ADMINISTRATION OFFICER - CONSULTING SUITES

Portland-District-Health-; Portland; On-site; AUD 40,000 - 56,000; Part time

Benefits offered by this job

Salary Packaging

Ongoing training

Free parking

Relocation assistance

Flexible working conditions

Employee Assistance program

Job summary

Portland District Health (PDH) is seeking an Administrative Officer for the Consulting Suites in Portland, VIC. This ongoing part-time role supports clinical scheduling, patient coordination and front-desk duties with a strong focus on accuracy and customer service.

The successful candidate will manage electronic health records and provide efficient administrative functions across the Consulting Suite. A friendly, proactive approach is essential.

Qualifications

• Administrative clerical experience required.
• High computer literacy with data entry skills.
• Ability to prioritise, multitask and stay organised.
• Customer-focused and professional communication.

Responsibilities

• Provide efficient, professional administrative support to the Consulting Suite and coordinate clinics and clinician schedules.
• Act as first point of contact for patients, families, visitors and clinicians.
• Maintain patient information in electronic health record systems (TRAK, Zedmed) ensuring data integrity.
• Manage appointments, reception, billing and general administrative tasks to support daily operations.

Skills

Administrative clerical

Data entry

Prioritisation

Customer service

Ownership

Software proficiency

Education

Cert III/IV Business Admin

Tools

TRAK EHR

Zedmed

Job description

ADMINISTRATION OFFICER - CONSULTING SUITES

Ongoing Part Time – 64 hours per fortnight

Available from 9 th November 2026

As an Administration clerk you are a vital member of the administrative support team. Tasks will include: provide efficient, professional and patient-focused administrative support to the Consulting Suite, ensuring the seamless coordination of specialist clinics, patient appointments, clinician schedules and associated administrative services; act as the first point of contact for patients, families, visitors and clinicians attending the Consulting Suite, delivering a welcoming, responsive and customer-focused experience; accurately maintain, access and update patient information using electronic health record systems, including TRAK and Zedmed, ensuring data integrity and timely documentation; and support the efficient day-to-day operation of the Consulting Suite through appointment management, reception services, correspondence, billing and general administrative functions.

About you:

• Demonstrated Administrative clerical experience
• Demonstrated high computer literacy with data entry skills
• Ability to determine priorities, multi-task and organise workload effectively and efficiently
• Striving for high customer satisfaction with a helpful and friendly attitude when interacting with internal and external stakeholders
• Taking ownership of your work, doing what is needed without being asked and following through when required.
• Ability to use a variety of computer software.
• Cert III or Cert IV in Business administration regarded favourably
• Medical Terminology certificate - desirable

Portland District Health (PDH) provides an integrated health service for the community. The hospital was established in 1856 on the current site and now provides a comprehensive range of services that include:

• Hospital based Medical and Surgical services, Medical Imaging (Radiology), Pharmacy and Pathology
• A 24/7 Urgent Care Centre for emergency treatment
• Residential aged care for 30 residents at Harbourside Lodge
• An extensive range of primary and community services for the local community

PDH delivers services from a single campus, employs around 470 staff with an FTE of approximately 290, and has an active volunteer workforce. The People and Culture Unit sits within the Corporate Services Directorate, with other Units including Finance, Building Services, Food Services, Environmental Services, Executive Support, Administration and Health Information.

Additional Benefits:

• Salary Packaging
• Ongoing training and professional development opportunities
• Social Club
• Free parking
• Portland Leisure & Aquatic Centre corporate rates
• Flexible working conditions
• Employee Assistance program
• Relocation assistance available – conditions apply

The Region – Glenelg Shire:

Appreciate the beautiful surroundings of the Glenelg Shire, trek the Great South West Walk, Bridgewater Bay’s rugged coastline, or explore Budj Bim (a World Heritage site) and Mount Richmond National Park.

Affordable coastal, rural and low density urban housing, a choice or private and public primary and secondary school makes Portland an ideal place to work, live and raise a family. To find out more about Portland visit the Glenelg Shire and I Am Portland websites.

Applications from employment agencies may be submitted, however, PDH will not accept liability for the agency costs and fees.

The successful applicant will be required to be eligible for and undergo the following:

• Police Record Check
• Current Victorian Working with Children's' check
• Current Immunisation status. This role must be meet the requirements of the Portland District Health Immunisation Policy.

Applications close: Tuesday 27th October 2026 at 12.00pm

Portland District Health encourage and welcome applications from First Nation People, people with disability, LGBTQIA+ people, people from culturally and linguistically diverse backgrounds and mature age people.

Portland District Health is a public hospital under the Health Services Act. Our role is to providequality, safe health services to people in the Glenelg Shire. To fulfil this role, Portland DistrictHealth offers a range of services, including; acute care through specialised medicine and surgery,urgent care, maternity services and limited children’s services. As an integrated Healthcareorganisation, Portland District Health provides a range of services in sub-acute and aged care,population health, primary and community care.