Austin Health
Position Description
Position Title: Administration Officer
Classification: Administration Officer Grade 1
Business Unit/ Department: Molecular Imaging and Therapy
Agreement: Victorian Public Health Sector (Health and Allied
Services, Managers and Administrative Officers)
(Single Interest Employers) Enterprise Agreement
2021 - 2025
Employment Type: Full-Time
Hours per week: 40 hours (38 + ADO)
Reports to: Clerical Supervisor - Molecular Imaging and Therapy
Direct Reports: NIL
Financial management: Budget: NIL
Date: February 2023
About Austin Health
Austin Health is one of Victoria’s largest health care providers. Comprising the Austin
Hospital, Heidelberg Repatriation Hospital, Royal Talbot Rehabilitation, Hospital in the
Home and community based health services; Austin Health is an internationally
recognised leader in clinical teaching, training and research, with numerous university
and research institute affiliations.
Austin Health employs near 9,000 staff across its sites; including over 1,600 doctors and
3,000 nurses, and delivers a full range of leading edge clinical services, including several
state-wide services (liver transplant, spinal cord injury service, respiratory support
service, child inpatient mental health service). In total, Austin Health provides over 900
beds, including mental health, aged-care and rehabilitation beds and a range of
community and in the home services. The current annual operating budget is in excess
of $960 million.
Austin Health delivers vital state-wide services to all Victorians, including to diverse
multicultural and veteran communities. It also provides community and specialty
services to the people of Melbourne’s north-eastern corridor in a safety-focused, team-
oriented and stimulating work environment.
Austin Health’s current vision is to change healthcare for the better through
world class research, education and exceptional patient care.
Our values define who we are, shape our culture and the behaviours, practices and
mindset of our people. Our values are: Our actions show we care, we bring our best,
together we achieve and we shape the future. www.austin.org.au/about-us
Austin Health is committed to providing an inclusive culture where all
employees can contribute to the best of their ability and strive to develop
further. Find more at http://www.austin.org.au
Position Purpose
The primary purpose of this role is to provide professional, efficient, and patient focused
clerical support within the Department of Molecular Imaging and Therapy. It is also to
work as an effective member within a multi-disciplinary team and to contribute to the
provision of high quality clinical services to patients attending the Department of
Molecular Imaging and Therapy.
About the Department of Molecular Imaging & Therapy
The Department of Molecular Imaging & Therapy has four core service components,
Nuclear Medicine imaging, Radionuclide therapy, Positron Emission Tomography (PET),
and Bone Densitometry. The Department also produces radioisotopes on site using the
in-house Cyclotron(s) and radiochemistry and QC laboratories and undertake a wide
range of diagnostic and therapeutic examinations and research studies using these
equipment platforms.
The department has 2 locations within Austin Health. Nuclear Medicine and PET services
are located at the Austin Campus on level 1 of the Harold Stokes Building. Bone
Densitometry services are located at the Repat Campus on level 2 of the Centaur Building.
Patients are referred to the department from the emergency department, inpatient wards,
specialist clinics within the hospital and also from external general practitioners and
specialist consultants.
The department is a rapidly changing environment with new technology, research, and
service developments. The clerical staff work very closely with the Technologists and
Medical Staff and are consistently reviewed for provision of efficient services, with
regular changes to systems and processes required to maintain a high quality patient
focused service.
Purpose and Accountabilities
Role Specific:
• Telephone operations including management of enquiries from both internal and
external sources, which must be dealt with in a professional, efficient and effective
manner. This includes providing an accurate detailed paging and messaging service
• Ensure all booking requirements are in order for future appointments
• Organise and schedule inpatient and outpatient (both hospital and private) referral
appointments, within appropriate time frames
• Utilise Austin Health IT systems, including RIS, (Radiology Information System), PACS
(Picture Archiving Computer System), Medtrak, Cerner, SMR (Scanned Medical Record)
and Healthlink to reference results, reports and other required data
• Prepare data using Microsoft Office skills
• Under the direction of the Clerical Supervisor and the Chief Technologist, assist with
clerical specific documentation and work flows
• Liaise and communicate with other areas and departments of the hospital
• Co-ordination of appropriate transport bookings when needed
• Co-ordination of interpreters when needed
• Maintain a high level of customer service when dealing with and greeting patients
• Accurate recording of patient registration and processing (using RIS, and
Medtrak/Cerner as required)
• The ability to handle patient billing processes including quoting, preparation of
accounts and handling payment processes
• An understanding of Medicare processes
• Distribution of imaging results to referrers
• Reliably work within a rostered framework of varying shifts from 6.45 am – 5.30 pm at
both the Austin and Repatriation sites, which will include extra days from time to time
when required, to suit department needs
• Participate in departmental meetings as required
• Participate in all training requirements of the departments
• Contribute to, initiate or improve service delivery as opportunities arise
• Abide by departmental policies and procedures as applicable to role
• Perform other appropriate administrative and other duties as required
• Participate in Austin Health’s annual Performance Review and Development (PRD)
program as required.
• Engage in processes to monitor service delivery and participate in improvement
activities.
• Undertake not to reveal to any person or entity any confidential information relating
to patients, employees, policies, and processes and do not make public statements
relating to the affairs of Austin Health without prior authority of the Chief Executive
Officer
• Participate in the emergency incident response activities as directed.
All Employees:
• Comply with Austin Health policies & procedures, as amended from time to time,
which can be located on the intranet (The Hub): http://eppic/
• Report incidents or near misses that have or could have impact on safety - participate
in identification and prevention of risks
• Comply with the Code of Conduct
Selection Criteria
Essential Knowledge and skills:
• Previous customer service and/or health administration experience
• Knowledge of medical terminology
• Typing skills
• Ability to work autonomously and as a member of a dynamic team, which works
effectively within a multi-disciplinary environment
• A patient focused approach to care delivery
• Demonstrated ability to prioritise importance of tasks
• Demonstrated ability to promote a professional and caring image with regard in
particular to:
o Sensitive needs of patients who originate from culturally and linguistically diverse
backgrounds
o Patients who are elderly
o Department of Veteran Affairs patients
• Demonstrated organisational and time management skills
• Ability to problem solve and ‘think on your feet’ in a variety of situations
• Flexibility to work different shifts and hours as rostered at both Austin and Repat
Campuses
• Ability to communicate effectively, verbal and written
• Possess a pleasant and professional telephone manner
• Understanding the principles of confidentiality
• Understanding the principles of safety in the workplace
• Demonstrated keyboard and data entry skills
• Demonstrated knowledge of Microsoft Office suite and excellent IT skills
• A commitment to Austin Health values
Desirable but not essential:
• Knowledge of Medicare billing for diagnostic imaging procedures will be highly
regarded
General Information
Austin Health is a Child Safe Environment
Austin Health is committed to child safety. We want children to be safe, happy and
empowered. We support and respect all children, as well as our staff and volunteers.
Austin Health has zero tolerance of child abuse, and all allegations and safety concerns
will be treated seriously in line with legal obligations and our policies and procedures.
Equal Opportunity Employer
Applications from Aboriginal and Torres Strait Islanders are encouraged to apply. For
more information about working at Austin Health, please follow this link to Austin
Health’s Aboriginal Employment website:
http://www.austin.org.au/careers/Aboriginalemployment/
Document Review Agreement
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