Job Description

Senior Medical Administration and Executive Assistant

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About the role

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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.

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About us

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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.

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What you'll be doing

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- Providing comprehensive executive and administrative support to senior medical staff
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- Managing complex calendars, scheduling appointments, and coordinating meetings with multiple stakeholders
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- Preparing and maintaining detailed medical records, reports, and documentation in compliance with healthcare regulations and privacy legislation
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- Liaising between clinical teams, administrative departments, and external healthcare providers to ensure smooth operational flow
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- Coordinating patient appointments, referrals, and follow-up care arrangements
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- Managing confidential and sensitive information with discretion and professionalism
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- Maintaining filing systems, both electronic and physical, ensuring accurate record-keeping and easy retrieval of information
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- Handling correspondence, including emails, letters, and telephone communications on behalf of executive staff
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- Assisting with the preparation of presentations, proposals, and reports for board meetings and external stakeholders
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- Supporting budget management and expense tracking related to departmental operations
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- Training and supervising junior administrative staff as required
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- Ensuring compliance with healthcare legislation, privacy laws, and organisational policies
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What we're looking for

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To succeed in this role, you will need:

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- Minimum 5+ years of experience in medical administration or healthcare-related administrative roles
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- Proven experience providing executive or senior-level administrative support
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- Strong knowledge of medical terminology, healthcare systems, and administrative procedures
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- Excellent organisational and time-management skills with the ability to prioritise competing demands
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- Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and experience with healthcare management software or electronic health record (EHR) systems
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- Outstanding written and verbal communication skills with the ability to communicate effectively with diverse stakeholders
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- High level of discretion and confidentiality with the ability to handle sensitive medical information
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- Strong attention to detail and accuracy in documentation and record-keeping
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- Ability to work independently and as part of a collaborative team
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- Current knowledge of healthcare privacy legislation, including the Privacy Act 1988 (Cth) and relevant state-based health regulations
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- Professional demeanour and excellent interpersonal skills
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Preferred qualifications and experience

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- Certification in medical administration or executive assistance
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- Experience working in a healthcare facility or medical practice
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- Familiarity with medical billing, coding, or healthcare compliance procedures
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- Experience with practice management or hospital administration systems
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What we offer

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- Competitive salary commensurate with experience and qualifications
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- Flexible working arrangements (hours, on-site / remote work) based on the needs of the practice to support work-life balance
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- Comprehensive professional development and training opportunities to advance your career in healthcare administration
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- Team-oriented and inclusive workplace culture
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- Opportunities to work with a skilled and dedicated healthcare team
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- Superannuation contributions in accordance with legislative requirements
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- Professional development support and access to healthcare administration networks
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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.

📌 Senior Medical Administration and Executive Assistant (Victoria)
🏢 The Trustee for Le Cobalt Services Trust
📍 Victoria