Administration Officer

About St Vincent’s Health Australia

We are St Vincent’s Health Australia, the nation’s largest not-for-profit provider of health and aged care services. Established by The Sisters of Charity in 1857, our organization boasts over 30,000 dedicated healthcare professionals. We operate a comprehensive network of public and private hospitals, residential aged care facilities, community and virtual care services, and vital outreach programs, all driven by a mission to provide better and fairer care, always.

About The Administration Officer Role

As an Administration Officer, you will play a crucial support role for clinical teams by efficiently managing correspondence and transcription workflows using the iMedX application. Your responsibilities will include responding promptly and professionally to enquiries from clinicians and GP clinics via phone and email. You will ensure the accurate printing, distribution, and faxing of patient letters to nominated GPs, hospitals, and patients. Maintaining up-to-date patient and GP clinic records, including managing fail faxes and updating address books, is key. Additionally, you will be responsible for retrieving, scanning, filing, and quality-checking medical records in strict adherence to SMR and departmental standards.

What You Will Do

• Liaise with clinical staff to support access to and use of the iMedX Transcription application.
• Respond to enquiries from clinical staff and GP clinics via phone and email in a timely and professional manner.
• Print correspondence using the iMedX Transcription application and ensure accurate distribution to GP clinics, hospitals, and patients.
• Ensure patient and GP clinic details are accurate, correcting missing or inaccurate information when needed.
• Manage the fail fax folder, ensuring faxes are reviewed and re-sent to the correct recipients.
• Update GP clinic details in the associated address book as required.
• Monitor the Diabetes letter inbox and ensure letters are faxed to the nominated GP.
• Retrieve and track medical records requested for internal research studies.
• Liaise with Social Work to support their meetings, ensuring records required are retrieved and tracked.
• File medical records and loose-leaf documentation daily in accordance with allocated set numbers.
• Prepare and scan patient records into the Scanned Medical Record (SMR) system as required.
• Complete quality assurance checks to ensure scanned records are accurate and complete.
• Provide administrative support to other areas of the department as required.

About You

• Previous clerical or administrative experience, ideally within a healthcare setting.
• Strong attention to detail with the ability to work flexibly and accurately.
• Excellent communication skills, including professional phone manners and a customer service focus.
• Proven ability to manage competing priorities and work efficiently in a fast-paced environment.
• Experience scanning medical records, with data entry or record processing skills highly regarded.

Why Work at St Vincent’s?

Join us in our mission to provide compassionate care to all, especially the most vulnerable in our community. We offer:

• Discounted access to many gyms for you and your family with Fitness Passport.
• Access to discounted private health insurance with Medibank.
• Access to a government salary sacrifice program, allowing a proportion of your salary to be tax-free.
• Commitment to financial support for educational development, scholarship programs, and paid study leave.

About The Hospital Location

In this role, you will be based at St Vincent’s Hospital, Darlinghurst. It is a busy inner-city hospital in a vibrant location, surrounded by great cafes, galleries, theatres, parks, nightlife, and nearby glorious beaches. The hospital is a centre of expert clinical care for at-risk people, closely partnered with universities and affiliated research institutes, many of which are located on-campus. Our centres of excellence include heart & lung transplantation, bone marrow transplantation, cardiology, cancer care, AIDS/HIV, respiratory medicine, mental health, homeless health, drug & alcohol services, and correctional health.

Key skills/competency

• Clerical Support
• Administrative Tasks
• Correspondence Management
• Transcription (iMedX)
• Record Keeping
• Data Entry Accuracy
• Medical Record Scanning (SMR)
• Customer Service
• Attention to Detail
• Time Management