Bookings Officer - HC - Practice Support

Advara HeartCare; Adelaide; On-site; AUD 60,000 - 80,000; Full time

Benefits offered by this job

Flexible working

Parental leave up to 12 weeks

Career development

Fitness Passport access

Job summary

Advara HeartCare is seeking an organized and detail-focused administrator to join our Procedure Bookings Team. You will coordinate cardiac procedures, liaise with doctors, hospitals, patients and internal stakeholders to ensure bookings and workflows run smoothly.

In this role you will prepare theatre lists, coordinate anaesthetist requirements, respond to inquiries, and maintain accurate records in HealthTrack. A patient-centred approach and confidentiality are essential.

Qualifications

• Strong administrative experience, ideally within healthcare or high-volume bookings.
• Experience with HealthTrack or similar medical practice management systems.
• Excellent organisational skills and the ability to manage competing priorities.
• Strong attention to detail and proactive problem-solving.
• Outstanding written and verbal communication.
• Ability to travel between Advara HeartCare sites.

Responsibilities

• Coordinate and book a wide range of procedures performed by Advara HeartCare doctors.
• Manage Electrophysiology (EP) procedure bookings.
• Answer incoming calls from the bookings queue and respond promptly.
• Prepare theatre lists and coordinate anaesthetist requirements.
• Act as a primary contact for procedural cardiologists and referring clinicians.
• Respond to emails and correspondence in a timely and professional manner.
• Serve as a primary contact for hospitals and external healthcare providers.
• Collaborate with internal teams to ensure efficient patient and procedural workflows.
• Liaise with external stakeholders to maintain effective communication and coordination.
• Respond to booking and procedure-related inquiries from internal staff members.
• Maintain accurate records within HealthTrack and other relevant systems.
• Use Microsoft Word and Excel confidently to prepare and manage documentation.
• Demonstrate empathy, professionalism and confidentiality in patient interactions.
• Support Multidisciplinary Team (MDT) meetings and documentation.
• Work flexibly across multiple Advara HeartCare sites as required.

Skills

Administrative experience

Organisational skills

Communication skills

Microsoft Word & Excel

Healthcare experience

Team coordination

Tools

HealthTrack

Job description

Want to Move Australia's Heart Health Forward?

Our team is our impact. Our people are our future. Join something special at Advara HeartCare.

Our Best Starts with You

Want to help move Australia's heart health forward? Our team is our impact and our future. Join something special at Advara HeartCare.

For more than 20 years, our Australian-owned business has developed a proud reputation based on quality outcomes and patient care. We're the largest cardiology provider in Australia, with more than 90 centres and 100 doctors, and a network performing thousands of cardiac procedures every year.

Now, we're shaping a future where world-class care is the standard of care. That means building a workplace where the people behind the scenes are just as valued as those on the front line.

We have an exciting opportunity for an organised and detail‑focused administrator to join our Procedure Bookings Team.

Your Impact, With Us

This role plays a vital part in coordinating cardiac procedures and supporting the smooth operation of our cardiology services. Working as part of a well-established team, you will liaise with doctors, hospitals, patients and internal stakeholders to ensure bookings and procedural workflows are managed efficiently and professionally.

You’ll make a meaningful impact by:

• Coordinating and booking a wide range of procedures performed by Advara HeartCare doctors.
• Managing Electrophysiology (EP) procedure bookings.
• Answering incoming calls from the bookings queue and responding to enquiries promptly.
• Preparing theatre lists and coordinating anaesthetist requirements.
• Acting as a key point of contact for procedural cardiologists and referring clinicians.
• Responding to emails and correspondence in a timely and professional manner.
• Serving as a primary contact for hospitals and external healthcare providers.
• Collaborating closely with internal teams to ensure efficient patient and procedural workflows.
• Liaising with external stakeholders to maintain effective communication and coordination.
• Responding to booking and procedure-related enquiries from internal staff members.
• Maintaining accurate records within HealthTrack and other relevant systems.
• Using Microsoft Word and Excel confidently to prepare and manage documentation.
• Demonstrating empathy, professionalism and consideration in all patient interactions.
• Supporting Multidisciplinary Team (MDT) meetings and the preparation of associated documentation.
• Working flexibly across multiple Advara HeartCare sites as required.

What You’ll Bring

To succeed in this role, you will have:

• Strong administrative experience, ideally within healthcare, specialist consulting or a high-volume bookings environment.
• Experience with, or a willingness to quickly learn, HealthTrack or similar medical practice management systems.
• Excellent organisational skills and the ability to manage competing priorities in a fast-paced environment.
• Strong attention to detail and a proactive approach to problem-solving.
• Outstanding written and verbal communication skills.
• The ability to build positive relationships with doctors, hospitals, patients and colleagues.
• A genuine commitment to patient care, empathy and confidentiality.
• Proficiency in Microsoft Office applications, particularly Word and Excel.
• The ability to travel between Advara HeartCare sites as required.

What Will Set You Apart

We're looking for someone who is:

• Positive, adaptable and committed to delivering exceptional service.
• Eager to learn and develop new skills.
• Collaborative and supportive, with a willingness to contribute to team success.
• Passionate about making a genuine difference in patients' lives every day.
• Calm and organised when managing multiple priorities and deadlines.

Why Join Advara HeartCare?

We're a values-driven organisation where every person matters, especially those working behind the scenes to keep our services running.

Here’s what you’ll enjoy:

• Your impact, with us. Play a genuine role in the smooth running of Australia's largest cardiology network.
• Your growth, with us. Learn new systems and skills and build a career pathway within a fast-growing healthcare organisation.
• Your voice, with us. Join a well-established, supportive team where your contribution is recognised and heard.

Employee Benefits

In addition to meaningful work and a supportive team environment, you’ll enjoy:

• Working with one of Australia's leading providers of cardiac diagnostics and treatment.
• Flexible working arrangements to help you achieve work-life balance.
• The option to purchase additional annual leave.
• Up to 12 weeks of paid parental leave.
• A collaborative, connected and inclusive team culture.
• Ongoing career development opportunities within the cardiac healthcare industry.
• Access to clearly defined career pathways and opportunities for internal progression.
• Employee benefits program, including access to Fitness Passport and Flare Benefits Club.

Ready to Shape Our Future While Building Yours?

At Advara HeartCare, we’re building something important, and we’d love you to be part of it.

If you’re passionate about providing exceptional patient care and want to join an organisation making a real difference to Australia's heart health, we’d love to hear from you.