Administration Officer (Theatre Bookings/Clerk)

Do you have great attention to detail? Are you efficient and adaptable? Then we want you!

Become part of a rapidly growing private hospital conveniently located in Melbourne’s Western Suburbs. 

Join our dynamic Patient Administration Services Team to undertake theatre bookings. 

About Us

Western Private Hospital, located in Footscray, is a 62-bed private acute hospital and is the longest serving private hospital in Melbourne’s west providing much needed services to the people in the expanding North West and Western regions of Melbourne and surrounding areas.

WPH’s facilities include four Operating Theatres, CSSD, Day Procedure Unit, Day Oncology Unit, Overnight Ward for CCU, HDU & Surgical patients, Cardiac Catheter Laboratory, Specialist Consulting Suites, PET Centre/Nuclear Medicine and supported by pathology, pharmacy, radiology and radiation therapy services.

About the Role

In the role of Administration Officer, your primary responsibility will be to deliver a comprehensive and customer-focused service within the Theatre Bookings/Clerk function – permanent part-time minimum 3 days across Monday to Friday + if interested, additional days available to cover leave and busy periods.

Duties and responsibilities will include (but are not limited to) –

• entering all surgical theatre bookings into WebPAS whilst working closely with clinical staff to ensure accuracy of the bookings to the Theatre Module to assist with planning;
• coordinating timely surgical lists; communicating with Surgeon’s rooms and their Practice Managers / Secretaries, Front Office Manager, Perioperative Services Manager, and the administration and pre-admissions teams;
• supporting the pre-admissions process through processing of patients prior to admission to hospital inc. registering patients into WebPAS and scheduling patient attendance, data entry of MBS item numbers performed and prosthesis used;
• general theatre reception, answering phone and assisting and supporting operating theatre clinical staff with indirect patient care and administrative tasks;
• building and maintaining strong working relationships with internal and external stakeholders to ensure successful and professional customer service.

About You / Selection Criteria

The successful applicants will possess the following –

• Previous Experience: working in a similar role (theatre bookings in a private hospital or doctors practice).
• Effective Communication and Interpersonal Skills: Your knack for communication will be a key asset.
• Proven Teamwork: You have demonstrated your ability to work both collaboratively as an effective team member in a fast paced dynamic environment.
• Strong Customer Service skills: Your commitment to exceptional customer service sets you apart.
• Timeliness, Accuracy & Attention to Detail: You can efficiently complete tasks within designated timeframes with high levels of accuracy and meticulous detail.
• IT Systems / Tech Savvy: High proficiency with MS Office suite and hospital patient administration systems.
• Organisational Skills: You exhibit efficient organisational skills; able to effectively prioritise and manage fluctuating workflows.
• Basic Medical Terminology Knowledge: Familiarity with medical terms adds value to your profile.
• Problem-Solving Aptitude: You display an effective ability to solve problems.

Desirable Qualities:

• Expanded Medical Terminology Knowledge: A deeper understanding is always an advantage, such as MBS item numbers and prosthesis.
• WebPAS System Familiarity: If you are acquainted with WebPAS, that’s a bonus!

Benefits of Working at WPH include:

• Diverse and inclusive workplace culture with supportive management
• Competitive rates with incremental salary increases as you gain experience + yearly EA increases
• No weekend or public holiday work + enjoy 2 weeks off during our Xmas/New Year close down period
• Close proximity to public transport, subsidised parking and easily accessible free on-street car parking
• Access to a range of health & well-being initiatives, staff discounts and benefits inc. access to confidential counselling services through our EAP for personal and professional support; discounts for physiotherapy/myotherapy/massage services & discounted rates for care in our hospital

Everyone who joins Western Private Hospital –

• Must provide a National Police Check conducted within the previous 6 months and evidence of Australian Residency / Full Working Rights such as Australian passport, birth certificate, citizenship or VEVO/Visa Grant Details (No Sponsorship available)
• Must have yearly Influenza vaccination (subject to reasonable exemptions per WPH policy) and provide proof of immunisation against, or immunity to, infectious diseases as required per the Health Services Act 1988 (Vic)

For more information about WPH please visit our website at www.westernprivatehospital.com.au

APPLICATIONS CLOSING DATE:  4th July 2026 (or earlier if position is filled)

Submit your application via ***********@westernprivate.com.au

All applications must include the following information so we can assess your suitability =>

your current CV / Resume and a covering letter (maximum of one page) detailing your reasons for applying for this position; and why your skills, experience and personal qualities make you the best person for the role.

WPH is committed to a diverse and inclusive workplace and to ensuring a safe environment for children and young people.  We encourage individuals of diverse backgrounds including but not limited to those from the Aboriginal and Torres Strait Islander, Culturally and Linguistically Diverse and LGBTQIA+ community and people with disability to apply.

NOTE:

Should suitable candidates be identified, shortlisting and interviews may commence prior to the advert closing so early applications are encouraged.

Due to high volume of applications, only successful applicants shortlisted for interviews will be contacted.

We will not accept unsolicited CVs from recruitment agencies/third parties and we will not be liable or responsible for any fees or costs associated with unsolicited CVs sent directly to line managers.