Part-Time (minimum 3 & up to 5 days a week)Do you have great attention to detail? Are you efficient and adaptable? Then we want you!Become part of a dynamic private hospital conveniently located in Melbourne’s Western Suburbs.About UsWestern Private Hospital (WPH) is a boutique private hospital servicing the West of Melbourne with the provision of acute services, which has 62 inpatient beds.WPH’s facilities include four Operating Theatres, CSSD, Day Stay Unit, Day Oncology Unit, Eleanor Overnight Ward for CCU, HDU & Surgical patients, Cardiac Catheter Laboratory, Specialist Consulting Suites, Nuclear Medicine Department, and is supported by pathology, pharmacy, radiology, and radiation therapy services.This variety creates an excellent opportunity for our team to be dynamic, flexible, and customer-focused in addressing the unique needs of our patients.About the RoleAs Administration Officer, your responsibilities will primarily include the following two functions:Theatre BookingsThis position is a key administrative support role in coordinating the communication, patient services, and clerical services to the Perioperative Services Unit. Your duties will include (but are not limited to) the following:Enter all surgical theatre bookings into WebPAS – working closely with clinical staff to ensure accuracy of the bookings to the Theatre Module to assist with planning.Ensure smooth preparation of surgical lists; liaising with Doctors and their Practice Managers / Secretaries, and the administration and pre-admission team.Work within Practice Managers guidelines to ensure that all elective bookings are accurate, and that special requirements and other relevant patient details are communicated.Ensure effective communication with Practice Managers and doctor’s rooms to ensure that all surgical theatre lists arrive within the required times.Work with the Perioperative Services Manager to monitor theatre session utilisation, including the time frame for management of elective lists and bookings.Liaise with other administration staff, theatre staff, medical staff, and hospital coordinators regarding cancellations/additions to the theatre list in a timely manner.Support the pre-admissions process through processing of patients prior to admission to hospital, including registering patients into WebPAS and scheduling of patient attendance, data entry of MBS item numbers performed.Patient Services / ReceptionBeing the first point of contact for all visitors to Western Private Hospital, your duties will include (but are not limited to) the following:Answering all incoming calls to the main hospital switchboard.Greet all customers, visitors, and patients that present at the reception desk.Admitting and discharging patients.Processing payments and banking.Scheduling and fund checking oncology patients.Pre-admitting and completing an estimate of fees and fund check for all ‘add-on’ patients for admission after hours or the next day.Compilation and management of patient admission papers & clinical notes.Providing pre-admissions support by ensuring all patient details are entered accurately into the patient management system before admission, preparing patient histories ensuring all relevant paperwork, ID sheets, and labels are included.This is a permanent part-time position working a minimum of 3 days and up to 5 days a week across Monday to Friday, with the opportunity to work some Saturdays (once a month) if interested. Varying shift times according to function – 8:00am-4:00pm and 9:00am-5:00pm for Theatre Bookings and 5:30am-1:30pm and 10:00am-6:00pm for Hospital Reception/Patient Services.About YouTo succeed in this role, you will require a high degree of initiative, self-management, attention to detail, and tact to deal with a range of functions and tasks. You will have the ability to work collaboratively and cooperatively in a team environment while building and maintaining positive relationships and strong communication networks with all staff, patients, health funds, doctor’s secretaries, Visiting Medical Officers, and all other customers.Selection CriteriaAdministration experience in a healthcare setting (e.g., Hospital, Clinic, Consulting Rooms).Demonstrated excellence in customer service with outstanding interpersonal and communication skills.Understanding of medical terminology, private health fund contracts including eligibility checks and patient informed financial consent and MBS item numbers.Previous experience in a theatre bookings role will be highly regarded.Experience in the use of patient management systems (WebPAS advantageous).Strong MS Office skills using Word, Excel, Outlook.Meticulous attention to detail when handling patient data with high levels of accuracy.Must be proactive, show initiative at all times with a positive solution-oriented attitude.Must possess excellent judgement, problem-solving, and decision-making skills.Demonstrated ability to work independently, flexibly, and cooperatively as part of a team.Willingness and ability to learn and complete new tasks and the flexibility to embrace changes.Some benefits of working at WPH include:Fantastic people and inclusive workplace culture with supportive management.Competitive rates with incremental salary increases as you gain experience + yearly EA increases.No weekend or public holiday work + enjoy 2 weeks off during our Xmas/New Year close down period.Close proximity to public transport and subsidised car parking.Access to a range of health & well-being initiatives, staff discounts and benefits including access to confidential counselling services through our EAP for personal and professional support; discounts for physiotherapy/myotherapy/massage services & discounted rates for care in our hospital.Up to 14 weeks of Parental Leave to support eligible new parents.Everyone who joins Western Private Hospital must be vaccinated against COVID-19, Influenza and provide proof of immunisation against, or immunity to, infectious diseases as required per the Health Services Act 1988 (Vic) – NOTE: for this role immunisation requirements are associated with Risk Category C (minimal patient contact).Must provide a National Police Check conducted within the previous 6 months and evidence of Australian Residency / Full Working Rights (No Sponsorship available).For more information about WPH please visit our website at www.westernprivatehospital.com.auAPPLICATIONS CLOSING DATE: 17th February 2025 (or earlier if positions are filled)Interested? … then apply now –Submit your application via recruitment@westernprivate.com.auAll applications must include the following information so we can assess your suitability:Your current CV / Resume;A covering letter (maximum of one page) informing the panel of your reasons for applying for this position; and detailing why your skills, experience, and personal qualities make you the best person for the role.WPH is committed to a diverse and inclusive workplace and to ensuring a safe environment for children and young people. We encourage individuals of diverse backgrounds including but not limited to those from the Aboriginal and Torres Strait Islander, Culturally and Linguistically Diverse, and LGBTQIA+ community and people with disability to apply.NOTE:Interviews will be undertaken as suitable candidates are identified, so early applications are encouraged.Only successful applicants shortlisted for interviews will be contacted.We will not accept unsolicited CVs from recruitment agencies/third parties and we will not be liable or responsible for any fees or costs associated with unsolicited CVs sent directly to line managers.
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