Job Description:

• 34.2 hours per week
• Excellent benefits including salary packaging
• Friendly and supportive team environment

About the Role

This position plays a key role in providing administrative support to the Hawthorn Clinic. You will work with both administrative and clinical staff to ensure effective and efficient administrative functions of the department. The administrative assistant plays a crucial role in ensuring and maintaining workflow across the site. As part of the role you will:

• Act as a front line contact for the Service and deliver exceptional customer service

• Maintain consumer information and complete data entry into mutliple systems

• Manage medical records and clinical documentation

• General office management and administrative tasks, including reception, managing mail, scheduling meetings and setting agendas.

The classification for this position will be YC89 ($72,269 per annum pro rata)

Your Contribution

• Well-developed interpersonal and communication skills
• Experience managing paper-based and electronic medical records

• Ability to determine workload priorities and meet deadlines

• Knowledge, experience and ability in the provision of reception functions

• Knowledge of confidentiality, privacy requirements, and handling of legal documentation

• A valid Nationally Coordinated Criminal History Check, or willing to obtain

What We Offer

• A focus on wellbeing initiatives, with regular events and programs
• Confidential, solutions-focused employee counselling
• A healthy work/life balance encouraged. Full time employment comes with a monthly Accrued Day Off (additional day off per month!)
• Ability to join Fitness Passport - Your pass to an extensive choice of fitness facilities
• Salary Packaging – Increase your take home pay!
• Discounts and Promotions always available through our Foundation
• Regular opportunities for professional development to assist you to reach your career goals
• Culture of continuous improvement

About St Vincent's Mental Health
St. Vincent’s Mental Health (SVMH) includes an adult area mental health service for the inner city areas of Yarra and Boroondara.  The adult mental health service components are: The Footbridge Community Care Unit (CCU), the 44 bed Acute Inpatient Service (AIS) located on the St. Vincent’s Hospital site, the North Fitzroy PARC and two community mental health services (CMHS) at Hawthorn and East Melbourne (Clarendon CMHS). Community mental health services comprise the Triage and Crisis assessment and Treatment (CAT) Service and the Primary Intervention Care Team (PICT) includes Extended Triage and HOPE (Suicide Prevention),   Continuing Care (CCT), Mobile Support and Treatment (MST) and Homeless Outreach (CHOPS) services.  A Consultation & Liaison Service is provided to the health service. NEXUS Dual Diagnosis Service and the Body Image and Eating Disorders Assessment and Treatment Service (BETRS) are regional services. Statewide services are the Victorian Dual Disability Service and the Victorian Transcultural Mental Health.

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).

St. Vincent’s Mental Health (SVMH) provides high-quality, recovery-oriented services across an adult area mental health service for the inner-city areas of Yarra and Boroondara.  The service utilises a strengths model of recovery, embedded across all parts of the mental health service. St Vincent’s is committed to the development of a strong peer support workforce. The adult mental health service components are: The Footbridge Community Care Unit (CCU), Acute Inpatient Service (AIS) located on the St. Vincent’s Hospital site, the North Fitzroy Prevention and Recovery Care service (PARC) and two community mental health services at Hawthorn and East Melbourne (Clarendon). Community mental health services comprise the Triage and Crisis assessment and Treatment (CAT) service, Continuing Care (CCT), Mobile Support and Treatment (MST) and Homeless Outreach (CHOPS) services.  The Primary Intervention and Care Team (PICT) include Primary Mental Health, Extended Triage and HOPE (Suicide Prevention), Supporting Tenants at Yarra Housing Project (STAY). A Consultation & Liaison Service is provided to the health service.

NEXUS Dual Diagnosis Service, the Body Image and Eating Disorders Assessment and Treatment and Recovery Service (BETRS) are regional services. State-wide services are the Victorian Dual Disability Service and Victorian Transcultural Mental Health. The Acute Inpatient Service includes 5 beds designated as the Koori State-wide Inpatient Service, linked to the Victorian Aboriginal Health Service.

Specialist Older Adult mental health services are located in Kew and include the Normanby House inpatient service, the community-based Aged Persons Assessment and Treatment service (APAT), and the Healthy Aging Service (HAS).

St Vincent’s Mental Health is committed the recruitment and retention of high-quality staff.  The service aims to support staff to maintain and develop their skills to support the provision of excellent clinical care and to meet their own personal and career goals.  SVMH has a strong education and research focus in addition to affiliations with a number of universities and educational institutions.  All SVMH clinical staff is expected to be familiar, and practice in a manner consistent with the National Practice Standards for the Mental Health Workforce.

We are recruiting to a 0.9 FTE Administration Assistant position within the Mental Health Administration Team. This position is based at Hawthorn Community Mental Health Clinic – 642 Burwood Road, Hawthorn East, and reports to the Clinic Manager and Administration Manager. Some flexibility may be required, including work across various sites and functions within the service.

All Administration Assistants contribute to the day-to-day non-clinical operations that support the delivery of coordinated, efficient, and high-quality mental health services across inpatient and community settings.

This role provides reception and administrative support to ensure the smooth functioning of clinical services in the community setting. Responsibilities include welcoming consumers and visitors, managing appointments, answering and directing telephone enquiries, entering time-sensitive clinical and legal information, and processing intake, discharges, and associated documentation. The role plays an important part in maintaining accurate service data and supporting clinicians in delivering care that is organised, responsive, and consumer-focused.

While this position is primarily based at the Hawthorn Clinic, you may be required to work across different sites within SVHM Mental Health Services to ensure seamless and effective service delivery.

As an integral member of the Mental Health Administration Team, the successful candidate will be responsible for delivering high-quality administrative support across a range of settings. Key duties and responsibilities include, but are not limited to:

Frontline Customer Service

• Deliver exceptional customer service at reception, both face-to-face and via telephone, to internal and external stakeholders
• Welcome and assist visitors at reception in a professional, courteous, and responsive manner
• Handle telephone enquiries promptly and efficiently, including transferring calls, taking messages and managing requests
• Verify consumer identity for every interaction (3-point ID check)
• Maintain the waiting room and reception area in a neat, tidy, and hazard-free condition
• Escalate client concerns to clinicians in a timely and appropriate manner

Consumer Information & Data Management

• Maintain accurate and timely entry of consumer and contact data into CMI, PAS, and other relevant systems
• Complete data validation of consumer and service data to ensure accuracy and integrity
• Support managers with reporting, data quality, and audit processes
• Identify and correct errors in patient data to maintain high standards of information accuracy

Medical Records Management

• Ensure clinical documentation are ready for scanning and facilitate transfer of records to Health Information Services daily
• Ensure all Mental Health legal paperwork is entered on CMI and sent for scanning to MRO
• Facilitate timely access to records for clinical use
• Manage any misplaced or misfiled medical records on MRO to ensure they are located and correctly filed
• Oversee consumer registration, appointment scheduling, and follow up on non-attendance to support service delivery and data accuracy

Administrative Support

• Manage incoming and outgoing mail, order stationery/forms, and maintain booking calendars and consumer lists
• Prepare contact sheets for medical staff
• Send out SMS reminders to consumers as required
• Record minutes for committee or team meetings as requested
• Attend meetings and communicate relevant information across sites
• Provide operational administrative support across services as required
• Assist clinical teams with administrative tasks, including designing posters, preparing program booklets and newsletters
• Assist in maintaining physical and digital “Knowing How We’re Doing” boards (KHWDB)
• Ensure contact data sheets are entered into CMI in a timely manner to support accurate reporting
• Manage distribution lists, SharePoint memberships, and contact lists

Team Collaboration & Professional Development

• Participate positively and flexibly within a team environment
• Support colleagues across multiple sites
• Engage in training, professional development, and performance review processes
• Contribute to the development and review of administrative policies and procedures

Compliance & Quality Assurance

• Ensure all activities comply with statutory requirements, privacy legislation, and confidentiality policies
• Identify and implement process improvements to enhance efficiency and service quality

Other Duties and Team Responsibilities

• Perform other administrative duties as requested by the Team Leaders, Administration Manager and Community Program Manager
• While each administrative role has a primary focus, staff are expected to work collaboratively as a team, providing mutual support and covering for colleagues during leave across SVHM Mental Health services
• Although individual staff may be allocated responsibility for a dedicated team/area, all members of the administrative team are expected to understand and maintain proficiency in the functions of other administrative roles to ensure seamless and consistent support across SVHM Mental Health services

Frontline Customer Service

• Experience providing professional reception and telephone support to internal and external stakeholders
• Ability to respond to enquiries promptly and escalate client concerns appropriately

Administrative and Data Management Skills

• Experience maintaining accurate consumer and service data in electronic systems
• Ability to support reporting and ensure data integrity

Medical Records Management

• Experience managing paper-based and electronic medical records
• Knowledge of confidentiality, privacy requirements, and handling of legal documentation

Operational and Clerical Support

• Ability to manage mail, booking calendars, contact lists, and other administrative tasks
• Experience supporting clinical teams, including preparing program materials and maintaining online resources

Compliance and Quality Awareness

• Understanding of privacy, statutory, and organizational policy requirements
• Ability to identify and contribute to process improvements

Teamwork and Collaboration

• Ability to work flexibly as part of a team across multiple sites and provide mutual support
• Willingness to learn other administrative functions to ensure seamless service delivery

Communication and Professional Skills

• Strong verbal and written communication skills, including minute-taking and correspondence
• Commitment to professional development and following organizational procedures

Organisation and Time Management

• Ability to manage multiple tasks efficiently and maintain attention to detail

Formal qualifications in Health Administration, Business Administration or a related field (such as a Certificate III or IV) are welcomed. However, we are most interested in finding someone with a positive, can-do attitude who is genuinely passionate about supporting our mental health team in an administrative capacity.

The ideal candidate will also bring:

• Previous experience in an administrative or customer service role, ideally within a health, mental health, or community service setting.
• Confidence using Microsoft Office applications (Word, Excel, Outlook) and the ability to quickly learn client information systems or electronic medical records software.
• Strong organisational skills and attention to detail, with the ability to manage competing priorities and work independently with minimal supervision.
• A basic understanding of privacy and confidentiality in a healthcare environment, or a willingness to develop this knowledge.
• A flexible and adaptable approach to work, including the ability to work across multiple sites and at short notice.

Closing Date:

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