Senior Medical Administration and Executive Assistant
About the role
We are seeking a
Senior Medical Administration and Executive Assistant
to join the Freedom Oncology team in East Melbourne, Victoria. This is a full-time position that offers the opportunity to provide strategic administrative support at the highest level of our organisation. In this role, you will be the backbone of our executive operations, ensuring seamless coordination between clinical and administrative functions whilst maintaining the highest standards of professionalism and confidentiality. Your expertise in medical administration will be instrumental in supporting the delivery of our healthcare services and advancing our organisational objectives.
About us
Freedom Oncology is a respected healthcare organisation committed to delivering exceptional medical services and support to our patients and communities. We pride ourselves on our collaborative culture, clinical excellence, and commitment to continuous improvement. Our team is dedicated to creating a positive healthcare environment where both staff and patients thrive.
What you'll be doing
Providing comprehensive executive and administrative support to senior medical staff
Managing complex calendars, scheduling appointments, and coordinating meetings with multiple stakeholders
Preparing and maintaining detailed medical records, reports, and documentation in compliance with healthcare regulations and privacy legislation
Liaising between clinical teams, administrative departments, and external healthcare providers to ensure smooth operational flow
Coordinating patient appointments, referrals, and follow-up care arrangements




Managing confidential and sensitive information with discretion and professionalism
Maintaining filing systems, both electronic and physical, ensuring accurate record-keeping and easy retrieval of information
Handling correspondence, including emails, letters, and telephone communications on behalf of executive staff
Assisting with the preparation of presentations, proposals, and reports for board meetings and external stakeholders
Supporting budget management and expense tracking related to departmental operations
Training and supervising junior administrative staff as required
Ensuring compliance with healthcare legislation, privacy laws, and organisational policies
What we're looking for
To succeed in this role, you will need:
Minimum 5+ years of experience in medical administration or healthcare-related administrative roles
Proven experience providing executive or senior-level administrative support
Solid knowledge of medical terminology, healthcare systems, and administrative procedures
Excellent organisational and time-management skills with the ability to prioritise competing demands
Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and experience with healthcare management software or electronic health record (EHR) systems




Outstanding written and verbal communication skills with the ability to communicate effectively with diverse stakeholders
High level of discretion and confidentiality with the ability to handle sensitive medical information
Strong attention to detail and accuracy in documentation and record-keeping
Ability to work independently and as part of a collaborative team
Current knowledge of healthcare privacy legislation, including the Privacy Act **** (Cth) and relevant state-based health regulations
Professional demeanour and excellent interpersonal skills
Preferred qualifications and experience
Certification in medical administration or executive assistance
Experience working in a healthcare facility or medical practice
Familiarity with medical billing, coding, or healthcare compliance procedures
Experience with practice management or hospital administration systems
What we offer
Competitive salary commensurate with experience and qualifications
Flexible working arrangements (hours, on-site / remote work) based on the needs of the practice to support work-life balance
Comprehensive professional development and training opportunities to advance your career in healthcare administration
Cooperative and inclusive workplace culture
Opportunities to work with a skilled and dedicated healthcare team
Superannuation contributions in accordance with legislative requirements
Professional development support and access to healthcare administration networks
We are committed to fostering an inclusive workplace and welcome applications from people of all backgrounds. If you require any adjustments or support during the recruitment process, please do not hesitate to contact us.
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📌 Senior Medical Administration And Executive Assistant (Melbourne)
🏢 The Trustee for Le Cobalt Services Trust
📍 Melbourne