Job Description:

• Role title: Administration Officer

• Role type: Maximum term, full-time (12-month maternity leave cover)

• Role grade: Administration Officer Level 2, (Year 1-2)

• Department and location: Health Information Services, St Vincent’s Hospital, Darlinghurst

• Salary: $66,608.03 - $68,817.27 + super +salary packaging

Better and fairer care.  Always.

We are St Vincent’s Health Australia, Australia’s largest not-for-profit provider of health and aged care services. 

Founded by The Sisters of Charity in 1857, our +30,000 healthcare superheroes operate public and private hospitals, residential aged care, community and virtual care, and outreach programs. 

About the role

• Support clinical teams by managing correspondence and transcription workflows through the iMedX application

• Respond promptly and professionally to enquiries from clinicians and GP clinics via phone and email

• Ensure accurate printing, distribution, and faxing of patient letters to nominated GPs, hospitals, and patients

• Maintain up-to-date patient and GP clinic records, including managing fail faxes and address book updates

• Retrieve, scan, file, and quality-check medical records in line with SMR and departmental standards

About you

• Previous clerical or administrative experience, ideally within a healthcare setting

• Strong attention to detail with the ability to work flexibly and accurately

• Excellent communication skills, including professional phone manners and customer service focus

• Proven ability to manage competing priorities and work efficiently in a fast-paced environment

• Experience scanning medical records, with data entry or record processing skills highly regarded

Why work at St Vincent’s?

• Join us on our mission to provide care to all, including the most at-risk people in our community

• Discounted access to many gyms for you and your family with Fitness Passport

• Access to discounted private health insurance with Medibank

• Access to a government salary sacrifice program.  Make a proportion of your salary tax-free

• Committed to financial support for educational development, scholarship programs, paid study leave

About the hospital

In this role you will be based at St Vincent’s hospital, Darlinghurst.

• A busy inner-city hospital in a beautiful location

• Surrounded by great cafes, galleries and theatres, parks, nightlife, and nearby glorious beaches

• A place of expert clinical care for at-risk people

• Closely partnered with universities & affiliated research institutes, many of which are located on-campus

• Centres of excellence include heart & lung transplantation, bone marrow transplantation, cardiology, cancer care, AIDS/HIV, respiratory medicine, mental health, homeless health, drug & alcohol services, and correctional health 

Sponsorship / work rights for Australia

Please note, visa sponsorship is not available for this position. For this role you must be an Australian or New Zealand citizen or have an Australia visa that grants you the work rights necessary for the role.

Pre-employment checks

Your employment is conditional upon the completion of all role-required pre-employment checks, including relevant immunisations.

Equal opportunity

We celebrate diversity & inclusion and are committed to equal employment opportunity for everyone.

How to apply

The closing date for applications is 02 March 2026

Please submit your resume and a brief cover letter highlighting how your interest, skills, and experience align with each of the things listed in the About You section of this job advert. 

Shortlisting for this position will commence immediately. We encourage you to apply promptly as the advertisement may close early should a suitable applicant be sourced.

Respectfully, this role is not open to recruitment agencies.

• Liaise with clinical staff to support access to and use of the iMedX Transcription application.
• Respond to enquiries from clinical staff and GP clinics via phone and email in a timely and professional manner.
• Print correspondence using the iMedX Transcription application and ensure accurate distribution to GP clinics, hospitals, and patients.
• Ensure patient and GP clinic details are accurate and correcting missing or inaccurate information when needed.
• Manage the fail fax folder, ensuring faxes are reviewed and re-sent to the correct recipients.
• Update GP clinic details in the associated address book as required.
• Monitor the Diabetes letter inbox and ensure letters are faxed to the nominated GP.
• Retrieve and track medical records requested for internal research studies.
• Liaise with Social Work to support their meetings, ensuring records required are retrieve and tracked.
• File medical records and loose-leaf documentation daily in accordance with allocated set numbers.
• Prepare and scan patient records into the Scanned Medical Record (SMR) system as required.
• Complete quality assurance checks to ensure scanned records are accurate and complete.
• Provide administrative support to other areas of the department as required.

Reconciliation Action Plan:

At St Vincent's we acknowledge the importance of creating a work environment that is welcoming, safe, equitable and inclusive for Aboriginal and/or Torres Strait Islander Employees. As part of our Commitment to Reconciliation and Closing the Gap in employment related outcomes, we encourage applications from Aboriginal and Torres Strait Islander Peoples.

For further information, visit https://www.svha.org.au/about-us/reconciliation or get in contact at [email protected]

View Reconciliation Action Plan

Code of Conduct:

View Code of Conduct