Administration Officer in Melbourne

Help shape the future of healthcare from the heart of a national service. Support a nationally recognised virtual healthcare service, playing a pivotal role in coordinating patient care and enabling innovative Rehab at Home and Hearts at Home programs across Australia.

Join a purpose-driven team transforming healthcare delivery, where your work directly supports clinicians, enhances the patient experience, and helps deliver high-quality care in people's homes. Grow your career with one of Australia's leading not-for-profit health organisations, offering ongoing professional development, salary packaging, and the opportunity to contribute to the future of digitally enabled healthcare.

As part of our growing national team, you'll play a critical role behind the scenes, ensuring patients receive seamless support throughout their healthcare journey while enabling clinicians to focus on what they do best: delivering exceptional care.

To support this work, we are seeking an Administration Officer to support the daily operations of our national Rehab at Home and Hearts at Home programs. This role plays a key part in referral coordination, eligibility screening, client engagement and onboarding, appointment scheduling, administrative oversight of our digital care platform, and billing and invoice coordination.

The Opportunity:

• Be part of the rapidly growing virtual healthcare sector.
• Make a meaningful difference in patients' lives every day.
• Support innovative models of care that allow people to receive treatment from the comfort of their homes.
• Collaborate with clinicians and healthcare professionals across Australia.
• Develop expertise in digital health, healthcare operations and service coordination.

Permanent Full-Time 38 hours per week based at St Vincent's Hospital on the Park, East Melbourne.

What You'll Do:

• Receive and process referrals ready for triage, admission and discharge of patients within the patient administration system and associated document management.
• Manage the administration of the Care at Home digital care platform to ensure accurate data entry, client registration and support, and adherence to standard operating procedures.
• Support clients through the onboarding process and while engaged in the program to access and use the digital care platform, including technical troubleshooting as required.
• Manage appointment scheduling in accordance with internal business rules to ensure workforce resources are optimally utilised.
• Manage subcontracted care bookings as directed by clinical team members, including management of clinical documentation from subcontracted care providers.
• Support the management of billing and invoice coordination.
• Develop and maintain standard operating procedure guidelines for all administrative tasks.
• Assist with data collation for invoice preparation, service monitoring and evaluation.
• Participate and contribute to the Daily Management System of relevant clinical areas.
• Participate in quality and continuous improvement initiatives, team processes and service development activities.
• Assist with other administration duties as required across the various Care at Home programs, at the discretion of Care at Home management.

About You:

You're a highly organised administration professional who thrives in a fast-paced environment and enjoys being part of a team making a genuine difference. You are known for your attention to detail, strong communication skills and ability to build positive relationships with a diverse range of stakeholders. Most importantly, you're passionate about supporting exceptional patient care and contributing to healthcare innovation.

Key Experience & Capability:

• Knowledge, experience and ability to provide advanced level administrative support.
• Proficiency in Outlook and Excel is essential.
• Excellent verbal and written communication skills.
• Experience working within a health care setting, including knowledge of general medical and healthcare terminology.
• Experience using client record management systems and databases.
• Experience with scheduling appointments and use of scheduling platform/s as a function of service coordination.
• Demonstrated ability to work effectively and autonomously as part of a large team.
• Self-motivated, organised and able to plan, prioritise and adapt workload to meet deadlines.
• Demonstrated commitment to ongoing professional development and continuous improvement.

Desirable:

• Qualifications in medical terminology and/or administrative training at certificate/diploma level.
• Experience in schedule coordination and use of scheduling platform/s.
• Experience using a digital care platform and/or supporting virtually enabled care.

Why St Vincent's?

• Be part of an innovative Care at Home model transforming healthcare delivery across Australia.
• Play a meaningful role supporting national programs that bring care into patients' homes.
• Join a purpose-driven organisation guided by the values of Compassion, Justice, Integrity and Excellence.
• Partner with clinicians, operational teams and healthcare stakeholders in a collaborative environment.
• Access employee benefits including salary packaging, discounted health insurance, retail and travel offers, accommodation savings and more.
• Access ongoing learning, professional development and wellbeing initiatives to support your growth and success.

If you're passionate about administration, healthcare innovation and making a meaningful impact, we'd love to hear from you.

Please note: Applications will be reviewed as they are received, and the role may close early if a suitable candidate is identified.

Equal Opportunity: At St Vincent's we celebrate diversity and are committed to creating an inclusive workplace where everyone feels valued, respected and empowered to contribute. We welcome applications from people of all backgrounds, including Aboriginal and Torres Strait Islander peoples, people with disability, culturally and linguistically diverse communities, and members of the LGBTQIA+ community. We are committed to fostering a workforce that reflects the diversity of the communities we serve.

Closing Date: 26 October 2026 11:59pm.