Administrative Assistant

Job Description:

• Permanent Part Time Position

• 8 days per fortnight Monday Weds Thurs and Friday 8.00 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 Vincents Hospital on a parttime basis. You will work across Cardiology which encompasses The Heart Centre and the Cardiac Investigation Unit. 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 $66768 $72134 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

• Confidential solutionsfocused employee counselling

• 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 Melbournes 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 Vincents 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 Vincents 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 noninvasive investigations and procedures for inpatients. These services include cardiac catherisation and intervention pacemaker implantation and checks echocardiograms TOE and DCR.

Working at St Vincents
St Vincents 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.

Position Description

Local Work Environment
The St Vincents 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 noninvasive 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 Vincents 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 Vincents 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
Distribution of letters or telephone contact with patient waiting tests to advice of appointment times
Meet and greet patients coordinate transport
Take delivery of intrahospital transfers and alert technicians of patients allocation in procedure rooms
Maintain efficient booking procedure
Patient bulk billing for Medicare and Veterans Affairs claims should be undertaken at the time of presentation for the investigation and consultation
Advising the person who coordinates 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 dicated reports in OzeScribe 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
Answer Cardiologists room phone enquiries concerning reports

Financial Management
On a daily basis perform Medicare billing for all ambulatory service and consultation clinics for the Heart Centre. Details include Item Numbers Doctor/Cardiologist performing procedure on the day.

Incumbent Obligations
General
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 skilfully undertake duties
Take personal responsibility for the quality and safety of work performed
Recognise the relationship between clinical and nonclinical 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 daytoday 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 fittesting 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:

Reconciliation Action Plan:

At St Vincents 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/aboutus/reconciliation or get in contact at

View Reconciliation Action Plan

Code of Conduct:

View Code of Conduct