Administration Assistant - Radiation Oncology in Melbourne

Location: Peter MacCallum Cancer Centre, Parkville
Employment Type: Ongoing Full time
Salary: $72,216 to $79,835 + salary packaging + super + 5 weeks annual

About the Role

We are seeking a highly organised and proactive Administration Assistant to provide administrative support to our Radiation Oncology service. This role is integral to the smooth operation of the department, ensuring efficient management of administrative processes, coordination of documentation, and support for the multidisciplinary team.

This position is primarily focused on internal administrative functions and does not involve direct patient-facing reception duties.

Key Responsibilities

• Provide high-quality administrative support to the Radiation Oncology team.
• Coordinate and manage departmental correspondence, documentation, and records.
• Maintain accurate electronic filing systems, databases, and departmental information.
• Prepare agendas, minutes, reports, and other administrative documents as required.
• Assist with scheduling meetings, education sessions, and departmental activities.
• Monitor and order office supplies and coordinate equipment maintenance requests.
• Liaise with internal departments to support service operations and workflow.

About You

You are a motivated and detail-oriented administrator who enjoys working in a busy and collaborative healthcare environment. You have excellent organisational skills, a strong commitment to accuracy, and the ability to manage multiple priorities effectively.

To be successful in this role, you will have:

• Demonstrated experience in an administrative support role.
• Excellent organisational and time management skills.
• Strong written and verbal communication skills.
• High-level proficiency in Microsoft Office applications, including Outlook, Word, Excel, and Teams.
• The ability to maintain confidentiality and handle sensitive information appropriately.
• Ability to work independently, use sound judgment, and take initiative when required.
• Strong attention to detail and a commitment to delivering quality outcomes.
• The ability to work independently while contributing positively to a team environment.
• Previous experience within a healthcare setting is desirable but not essential.

What We Offer

• A supportive and inclusive team culture.
• The opportunity to work within a specialised oncology service.
• Access to employee wellbeing initiatives.
• Salary packaging and other employment benefits (where applicable).

For further information regarding this position, please contact Donelle Edwards on 03 855 97934 or Donelle. Edwards@petermac.org

Join our Radiation Oncology team and contribute to the delivery of high-quality cancer care through your exceptional administrative support and organisational expertise.

Position Summary

To provide secretarial/administrative support to the Radiation Oncologists and Management staff.

This includes but is not limited to:

• Provision of PA duties to various heads of service and portfolio holders;
• Processing of timesheets, leave forms and clinic cancellations;
• Diary management for medical staff as requested;
• Preparation and submission of financial reimbursements;
• Assistance with complex travel and conference organisation;
• Preparation and keeping of meeting papers for meetings as required;
• Maintenance of stock and stationery;

Health and Allied Services, Managers and Administrative Workers (Victorian Public Sector) (Single Interest Employers) Enterprise Agreement 2026-2028

Classification or Salary Range

HS2

Immunisation Category C

Key Relationships

Internal

• Director Radiation Oncology
• Radiation Oncology Administrative Staff
• Radiation Oncologists
• Medical Records, Nursing and Radiotherapy Staff
• Key staff at other Peter Mac campuses

External

• Patients and Carers
• Referring doctors and hospitals

Skills

• Demonstrated experience in an administrative support role
• High-level proficiency in Microsoft Office applications, including Outlook, Word, Excel, and Teams
• Strong written and verbal communication skills
• Ability to work independently, use sound judgment, and take initiative when required
• Excellent organisational and time management skills
• The ability to maintain confidentiality and handle sensitive information appropriately
• The ability to work independently while contributing positively to a team environment
• Understanding of medical terminology
• Experience working within a health care setting
• Experience with Patient Administration systems

Key Accountabilities

1. Communication
   • Ensure all incoming faxes to have patient UR numbers allocated and distributed to appropriate Radiation Oncologist for review.
   • Ensure all correspondence and results to have patient UR and distributed as required.
   • Displays discretion in dealing with fellow staff and patients.
2. Customer Service
   • Ensure messages for Radiation Oncologists to be managed as per the guidelines provided by the individual Radiation Oncologists.
   • Demonstrate ability to work quickly and efficiently to resolve problems.
   • Patient enquiries triaged effectively and passed on as appropriate in a timely manner.
   • Demonstrate ability to communicate effectively at all levels.
   • Maintain and develop good relationships with Radiation Oncology and all other stakeholders.
3. Administrative Support
   • Ability to manage / prioritize tasks in conjunction with those jobs specifically stated in the Effectiveness areas.
   • Coordinates rosters, timesheets, reimbursement claims, and leave forms.
   • Effective and timely coordination and support for travel planning including bookings, assistance with preparing presentations, posters and other documents for Conferences as requested.
   • Preparation of agendas, coordination and distribution of meeting papers, attendance at meetings, and accurate recording and transcription of minutes.
   • Assist with scheduling meetings, education sessions, and departmental activities Coordination of meeting room bookings as requested.
   • Keep a clean tidy work area and storage areas at all times.
   • Monitor and order office supplies and coordinate equipment maintenance requests 100% of information logged within timelines.
   • Maintain accurate electronic filing systems, databases, and departmental information.
4. Teamwork
   • Attends and contributes to team development at departmental meetings for Administration staff.
   • Prioritizes required tasks effectively to meet the needs of the Radiation Oncology teams.

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.

Peter MacCallum Cancer Centre acknowledges the traditional owners of the land on which our five sites are located throughout Victoria. We recognise their strength and resilience and pay our respects to their Elders past and present.

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