Administration Coordinator - Peter Mac @ Home

At 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.
YOUR ROLE IN OUR FUTURE Peter Mac @ Home Admin Coordinator - Ongoing, Part-Time Role   Grade/Classification: HS Grade 2 Hours: Permanent, Part-Time - 48hrs rotating roster over 7days   Outstanding candidates are encouraged to apply for positions now open at Peter MacCallum Cancer Centre – a place where our normal days are extraordinary; as are the people we care for!
Peter Mac is one of a handful of integrated cancer research, education and treatment centres in the world.
Each day our team strives to provide the very best in cancer care, even better treatments and potential cancer cures for all people affected by cancer.
Globally, we are facing one of the most pivotal times in the pursuit of cancer cures, and Peter Mac stands at its forefront.
Together, we aim to lead a new era of cancer prevention, care and discovery, supported by state-of-the-art facilities at our new home within the Victorian Comprehensive Cancer Centre building.
YOUR ROLE Peter Mac @ Home (PM@H) is the acute home-based oncology service for Peter Mac patients/clients and is available 7 days per week, 365 days a year.
The service incorporates Hospital in the Home (HITH) and home-based cancer care as funded through the DHHS.
The PM@H unit is currently seeking an experienced Admin Coordinator in a part time position.
The role is based Monday to Sunday.
You are committed to providing excellent support to departmental staff and patients.
You have strong communication and computer skills.
You have experience in coordinating departmental administrative activities relating to a clinical department Applicants to this role should provide a covering letter outlining relative key skills and experience to assist us with our assessment.
Remuneration as per Health and Allied Services, Managers and Administrative Workers (Victorian Public Sector) (Single Interest Employers) Enterprise Agreement 2021-2025.
HS Grade 2 Year 1 (HS2) $42,169.26 per annum (already prorated for part-time) to HS Grade 2 Year 5 (HS21) $46,618.05 per annum (already prorated for part-time) depending on candidate experience.
To be discussed with Hiring Manager.
For further information about this opportunity, click Apply to be redirected to the Peter Mac Careers page where you can review the position summary.
Alternatively, please contact us using the information below for a confidential discussion.
Hiring Manager: Patricia Munn Contact Number: 03 8559 6801 Email: ****** Applications Close: 11:59pm Wednesday 13 November 2024.
______________________________________________________________________________________________________ Position Summary The Peter Mac @ Home Administration Coordinator is an essential member of the PM@H team.
The Administration Coordinator acts as the front-of-house reception for the service 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, stocking cars with essential equipment and managing requests to change patient appointments.
They also support the capture of quality and performance data for the department.
Enterprise Agreement Health and Allied Services, Managers and Administrative Workers (Victorian Public Sector) (Single Interest Employers) Enterprise Agreement 2021-2025 Classification or Salary Range HS2 Immunisation Risk Category Immunisation Category C Key Relationships Internal •    All PM@H staff •    Patients of PM@H •    Staff within the hospital including nursing coordinators, allied health, wards and clinics •    Accounts Department •    Stores Department •    Health Information Services •    Information Technology External •    Patients and Carers •    Outsourced Nursing Agencies •    External contractors – e.g.
phones, machines, cars •    Suppliers Skills Essential Requirements  Expertise in coordinating departmental administrative activities relating to a clinical department  Experience in a PA or team support position  Excellent communication skills  Flexible approach to new work practices  Ability to take on new tasks as directed by the Manager  Demonstrated ability to provide a broad range of high level administrative support functions including creation and maintenance of schedules and databases  Highly developed communication, organisational and interpersonal skills  Experience working within a complex service environment  Discretion dealing with confidential and sensitive information  Professional presentation and provision of high customer service  Proactive and solutions focused leadership within the department to deliver an optimal administration service  Computer proficiency and information reporting  Current driver's License  Desirable Requirements  A proven ability to work effectively in a multidisciplinary team  Qualification in administration/secretarial duties  Experience in a healthcare setting  Key Accountabilities Key Accountabilities Demonstrated by / Key Performance Indicators 1.
Customer Service Maintains a patient focused, professional approach to patients and multidisciplinary team members (in person and by telephone) Enquiries are handled in an appropriate and timely manner that strives for minimal numbers of complaints Patient Satisfaction Surveys Patient Complaints Messages delivered to appropriate staff 100% Excellent interpersonal skills including telephone manner and reception 2.
Maintenance of community nursing service data base Information entered in a timely manner Information 100% accurate Concerns are followed up with IT and/or external contractors Databases used by PM@H 100% complete and accurate Accurate and timely reports generated Data integrity of data bases monitored weekly and errors corrected or escalated to NUM in a timely manner Patient cancellations due to double booking is minimised 3.
Collection and Generation of Patient Information Ensures 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 PM@Hvisit Patient information on computer is up to date and accurate.
Patient folders are prepared Medical records of discharged patients are returned promptly to Health Information Services.
Patients are discharged from Peter Macs patient administration systems in a timely manner at the completion of their treatment Key Accountabilities (Contd..) Key Accountabilities Demonstrated by / Key Performance Indicators 4.
Teamwork and Communication Works as a member of multidisciplinary team and contributes to the effective administrative organisation and efficiency of department Ensures cars are serviced when necessary Follows through any incidents involving cars with appropriate paperwork Effective communication of all pertinent information to staff working at PM@Home Feedback from nursing team indicates referral documentation well organised.
Car fleet management including regular servicing, repairs and maintenance, car cleaning schedule and monitoring of stock items stored in cars and log book documentation is current and accurate at all times.
Office stock maintained.
Register of office equipment accurate and up to date Secretarial/administration support duties including: - Mail receipt and dispatch - Typing letters and documents - Filing patient records - Ordering of stock - Maintenance of office equipment register 5.
Billing Processes Reconciles invoices received from outsourced nursing agencies Ensure invoices remain up to date and any discrepancies are followed up with appropriate staff or outsourced agency All invoices checked, forwarded to NUM for authorising payment and returned to accounts payable in a timely manner.
6.
Improving Department Performance Actively participates in developing programs to improve patient care within PM@Home Evidence of participation in department quality activities e.g.
Quality project reports.
______________________________________________________________________________________________________ Peter Mac requires its staff to be fully vaccinated against COVID-19.
Please contact us if you would like to discuss this requirement.
WHY WORK FOR PETER MAC Peter 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.