipsInternalExternalAny external stakeholders that relate to activities of administration within ACTSkillsExpertise in coordinating departmental administrative activities relating to a clinical departmentExperience in a PA or team support positionExcellent communication skillsFlexible approach to new work practicesAbility to take on new tasks as directed by the NUMDemonstrated ability to provide a broad range of high-level administrative support functions including creation and maintenance of schedules and databasesHighly developed communication, organisational and interpersonal skillsExperience working within a complex service environmentDiscretion dealing with confidential and sensitive informationProfessional presentation and provision of high customer serviceProactive and solutions focused mindset within the department to deliver an optimal administration serviceStrong customer service skills, able to communicate effectively and respectfully with patients and staffDemonstrated skills in the use of IT systemsCompetent in use of the Microsoft Office SuiteExperience developing and implementing standard operating procedures (SOP)Experience participating in quality improvement projectsPrevious health service administration experience.Experience using patient administration systems, in particular iPM and EpicQualification in administration/secretarial dutiesKey AccountabilitiesKey AccountabilitiesDemonstrated by/ Key Performance Indicators1.
Provide exceptional customer serviceSupport leadership team with the development and maintenance of administrative SOPs ( standard operating procedures) relevant to area of expertiseManage specialist portfolio and provide technical or professional advice in the designated area of expertiseProvide and role model a high level of customer service to patients,



carers and staff obtain the required information from patients, carers and staff in an efficient and courteous mannerRespond to patient and/or staff queries in a timely and respectful mannerEnsure phone and email enquiries are triaged to the correct destinationProvide patients with timely and coordinated appointmentsWork collaboratively with the NUM of ACT to manage activities from an operational perspective such as the patient schedule2.
Maintenance of ACT patient scheduleLiaise with other leaders and departments to trouble-shoot any technical issues experienced by the work group in a timely manner to ensure quality is maintainedManage patient records in accordance with hospital policy and Data Accountability Framework to maintain data integrity at all timesEnsure that the performance of the team meets the standards required by the organisation through a regular system of auditing performanceProviding administrative reports and information, assess situations based off information, providing clear and accurate communication of information and providing recommendations to leadership team and other organizational stakeholdersIdentify opportunities for process improvement and lead the team to implement appropriate solutions with support from the line managerAssists the NUM in planning the patient schedule, and escalates any issuesPatient schedule is timely and maintained to be accuratePatient cancellations due to double booking is minimisedKey Accountabilities (Contd..)Key AccountabilitiesDemonstrated by/ Key Performance Indicators3.
Collection and Generation of Patient InformationEnsures that quality standards of documentation are maintained according to Peter Mac standards.Ensures patient information (demographic information, referral information, medical record) is accurate and current at the time of first ACT visit.Patient information on computer is up to date and accurate.Medical records of discharged patients are returned promptly to Health Information Services if received in hard copyPatients are discharged from Peter Mac's patient administration systems in a timely manner at the completion of their treatmentAdministration governance will be undertaken by the Administration manager of Clinical Haematology for expansion of services (chair numbers and clinics) The administration team will support them in undertaking this work.4.
Teamwork, communication and administration (including financial).
Work cooperatively as part of the team and assist other areas and staff as necessaryEnsure senior departmental staff receive adequate administrative support with meeting agendas and minutes, room bookings and database managementRegister of office equipment accurate and up to dateEnters data input for scientists during low activity time on 1ESecretarial/administration support duties including:- Mail receipt and dispatch- Typing letters and documents- Filing patient records- Ordering of stock- Maintenance of office equipment registerEnsure invoices from external providers are collated and processedMonitor ongoing expenses and management of allocated budget within Administration, in consultation with line managerAll invoices checked, forwarded to NUM for authorising payment and returned to accounts payable in a timely mannerEvidence of participation in department quality activities e.g. Quality project reports.Other tasks as directed by your team leader or manager5.
Provide reports to line manager as requested and maintain key relationshipsProvide routine and/or ad-hoc reports as requested by the line managerMaintain relationships with external providers contracted to support Peter Mac patientsPeter Mac is a child safe organisation and has a commitment to child safety and wellbeing.WHY WORK FOR PETER MACPeter 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.
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📌 Administration Coordinator - Ambulatory Cell Therapies (Melbourne)
🏢 Peter MacCallum Cancer Centre
📍 Melbourne