Administration Officer

State Government of Victoria, Australia; City of Melbourne; On-site; AUD 50,000 - 60,000; Part time

Benefits offered by this job

Flexible work options

Wellbeing programs

Scholarships and grants for learning

Job summary

Western Health, serving Melbourne’s West, is seeking a reliable Administration Support Officer to join the Custodial Health team at Dame Phyllis Frost Centre. Located in Melbourne, the role reports to the Administration Manager and provides timely administrative support to multidisciplinary clinical teams in a custodial setting.

You will coordinate patient appointments, manage health information, and handle documentation while maintaining confidentiality.

Qualifications

• Experience in administrative support in healthcare or custodial settings.
• Proficiency with Microsoft Office (Outlook, Word, Excel).
• Ability to handle confidential information with discretion.
• Strong communication and stakeholder engagement skills.
• Ability to prioritise tasks and meet deadlines.
• Willingness to learn new functions.

Responsibilities

• Coordinate patient appointments, referrals, admissions, discharges and related documentation.
• Enter and maintain patient and service information in health information systems and reporting tools.
• Process and manage clinical documentation and health request forms.
• Respond to enquiries and provide administrative support to clinical teams and stakeholders.
• Assist with audits, data quality activities and process improvements.

Skills

Organisational skills

MS Office

Attention to detail

Communication

Time management

Teamwork

Tools

Health information systems

Reporting tools

Job description

Location: Melbourne - CBD and Inner Metro suburbs

Reference: 8844

• Location: Dame Phyllis Frost Centre- Ravenhall
• Employment Type: Casual
• Salary: Grade 1 + Superannuation + Salary Packaging

About the role:

Western Health is seeking a reliable and adaptable Administration Support Officer to join the Custodial Health team at Dame Phyllis Frost Centre.

Reporting to the Administration Manager, this role provides accurate and timely administrative support to multidisciplinary clinical teams delivering healthcare within a complex custodial environment. The position plays an important role in supporting patient care through effective appointment coordination, accurate health information management and responsive day-to-day administrative services.

This is an opportunity to develop experience within a unique healthcare setting while contributing to safe, efficient and patient-centred care.

• Coordinate patient appointments, referrals, external healthcare services, admissions, discharges and associated documentation.
• Accurately enter, update and maintain patient and service information across relevant health information systems and reporting tools.
• Process and manage clinical documentation, including scanning, filing, appointment correspondence and health request forms.
• Respond to enquiries and provide timely administrative support to clinical teams and internal and external stakeholders.
• Assist with routine audits, data quality activities, reporting requirements and ongoing process improvements.
• Highly developed organisational and computer skills, with proficiency in Microsoft Office programs including Outlook, Word and Excel.
• Strong attention to detail and a demonstrated ability to maintain accurate records and manage confidential and sensitive information.
• Well-developed communication and interpersonal skills, with the ability to work professionally with a broad range of stakeholders.
• Ability to prioritise competing demands, meet timeframes and work effectively both independently and as part of a small team.
• A reliable, adaptable and proactive approach, with a willingness to learn different functions.

Western Health is the leading healthcare provider in Melbourne’s West - one of Australia’s fastest-growing and most culturally and socioeconomically diverse regions.

More than 13,000 employees help deliver a comprehensive range of services across our hospitals, community, correctional, and home-based settings. These services include acute tertiary care, emergency and intensive care, medical and surgical specialties, mental health and wellbeing, subacute care, ambulatory care, primary care, home-based services, and residential aged care.

We are committed to driving innovation and sustainability that improves health outcomes for our community. With specialties spanning oncology, renal care, mental health, women’s health and maternity, chronic disease management, geriatrics, and cardiology, Western Health is recognised for its expertise in managing complex and chronic conditions through integrated, patient-centred care.

We foster a collaborative and inclusive culture where you can make a meaningful impact. We support our staff to keep learning and growing through a diverse range of education programs, partnerships with universities in medical research and professional development opportunities.

Compensation and Benefits

• Competitive salaries, flexible work options, and wellbeing programs.
• Scholarships and grants to support ongoing learning.

Learning and Development

• Access personalised pathways through the Western Health Learning Academy.
• Opportunities for postgraduate study, clinical education, and mentorship.

Community Impact and Inclusion

• Make a difference through compassionate care in a diverse, inclusive workforce.
• Contribute to community wellbeing initiatives and healthcare research.

Organisational Culture and Environment

• Work in a collaborative, innovative team focused on continuous improvement and excellence.

Ready to make an impact?

If you’re passionate about supporting safe, efficient and patient-centred healthcare through accurate administration, effective teamwork and continuous improvement, we’d love to hear from you.

Closing date: 11:59pm on 25 September 2026.

Enquiries: For further information about this role, contact:

[e-mail]

Western Health is an equal opportunity employer. We welcome applications from people of all genders, Aboriginal and Torres Strait Islander peoples, people with disability, people from culturally and linguistically diverse backgrounds, and people with lived experience that strengthens their ability to do this work.

Western Health is committed to providing a safe environment for the children and young people who are involved in our services, sites and operations. We follow and abide by all legislative requirements to keep children and young people safe.

All appointments are made subject to a satisfactory Police Record Check, an Immunisation Status Clearance and a Working with Children Check (if applicable).

Western Health is committed to the psychosocial safety of all applicants and employees.

Western Health does not accept unsolicited resumes/applications from recruitment agencies.

Applications close Friday 25 September 2026 at 11.59pm