Join the Cardiology Team at St Vincent's Hospital Melbourne as a part-time Administrative Assistant. You will manage reception, patient scheduling, and administrative support for the Heart Centre and Cardiac Investigation Unit, ensuring excellent patient service and operational efficiency.
Full description
Job Description:
Permanent / Part Time position
6 days per fortnight - Mon, Weds and Fri, 0800 - 1630
Fitzroy location
Friendly and supportive team environment
About the Role
An opportunity exists for an Administration Assistant to join the Cardiology Team at St Vincent's Hospital on a part-time basis. You will work across Cardiology which encompasses The Cardiac Investigation Unit and the Heart Centre. You will be a dynamic team player who is committed to providing excellent service to our patients/ their families and Cardiology Staff.
Duties include:
Ensure visitors to reception are greeted and assisted in a professional and timely manner projecting a caring, professional image to patients, and their relatives and to referring clinicians
Efficient patient scheduling of all ambulatory tests, Cath Lab and TOE lists, Pacemaker and DCR Clinics. Ensuring a referral is received for all bookings from GPs, Registrars and Cardiologists
Efficient patient scheduling for consultation clinics in the Heart Centre and CIU, ensuring that Cardiologists run on time and all follow up appointments and investigations are booked
Other duties as directed by the Office Manager
Classifications for this position will range from HS2 - HS21 ($66,768 - $73,811 per annum, pro rata for part time).
Your Contribution
Customer focus – strong customer focus to provide support and care to patients and their families
Ability to adapt to change and work in a dynamic environment with competing priorities
1 to 3 years proven administrative assistant experience in the medical industry or other
Demonstrated experience with Computers, MS Word, MS Excel and MS Outlook
Current Nationally coordinated criminal history check, or willing to obtain
What we offer
A focus on wellbeing initiatives, with regular events and programs
Ability to join Fitness Passport - Your pass to an extensive choice of fitness facilities
Salary Packaging – Increase your take home pay!
In the heart of Fitzroy, CBD at our doorstep, close to some of Melbourne’s best cafes, public transport and lots of carparks
Discounts and Promotions always available through our Foundation
Culture of continuous improvement
About The Heart Centre
The St Vincent’s Heart Centre was opened for business in November 2013. The Heart Centre provides privatised cardiac consulting clinics and all cardiac diagnostic ambulatory services such as: echocardiograms, stress echocardiograms, pacemaker clinics, stress testing, ECG reporting and more. It is envisaged that the Heart Centre will bring together clinical care, education, research and preventative health under the one roof, further strengthening St Vincent’s leading role in tackling heart disease, and significantly improving access for Victorian patients to specialist cardiac services.
The Cardiac Investigation Unit providing a full range of invasive and non-invasive investigations and procedures for inpatients. These services include cardiac catherisation and intervention, pacemaker implantation and checks, echocardiograms, TOE and DCR.
Working at St Vincent’s
St Vincent’s Hospital Melbourne (SVHM) is a leading teaching, research and tertiary health service. SVHM provides a diverse range of adult clinical services and is driven by values of Compassion, Justice, Integrity and Excellence.
Application
Please attach both your cover letter and resume to your application.
Shortlisting for this position will commence immediately. We encourage you to apply promptly as the advertisement may close early should a suitable applicant be sourced.
We encourage applications from people of all backgrounds and abilities. Inclusion is essential to our mission and diversity reflects the community we serve.
Please visit our website, for further information regarding our Aboriginal and Torres Strait Islander Employment at SVHM.
SVHA has a duty of care under work health and safety legislation to eliminate and/or control the risk of transmission of vaccine preventable diseases in healthcare settings. You may therefore be required to undergo mandatory immunisations/vaccinations (including flu vaccinations).
Successful applicants must meet these vaccination requirements. Please contact us if you would like to know more.
Contact
Tammy Carmody tammy.carmody@svha.org.au
Position Description
Local Work Environment
The St Vincent’s Heart Centre was opened for business in November 2013. The Heart Centre provides privatised cardiac consulting clinics and all cardiac diagnostic ambulatory services such as:
echocardiograms, stress echocardiograms, pacemaker clinics, stress testing, ECG reporting and more. The Cardiac Investigation Unit providing a full range of invasive and non-invasive investigations and procedures for inpatients. These services include cardiac catherisation and intervention, pacemaker implantation and checks, echocardiograms, TOE and DCR. It is envisaged that the Heart Centre will bring together clinical care, education, research and preventative health under the one roof, further strengthening St Vincent’s leading role in tackling heart disease, and significantly improving access for Victorian patients to specialist cardiac services. This role will be across Cardiology which encompasses The Cardiac Investigation Unit and The Heart Centre.
Position purpose
The role of the Adminstrative Assistant is to provide administrative assistance to St Vincent’s Heart Centre and Cardiac Investigation Unit and including but not limited to general reception, patient accounts, result distribution, and information management. All skills and/or positions are rotational and all aspects of patient privacy must be adhered to.
Position Duties
General Reception and Provision of Administration Support
Visitors to reception are greeted and assisted in a professional and timely manner projecting a caring, professional image to patients, and their relatives and to referring clinicians
Excellent patient care focus with a demonstrated ability to show a friendly, sensitive and professional approach when dealing with patients
All reception tasks should be performed mindful of the need to maintain a steady and efficient level of activity
Efficient patient scheduling of all ambulatory tests, Cath Lab and TOE lists, Pacemaker and DCR Clinics. Ensuring a referral is received for all bookings from GPs, Registrars and Cardiologists
Efficient patient scheduling for consultation clinics in the Heart Centre and CIU, ensuring that Cardiologists run on time and all follow up appointments and investigations are booked
Telephone contact with patient waiting tests to advice of appointment times
Meet and greet patients, co-ordinate transport
Take delivery of intra-hospital transfers and alert technicians of patient’s allocation in procedure rooms
Maintain efficient booking procedure
Patient bulk billing for Medicare and Veteran’s Affairs claims should be undertaken at the time of presentation for the investigation and consultation
Advising the person who co-ordinates ordering the office supplies that shortages exist
General upkeep of equipment: fax, photocopier, computers and printers. Arrange repair of equipment when required
Sort and distribute all faxes, internal and external mail.
Other duties as directed by the Office Manager
Information Management
All documentation, information and data management utilises the best technology available. All data and documentation is stored and maintained to ensure confidentiality and legislative requirements are met.
Data collection
Management of dictated reports in iMedx for Cardiologists letters
Organise the interventional waiting lists
Print and update Cath lab list daily for bookings and fax to Cardiologists rooms, CT4, CCU
Telephone Management
Ensure all calls are managed in a prompt, efficient and helpful manner
Enquiries and requests are handled with minimum delay and maximum courtesy
Perform the duties of the position to the best of their ability and to a standard acceptable to SVHM
Comply with all SVHM policies, procedures, by laws and directions
Comply with all SVHM requirements, policies, procedures and directions
Treat others with respect and always behave professionally and in accordance with the SVHM Code of Conduct
Only access confidential information held by SVHM when this is necessary for business purposes, maintaining the confidentiality of that information once accessed
Participate in the annual SVHM performance review process
Display adaptability and flexibility to meet the changing operational needs of the business
Comply with applicable Enterprise Bargaining Agreement provisions
Display a willingness to develop self and seek to improve performance
Maintain skills and knowledge necessary to safely and skillfully undertake duties
Take personal responsibility for the quality and safety of work performed
Recognise the relationship between clinical and non-clinical functions in the achievement of optimal safety and quality care
Take all necessary care and precautions in the performance of duties
Participate in risk management and continuous quality improvement activities as part of day-to-day work
Health and Safety
Attend general hospital orientation within 3 months of commencement
Protect the health and safety of self and others, complying with all health and safety related policies, procedures and directions
Report incidents and accidents and collaborate with management to resolve safety issues
Complete required Fire and Emergency Training annually
Complete required Workplace Culture and Equity Training annually
As required, comply with fit-testing and PPE requirements
Participate in reporting and analysis of safety and quality data including risks or hazards,
Report any hazards, near misses and incidents (regardless of whether an injury occurred or not) into Riskman
Identify and report any variance to expected standard and minimising the risk of adverse outcomes
Selection Criteria
Essential Registration, License or qualification requirements
Formal Education:
Year 12 or equivalent
Knowledge & Experience:
1 to 3 years proven administrative assistant experience in the medical industry or other
Demonstrated experience with MS Word, MS Excel, MS Outlook and practice management software
Demonstrated experience with high efficiency and accuracy of typing and word processing
Demonstrated understanding of medical terminology
Other Essential requirements
Customer focus – strong customer focus to provide support and care to patients and their families
Excellent verbal and written communication and interpersonal skills with the ability to develop and maintain effective working relationships with staff, management and key stakeholders
Proven experience in working effectively in a team environment
Ability to adapt to change and work in a dynamic environment with competing priorities
High level skills in Microsoft Office including Word, Excel, Outlook, and experience with a variety of practice management software
Ability to perform Administrative tasks and data entry to a high level
Demonstrate ability to maintain patient confidentiality
Proficiency in database management
Closing Date:
28 August 2026 11:59pm
Reconciliation Action Plan:
At St Vincent's we acknowledge the importance of creating a work environment that is welcoming, safe, equitable and inclusive for Aboriginal and/or Torres Strait Islander Employees. As part of our Commitment to Reconciliation and Closing the Gap in employment related outcomes, we encourage applications from Aboriginal and Torres Strait Islander Peoples.
For further information, visit https://www.svha.org.au/about-us/reconciliation or get in contact at indigenouscareers@svha.org.au
View Reconciliation Action Plan
Code of Conduct:
View Code of Conduct
Company information
St Vincent's Health Australia is a prominent Catholic healthcare provider with a rich history of 180 years dedicated to serving vulnerable populations. Founded by the Sisters of Charity in 1838, the organization has grown from its humble beginnings in Sydney to a network of public and private hospitals, aged care services, and community outreach programs. Its mission focuses on dignity, justice, and care for marginalized groups, reflecting its commitment to serving "the sick poor" without discrimination.The organization operates various facilities, including St Vincent’s Hospital Melbourne, which has evolved into a major public hospital offering specialized services. St Vincent's provides aged care, mental health and addiction services, and collaborates with academic institutions for research and education to enhance medical training and innovation. With a presence across multiple states, St Vincent's Health Australia continues to uphold its founding principles while expanding its reach to ensure accessible healthcare for all.
