Administration Assistants

ABOUT THE ROLE

As an Administration Assistant at The Bays Healthcare Group, you are the first point of contact and a vital part of the patient experience. Your role goes beyond administrative support – you create a welcoming, calm and compassionate environment for every patient, visitor and staff member. With professionalism and empathy, you help each person feel supported from the moment they arrive and throughout their journey.

To support the needs of our patients and teams, this role requires flexibility to work a range of shifts, including early mornings (from 6:30am), evenings (until 6:00pm), and occasional weekend shifts (8:00am–4:00pm).

KEY RESPONSIBILITIES

• Provide professional and warm reception to patients, visitors and staff.

• Operate the main hospital switchboard and direct enquiries promptly and professionally

• Coordinate patient admissions and discharges, including eligibility checks and preparation of medical records

• Accurately input and maintain patient information in the Patient Management System (ePAS)

• Confirm admission details and out-of-pocket expenses with patients prior to arrival

• Support the preparation of patient documents, clinical pathways, and discharge summaries

• Liaise with relevant departments to ensure timely updates on patient bookings and records

• Maintain a clean, organised, and safe administrative workspace

• Compile data for audits and key performance indicators (KPIs)

ABOUT YOU:

The successful candidate will demonstrate the following skills and attributes:

• Strong interpersonal and communication skills, with a professional, calm and empathic approach.

• Highly organised and detail-oriented, with the ability to multitask and prioritise.

• Strong administrative skills and a high level of proficiency with systems and technology

• A collaborative team player who works well with both Clinical and Non-Clinical colleagues.

• Demonstrates alignment with The Bays Healthcare Group’s I-CARE values – Integrity, Compassion, Accountability, Respect and Excellence.

ABOUT US

The Bays Healthcare Group is a not-for-profit, community-owned organisation that operates The Bays Hospital in Mornington, a Dialysis Unit in Hastings and the new Cancer Care Centre on Main Street.

We have served the Mornington Peninsula community for almost 90 years and have a reputation for providing exceptional, personalised and innovative healthcare.

We align ourselves with our ICARE values of integrity, compassion, accountability, respect and excellence, and our patients are at the heart of everything we do and every decision we make.

THE BAYS BENEFITS

In addition to working for a local employer who can offer secure and flexible employment, The Bays has excellent benefits for employees including

• Be a part of a welcoming, supportive and friendly environment.

• Access not-for-profit salary packaging through Smart Salary, allowing you to use up to $18,550 of your annual salary for eligible expenses before tax. This can reduce the tax you pay and increase your take-home pay.

• Enjoy free on-site parking.

• Access a wide range of confidential support services to assist with health, financial matters, career guidance and overall wellbeing through our Employee Assistance Program.

• Complimentary influenza vaccinations offered annually to ensure you’re protected.

• Be rewarded $1000 for recommending a friend to join our team (conditions apply).

• Stay active with Fitness Passport – a great program that allows you access to local gyms, recreation centres and pools at a heavily discounted rate.

PRE-EMPLOYMENT REQUIREMENTS

• Satisfactory National Police Check

• Working with Children Check (Employee)

• Vaccination Status and compliance with the requirements as outlines in The Bays Healthcare Group’s Staff Health Policy

• Full working rights in Australia

HOW TO APPLY

To apply please submit a cover letter and current resume via SEEK or for enquiries please contact [email protected].

You can view the position description on our website and only shortlisted candidates will be contacted.  Please note that applications will be considered upon receipt and that interviews may commence prior to the closing date.

Please note current and satisfactory police check is required prior to commencement.  This role must meet the requirements of The Bays Staff Health policy.

The Bays Healthcare Group is unable to provide sponsorship and all candidates must have full working rights in Australia.

The Bays values diversity and strongly encourages applications from Aboriginal and Torres Strait Islander peoples and individuals with disabilities.

We are dedicated to providing a safe environment for all children and vulnerable individuals in our care, and we proactively implement measures to protect them from abuse.