Job Description

Theatre Scheduling & Administration Clerk

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Virtus Health – Sydney NSW

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Hybrid

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10d ago , from Illawarra Mercury Job Board

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Position Description – Theatre Scheduling & Administration Clerk

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Position Title

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Theatre Scheduling & Administration Clerk – Martin Place Procedure Centre

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Reporting To

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Administration Team Leader

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Position Purpose

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The Theatre Scheduling & Administration Clerk is responsible for delivering high-quality administrative support alongside specialised theatre scheduling functions within a day hospital environment.

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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.

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While all administration staff are cross-trained across general functions, this role includes additional accountability for theatre list coordination and scheduling accuracy.

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This role requires confidence and capability to ensure accuracy and efficiency in theatre scheduling.

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Key Areas of Responsibility

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1. Theatre Scheduling

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- Coordinate and maintain daily theatre schedules with the flexibility to manage last-minute changes, ensuring accuracy under pressure
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- Demonstrate high-level communication skills to build rapport with doctors and clinical staff
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- Accurately schedule doctors and patients based on procedure requirements, duration, and operational rules.
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- Apply scheduling principles including:
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- Procedure prioritisation
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- Allocation based on complexity of procedures
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- Theatre timing constraints and sequencing requirements
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- Doctor preferences and availability
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- Perform accurate and productive data entry including, but not limited to:
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- Patient details




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- Medical history
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- Health fund and Medicare details
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- Adjust and update appointment and theatre times in accordance with operational requirements.
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- Liaise with clinicians regarding missing or unclear procedural details.
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- Perform final scheduling checks to minimise errors and ensure theatre efficiency.
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- Troubleshoot scheduling conflicts and implementing solutions proactively.
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- Liaise with:
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- Doctors and clinical staff
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- Nursing teams
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- External providers (e.g. pathology, IT support)
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2. Patient Administration & Coordination

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- Manage patient bookings, appointment scheduling, and updates within Virtus systems.
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- Coordinate patient documentation including:
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- Consent forms
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- Financial and claim documentation
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- Pre-admission paperwork
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- Maintain accurate and timely data entry in patient databases.
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- Communicate with patients regarding:
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- Appointment details
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- Admission requirements
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- Financial obligations
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- Ensure all patient interactions are documented accurately.
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3. Documentation & Theatre List Preparation

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- Prepare procedure documentation folders using cluster printing workflows
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- Ensure correct document collation and sequencing
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- Manage document lifecycle including:
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- Printing and preparation
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- Scanning to patient records
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- Cancelling unnecessary documentation
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- Ensure completeness and compliance of theatre lists and documentation
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4. General Administration (Core Function)

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- Provide front desk and reception support, including:
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- Greeting patients and visitors
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- Managing phone enquiries and messages
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- Complete patient admissions and discharges accurately and efficiently.
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- Perform health fund checks, billing, receipting, and reconciliation tasks.
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- Maintain patient records, filing, archiving, and document control.
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- Process payments, invoices, and claims in accordance with procedures.
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- Assist with reporting, audits, and data collection.
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- Coordinate mail, couriers, and general office operations.
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- Maintain stock levels and order office supplies.
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Skills & Experience

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Essential

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- Previous administration and customer service experience (preferably in healthcare)
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- Strong organisational and time management skills
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- Excellent attention to detail and accuracy
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- Ability to manage multiple tasks in a fast-paced environment
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- Strong communication skills (written and verbal)
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- Ability to work independently and as part of a team
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- Advanced computer skills (Word, Excel, patient systems)
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- Ability to maintain confidentiality and professionalism
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Desirable

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- Experience with hospital or day surgery administration workflows
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- Familiarity with medical terminology
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- Experience using patient management systems
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- Exposure to procedure scheduling or theatre coordination
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Personal Attributes

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- Proactive and self-motivated
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- High level of accountability and ownership
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- Strong problem-solving capability
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- Empathetic and patient-focused approach
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- Excellent and adaptable communication skills
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- Adaptable and responsive to change
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📌 Theatre Scheduling & Administration Clerk (New South Wales)
🏢 Virtus Health
📍 New South Wales