Administrative Assistant

St Vincent's Health Australia is looking for an Administrative Assistant to support the Cardiology Team at St Vincent's Hospital in Fitzroy, Melbourne. The position is casual and onsite, covering both The Heart Centre and the Cardiac Investigation Unit. It’s a good fit for someone who likes helping patients and families, keeps things organised, and can work across multiple clinics with a calm, capable approach.

This role sits inside a hospital environment that prioritises compassionate care and teamwork. Short-notice availability is required, and there is no weekend work for this casual position. The Heart Centre brings together cardiology clinics and diagnostic services, while the Cardiac Investigation Unit handles a full range of tests and procedures, so you’ll be part of a busy, patient-focused admin team supporting clinicians and patients alike.

A day at the Heart Centre desk

On a typical day, you’ll greet visitors at reception with a professional, caring demeanour and direct them as needed for appointments and inquiries. You’ll coordinate and schedule ambulatory tests, Cath Lab and TOE lists, and Pacemaker and DCR clinics, ensuring referrals from GPs, Registrars and Cardiologists are in place to keep bookings moving smoothly. You’ll also arrange consultations in the Heart Centre and CIU, aiming to keep cardiologists on time and ensuring follow-up appointments and investigations are scheduled. There may be other duties assigned by the Office Manager as part of the team’s day-to-day operations.

The role requires you to juggle multiple priorities and adapt as the clinic day unfolds, always with a focus on patient comfort and clear communication. You’ll be part of a tight-knit team that values service excellence and professional, respectful interactions with patients and colleagues alike.

What you’ll bring to the Cardiology admin hub

• One to three years of proven administrative experience in a medical setting or a similar environment
• A working knowledge of common office software, including Word, Excel and Outlook
• A current nationally coordinated criminal history check, or a willingness to obtain one
• A strong customer focus and the ability to adapt to change while managing competing priorities

Nice-to-haves

The team would value these additional attributes, though they aren’t required:

• Prior experience as a hospital or clinic receptionist or in another patient-facing admin role
• Experience coordinating appointments and referrals across more than one cardiology clinic or service
• Familiarity with the Cardiology environment or related administrative workflows

Compensation and practical details

Classifications for this position range from HS2 to HS21, equating to $35 - $38 per hour, plus a 25% casual loading fee. The role is casual and onsite in Fitzroy, with no weekend work and availability required on short notice.

The employer highlights a focus on wellbeing, including confidential employee counselling and access to Fitness Passport, along with salary packaging options and ongoing discounts through the Foundation. The Heart Centre is located near Melbourne’s CBD, offering easy access to cafes, public transport and carparks. The organisation emphasises a culture of continuous improvement and equality in providing opportunities for all backgrounds and abilities.

There is a vaccination policy in place; St Vincent’s Health Australia may require mandatory immunisations (including flu vaccinations) to meet health and safety obligations.

St Vincent’s Hospital Melbourne is described as a leading teaching, research and tertiary health service, guided by values of Compassion, Justice, Integrity and Excellence.

Advice for applicants

Lead with your healthcare admin experience up front on your resume, especially if you’ve worked in cardiology or similar clinical settings.

Back up your claim of proficiency with concrete examples showing your use of Word, Excel and Outlook, and how you managed scheduling for tests and clinics alongside referrals from GPs or doctors.

Be ready to describe a time you balanced shifting priorities and kept patients informed, with a focus on clear, courteous communication and timeliness.

Think of a smart question to ask at the end of your interview that shows you’re curious about the Cardiology admin workflow, for example how the team coordinates with GPs and Registrars to manage referrals and bookings.

How to apply

Please attach both your cover letter and resume to your application. Shortlisting for this position will commence immediately, and the advertisement may close early if a suitable applicant is sourced. The closing date is 17 November 2026 11:59pm. For inquiries or to apply, contact Tammy Carmody at [email protected].