Administrative Officer - Renal Medicine

Western Sydney Local Health District; Sydney; On-site; AUD 74,000 - 76,000; Full time

Benefits offered by this job

On-site childcare

Cafés on site

Public transport access

Staff well-being programs

Gym access

Green open spaces

Training and development

Fringe benefits: salary packaging, etc

Job summary

Western Sydney Local Health District (Westmead) seeks an Administration Officer to provide high-quality secretarial and administrative support to the Department of Renal Medicine. You will help clinicians and research teams manage competing priorities and deliver efficient services.

You will coordinate patient administration, manage clinic appointments and medical records, and assist with billing, travel and procurement.

Qualifications

• Experience with medical terminology and health-related administration.
• Proven secretarial and administrative support experience.
• High-level written and verbal communication skills.
• Ability to work independently as well as in a team.
• Strong organisational skills with the ability to prioritise and meet deadlines.
• Experience handling confidential information appropriately.

Responsibilities

• Coordinate patient administration, clinic appointments, medical records and referrals.
• Manage billing, Medicare and health fund claims and related purchasing.
• Support research activities, seminars, meetings and committee work; manage papers and videoconferencing.
• Keep rosters, room bookings, filing and correspondence up to date; provide relief across the department.
• Assist with departmental operations in a professional, patient‑focused environment.

Skills

Medical terminology

Secretarial support

Communication skills

Independence

Organisation skills

Confidentiality

MS Office

Data management

Tools

iPM

HPE document tracking

Oracle

LHD billing

Microsoft Office

Word

Excel

Job description

Western Sydney Local Health District – Westmead NSW

Make a meaningful impact supporting patient care and renal research.

Build your career in a collaborative, specialist healthcare team.

Apply your administration and medical typing skills at a world-renowned hospital

Support renal medicine, coordinate patient services and enable clinical teams to deliver outstanding care and research.

Employment Type: PermanentFull Time

Position Classification: Administration Officer Level 3

Remuneration: $73,915.11 - $76,218.80 per annum

Hours Per Week: 38

Location: Westmead

Where you'll be working

Join the Department of Renal Medicine at Westmead Hospital, part of Western Sydney Local Health District (WSLHD).

In this collaborative environment you'll be working alongside dedicated medical, administrative and research professionals in a specialist department committed to patient care, clinical excellence and research.

Working closely with the Clinical Development Manager and existing administrative team, you'll play an important role in keeping departmental operations organised, responsive and running smoothly.

You’ll be required to

• Collaborate with clinicians, clinical trials coordinators, data managers and transplantation coordinators.
• Build positive working relationships with colleagues and stakeholders across the department.
• Contribute to a professional, patient-focused environment where teamwork and reliability matter.
• Support the coordination of clinical services, research activities and departmental meetings.

On site we have

• On-site childcare, cafés, access to an abundant public transport network.
• Staff well‑being programs, gym access, and green open spaces.
• Ongoing training and development in a research‑led setting.
• Stable Public Sector role – fringe benefits such as: salary packaging, meal and entertainment, family fitness passport!

What you’ll be doing

You’ll be providing high-quality secretarial and administrative support to the Department of Renal Medicine, helping clinicians and research teams manage competing priorities and deliver efficient services.

Your key responsibilities will also involve

• Coordinating patient administration, managing clinic appointments, medical records, referrals and patient results, while responding to telephone enquiries with professionalism and care.
• Delivering accurate medical administration, Preparing patient correspondence, annual reviews and clinical documentation, maintaining electronic clinical records and supportive general secretarial duties.
• Managing billing and departmental resources, Processing Medicare, health fund and electronic claims, coordinating purchasing and stationery supplies, and assisting with travel and accommodation arrangements.
• Supporting research and collaboration, coordinating research seminars, meetings and committee activities, including agendas, minutes, meeting papers and videoconferencing facilities. Maintaining departmental research publications using EndNote.
• Keeping daily operations on track, managing rosters, room bookings, filing and correspondence, coordinating equipment servicing and providing administrative relief across the department when required.

Selection Criteria

• Demonstrated experience or qualification in medical terminology.
• Demonstrated experience in providing secretarial and administrative support.
• Demonstrated high-level written and verbal communication skills.
• Demonstrated ability to work independently as well as part of a team.
• Proven high level organisational skills including the ability to problem solve, prioritise workload, multi-task and meet deadlines.
• Demonstrated ability to identify issues of relevance, sensitivity and confidentiality, and knowing when to escape matters of importance and/or urgency.
• Demonstrated experience in using iPM, HPE document tracking system, Oracle and the LHD billing applications. Demonstrated experience also in word processing, desktop publishing and database/spread sheet software, including Microsoft Office, Word and Excel.
• Demonstrated experience in working with multi-disciplinary teams preferably within a health setting.

Applications Close:12 November 2026

People with disabilities who meet the selection criteria are encouraged to apply; and where required, WSLHD will implement reasonable adjustment consistent with industry standard.

Whilst this position is open to all applicants, it is targeted for Aboriginal and / or Torres Strait Islander people. Exemption is claimed under Section 21 of the Anti-Discrimination Act 1977, NSW. Aboriginal and / or Torres Strait Islander people are encouraged to apply and greater consideration will be given to suitable Aboriginal / Torres Strait Islander applicants, in order to improve access to employment and career opportunities. If applying as an Australian Aboriginal/Torres Strait Islander, then please include some information about your Aboriginal Australian / Torres Strait Islander identity in the cover letter of your application. If offered an interview, you can expand on this information at the interview itself in response to questions from an Aboriginal panel member.

Stepping Up aims to assist Aboriginal job applicants by providing information about applying for roles in NSW Health organisations. For more information, please visit: https://www.steppingup.health.nsw.gov.au/ Aboriginal and/or Torres Strait Islander people are encouraged to apply.

Westmead hospital car parking allocation model is changing. There is a waitlist for parking for new staff commencing at Westmead Hospital. This does not apply for staff with disability.

Please note: To be eligible for permanent appointment you must hold current Australian work rights (I.E Australian citizen, permanent resident or NZ citizen with a current passport)