Job Description:

• Permanent, Full Time

• Excellent benefits including salary packaging

• Fitzroy location

About the Role
The purpose of the Receptionist/Secretary to the Deputy Director of Gastroenterology is to provide a high level of reception duties and administrative support to the Gastroenterology and Endocrinology and Diabetes Departments within the policies, procedures and values of the organization.

Classifications for this position will range from HS2 - HS21 ($66,768 - $75,935 per annum).

Your Contribution

• Previous health industry experience (desirable)

• Comprehensive administrative and customer service experience

• Excellent communication and interpersonal skills

• Medical terminology and medical audio typing experience

• Competent computer skills including the use of Microsoft Office (Word, Excel), Outlook

• Ability to multitask

• Ability to be self directed, motivated and work as part of a team

• Proven ability to work under pressure, prioritise workload and meet deadlines

• Ability to handle difficult situations and remain professional at all times

• Certificate IV in Business Administration or equivalent

• Current National criminal history check, or willing to obtain

What we offer

• Staff Health Centre

• CBD Location, close to Public Transport and close to lots of car parks

• Discounts and Promotions always available through our Foundation

• Career development & advancement encouraged

• Culture of continuous improvement

About the Gastroenterology Department

The Gastroenterology Department provides comprehensive clinical care, and undertakes research in all fields of gastroenterology with a particular interest in chronic viral hepatitis, inflammatory bowel disease, therapeutic endoscopy, oesophageal disorders and functional gut disorders.

Working at St Vincent’s
St Vincent’s Hospital Melbourne (SVHM) is a leading teaching, research and tertiary health service. SVHM provides a diverse range of adult clinical services and is driven by values of Compassion, Justice, Integrity and Excellence.

Application
Please attach your resume and cover letter to your application.

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.

We encourage applications from people of all backgrounds and abilities. Inclusion is essential to our mission and diversity reflects the community we serve.

Please visit our website, for further information regarding our Aboriginal and Torres Strait Islander Employment at SVHM.

SVHA has a duty of care under work health and safety legislation to eliminate and/or control the risk of transmission of vaccine preventable diseases in healthcare settings. You may therefore be required to undergo mandatory immunisations/vaccinations (including flu vaccinations).

This position is subject to a Victorian government direction regarding vaccination against COVID-19. Successful applicants must meet these vaccination requirements. Please contact us if you would like to know more.

St Vincent’s Gastroenterology Department and Endocrinology & Diabetes Department both comprise a multidisciplinary team of Specialists, Nurse Consultants and Allied Health professionals who bring expertise and excellent, compassionate care to our patients. Gastroenterology and Endocrinology & Diabetes manage care across inpatient wards, specialist clinics, procedure lists, community outreach, and research.  Teamwork is highly regarded and encouraged within both departments, and great importance is placed on working in line with St Vincent’s Mission and Values.

To provide comprehensive administrative support and perform reception duties, whilst maintaining high standards of accuracy and professionalism as the first point of contact for the Gastroenterology Department and Endocrinology & Diabetes Department.

• Greeting and assisting visitors to Gastroenterology and Endocrinology & Diabetes Departments in a professional manner, and provision of administrative support Directors of Gastroenterology and Endocrinology & Diabetes Departments in the absence of their respective PAs;
• Providing efficient administrative support to department clinical staff
• Ensuring reception, the waiting area and department meeting room are well maintained and kept tidy;
• The delivery, collection and distribution of mail on a daily basis, management of department email inboxes and distribution of facsimile documentation received;
• Maintenance of patient records and documents, whilst maintaining confidentiality and security of sensitive information at all times;
• Managing referrals and bookings for department-based clinical services (e.g. Oesophageal manometry clinic, Fibroscan), distribution of reports and accurate billing in line with St Vincent’s policies and procedures;
• Maintenance of the Gastroenterology Department web pages on SVHM website;
• Medical audio typing for the Director of Endocrinology and Diabetes as required;
• Managing the upkeep and maintenance of department equipment, and arranging repairs as needed;
• Maintainance of stock levels of department consummables.

General

• Perform the duties of the position to  the best of their ability and to a standard acceptable to SVHM
• Comply with all SVHM policies, procedures, by laws and directions
• Comply with all SVHM requirements, policies, procedures and directions
• Treat others with respect and always behave professionally and in accordance with the SVHM Code of Conduct
• Only access confidential information held by SVHM when this is necessary for business purposes, maintaining the confidentiality of that information once accessed
• Participate in the annual  SVHM performance review process
• Display adaptability and flexibility to meet the changing operational needs of the business
• Comply with applicable Enterprise Bargaining Agreement provisions
• Display a willingness to develop self and seek to improve performance
• Maintain skills and knowledge necessary to safely and skilfully undertake duties
• Take personal responsibility for the quality and safety of work performed
• Recognise the relationship between clinical and non-clinical functions in the achievement of optimal safety and quality care
• Take all necessary care and precautions in the performance of duties
• Participate in risk management and continuous quality improvement activities as part of day-to-day work

Health and Safety

• Attend general hospital orientation within 3 months of commencement
• Protect the health and safety of self and others, complying with all health and safety related policies, procedures and directions
• Report incidents and accidents and collaborate with management to resolve safety issues

• Complete required Fire and Emergency Training annually

• Complete required Workplace Culture and Equity Training annually
• As required, comply with fit-testing and PPE requirements
• Participate in reporting and analysis of safety and quality data including risks or hazards,
• Report any hazards, near misses and incidents (regardless of whether an injury occurred or not) into Riskman
• Identify and report any variance to expected standard and minimising the risk of adverse outcomes

The incumbent of this position will be expected to possess the following core capabilities:

Capability

Demonstrated behaviour

Personal

Personal effectiveness

Operates within policies and regulations in line with the mission and values

Learning Agility

Is open to learning new skills and ideas and applies these in the workplace

Outcomes

Patient/Resident/client centred

Responds to patients as individuals while delivering care according to prescribed guidelines

Innovation and Improvement

Solves immediate problems on own tasks and is open to change

Strategy

Driving Results 

Completes allocated tasks to prescribed standards and timeframes

Organisational Acumen

Understands role of own department and related departments

People

Working with and Managing others

Modifies own behaviour and work style to be most effective

Collaboration

Cooperates with team members to deliver team goals

Certificate IV in Business Administration, or minimum two years’ equivalent experience

•Previous experience in a reception or customer service role

•Experience in the use of Microsoft 365 suite

•Have experience in working with a wider variety of stakeholders, internal and external to the direct working environment

Previous experience in the healthcare industry is highly valued

SVHM Employee Health Screening and Immunisation Policy outlines the requirements for staff working in SVHM facilities.

Table 1: Vaccine Preventable Diseases for which vaccination and/or assessment is required within SVHM

Chicken pox (varicella)

Hepatitis B

Measles

Mumps

Rubella

Whooping cough (pertussis)

Diphtheria

Tetanus

Influenza

Tuberculosis

COVID-19

NOTE: Vaccination requirements may differ according to individual jurisdictional requirements and policy directives and where there is a conflict the higher directive will apply. 

SVHM has grouped individuals according to their risk of transmitting vaccine preventable diseases and their risk of exposure to blood or body substances (Table 2).

Table 2: Health Care Worker Risk Categorisation

Risk Category

Description

Vaccination requirement

Category B

Vaccination is recommended for this category of HCW. This includes individuals who do not work with the risk of exposure to blood or body substances, their normal work location is not in a clinical area (e.g. chef, administrative staff) and only attends the clinical area for short periods of time. Essentially, these individuals have no greater level of risk than that of the general community.

Recommended

Prior to any person being appointed to this position it will be required that they disclose full details of any pre-existing injuries or disease that might be affected by employment in this position.

National Police Check:

I understand that it is a condition of my employment to provide SVHM with a current National Police Certificate PRIOR TO COMMENCING WORK and this is at my own cost.

I understand that regardless of the frequency, if I am working and or visiting in a designated ‘high risk area’ of SVHM (as defined in the SVHA Pre-employment/Appointment Safety Checks Policy) I will be subject to periodic Police Checks every three years at my own cost.

Closing Date:

15 November 2025 11:59pm

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