Administration Coordinator Ambulatory Cell Therapies
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Job Summary
YOUR ROLE IN OUR FUTURE
Administration Coordinator - Ambulatory Cell Therapies
- Ongoing Full-Time position
- 80 hours per fortnight with monthly ADOs
- Up to $66768 (HS2) to $73811.92 (HS21) per annum salary packaging super 5 weeks annual leave
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.
About the role
Join our Ambulatory Cell Therapies (ACT) service at Peter MacCallum Cancer Centre. We are seeking a highly organised and proactive Administration Coordinator to be the central point of contact for ACT. As the front-of-house you will provide outstanding customer service to patients carers and clinicians while ensuring smooth day-to-day coordination of the service.
In this dynamic role you will manage referrals and appointments and maintain patient scheduling systems. You will work closely with multidisciplinary teams contributing to service improvements and maintaining high standards of administrative governance.
About you
You will have strong communication skills an excellent attention to detail and the ability to thrive in a fast-paced healthcare environment. Experience in health administration and patient management systems is highly regarded.
Youll bring with you:
- Expertise in coordinating departmental administrative activities relating to a clinical department
- Experience in a PA or team support position
- Flexible approach to new work practices
- Ability to take on new tasks as directed by the NUM
- Demonstrated ability to provide a broad range of high-level administrative support functions including creation and maintenance of
- schedules and databases
- 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 mindset within the department to deliver an optimal administration service
- Strong customer service skills able to communicate effectively and respectfully with patients and staff
- Demonstrated skills in the use of IT systems
- Competent in use of the Microsoft Office Suite
Our benefits
We offer a range of benefits which support our people both personally and professionally including:
- Up to $11660 in salary packaging to increase your take home pay
- Discounted health insurance and eye care
- A comprehensive health and wellbeing programPublic transport options at our doorstep and end of trip facilities for cyclists
- Onsite eateries and coffee shops and inviting rooftop garden spaces
- Pathways for professional development and new career opportunities
- Five weeks annual leave 17.5% leave loading purchased leave options & monthly ADOs
Inclusion and belonging
Peter Mac celebrates values and supports a diverse and inclusive environment which reflects our vibrant community. We encourage applications from anyone identifying as Aboriginal and/or Torres Strait Islander. We also welcome anyone who identifies as LGBTQIA linguistically culturally and/or gender diverse people with disability and people of any age to apply for our roles.
Join us!
If you feel this role is right for you we warmly invite you to apply and encourage your early application. All appointments are made subject to a satisfactory police check and may include vaccination requirements. Should you need assistance or require any adjustments or accommodations to fully participate in the application or interview process you are welcome to reach out to the contact person listed. We acknowledge that not all applicants will meet the full list of selection criteria outlined and wherever possible we will consider applications where relevant experience can apply.
Applicants to this role should provide a covering letter outlining relative key skills and experience to assist us with our assessment.
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: Taylor Bourchier (Nurse Unit Manager)
Contact Number: 0
Email:
Applications Close: 11.59PM Thursday 27 August 2026.
Ambulatory Cell Therapies (ACT) is an integral clinical service of the Department of Clinical addition the Centre of Excellence (CoE) partners will work closely with Clinical Haematology and the leads of ACT to support strategic objectives in cellular therapy. The implementation and integration of ACT will support better coordination of complex patient care that is time sensitive with improved clinical governance and delivery. The service aims to deliver care and management of patients and donors from collection or treatment of blood components through to the infusion of cellular products.
The Administration Coordinator is an essential member of the Clinical Haematology team. The Administration Coordinator acts as the front-of-house reception for the service (predominantly in 1E) 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 and managing requests to change patient appointments. The role will require data entry for cryopreservation unit during times of low activity in 1E. They also support the capture of quality and performance data for ACT services.
Essentially the role encompasses:
Delivering the highest standards of customer service and patient support
Provide expertise in systems reporting and administrative processes including those relating to patient registrations referrals admissions appointments and revenue management
Supports lead roles in coordinating administration activities across all ACT services
Respond to patient and/or staff queries in a timely and respectful manner
Ensure phone and email enquiries are triaged to the correct destination
Health and Allied Services Managers and Administrative Workers (Victorian Public Sector) (Single Interest Employers) Enterprise Agreement 2021-2025
HS2
Immunisation Category C
| Internal | ACT team |
| External | Any external stakeholders that relate to activities of administration within ACT |
| 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 NUM 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 mindset within the department to deliver an optimal administration service Strong customer service skills able to communicate effectively and respectfully with patients and staff Demonstrated skills in the use of IT systems Competent in use of the Microsoft Office Suite |
| Desirable Requirements | Experience developing and implementing standard operating procedures (SOP) |
| Key Accountabilities | Demonstrated by/ Key Performance Indicators |
| 1. Provide exceptional customer service | Support leadership team with the development and maintenance of administrative SOPs ( standard operating procedures) relevant to area of expertise Manage specialist portfolio and provide technical or professional advice in the designated area of expertise Provide and role model a high level of customer service to patients carers and staff obtain the required information from patients carers and staff in an efficient and courteous manner Respond to patient and/or staff queries in a timely and respectful manner Ensure phone and email enquiries are triaged to the correct destination Provide patients with timely and coordinated appointments Work collaboratively with the NUM of ACT to manage activities from an operational perspective such as the patient schedule |
| 2. Maintenance of ACT patient schedule | Liaise with other leaders and departments to trouble-shoot any technical issues experienced by the work group in a timely manner to ensure quality is maintained Manage patient records in accordance with hospital policy and Data Accountability Framework to maintain data integrity at all times Ensure that the performance of the team meets the standards required by the organisation through a regular system of auditing performance Providing administrative reports and information assess situations based off information providing clear and accurate communication of information and providing recommendations to leadership team and other organizational stakeholders Identify opportunities for process improvement and lead the team to implement appropriate solutions with support from the line manager Assists the NUM in planning the patient schedule and escalates any issues Patient schedule is timely and maintained to be accurate Patient cancellations due to double booking is minimised |
| Key Accountabilities | Demonstrated by/ Key Performance Indicators |
| 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 ACT visit. Patient information on computer is up to date and accurate. Medical records of discharged patients are returned promptly to Health Information Services if received in hard copy Patients are discharged from Peter Macs patient administration systems in a timely manner at the completion of their treatment Administration governance will be undertaken by the Administration manager of Clinical Haematology for expansion of services (chair numbers and clinics) The administration team will support them in undertaking this work. |
| 4. Teamwork communication and administration (including financial). | Work cooperatively as part of the team and assist other areas and staff as necessary Ensure senior departmental staff receive adequate administrative support with meeting agendas and minutes room bookings and database management Register of office equipment accurate and up to date Enters data input for scientists during low activity time on 1E Secretarial/administration support duties including: - Mail receipt and dispatch - Typing letters and documents - Filing patient records - Ordering of stock - Maintenance of office equipment register Ensure invoices from external providers are collated and processed Monitor ongoing expenses and management of allocated budget within Administration in consultation with line manager All invoices checked forwarded to NUM for authorising payment and returned to accounts payable in a timely manner Evidence of participation in department quality activities e.g. Quality project reports. Other tasks as directed by your team leader or manager |
| 5. Provide reports to line manager as requested and maintain key relationships | Provide routine and/or ad-hoc reports as requested by the line manager |
For further information about this opportunity click Apply to be redirected to the Peter Mac Careers page where you can review the position profile. Alternatively please contact us for a confidential discussion.
Peter Mac is a child safe organisation and has a commitment to child safety and wellbeing.
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.
Required Experience:
IC
