Administration Assistant - Rehab at Home and Hearts at Home Programs

Job Description:

• Support a nationally recognised virtual healthcare service, playing a pivotal role in coordinating patient care and enabling innovative Rehab at Home and Hearts at Home programs across Australia.

• Join a purpose-driven team transforming healthcare delivery, where your work directly supports clinicians, enhances the patient experience, and helps deliver high-quality care in people's homes.

• Grow your career with one of Australia's leading not-for-profit health organisations, offering ongoing professional development, salary packaging, and the opportunity to contribute to the future of digitally enabled healthcare.

St Vincent's is a national leader in compassionate, innovative healthcare. Our Care at Home division provides national oversight and strategic leadership for virtual and home-based care services across St Vincent's Health Australia, including our Rehab at Home and Hearts at Home programs. As a digitally driven, innovation-focused division, we are committed to delivering equitable, connected care through human-centred design and agile service models.

To support this work, we are seeking an Administration Assistant to support the daily operations of our national Rehab at Home and Hearts at Home programs.

This role plays a key part in referral coordination, eligibility screening, client engagement and onboarding, appointment scheduling, administrative oversight of our digital care platform, and billing and invoice coordination.

The Opportunity

Working closely with the Care at Home leadership team, clinicians, subcontracted care providers and clients, you will help ensure the smooth day-to-day running of our national programs – allowing our healthcare professionals to focus on delivering patient care.

You will bring sound organisational skills, strong attention to detail and the ability to handle sensitive information with discretion, contributing to a culture of continuous improvement across a growing national service.

This is a full-time opportunity (38 hours per week), based at St Vincent's Hospital on the Park, Melbourne.

What You'll Do

• Receive and process referrals ready for triage, admission and discharge of patients within the patient administration system and associated document management

• Manage the administration of the Care at Home digital care platform to ensure accurate data entry, client registration and support, and adherence to standard operating procedures

• Support clients through the onboarding process and while engaged in the program to access and use the digital care platform, including technical troubleshooting as required

• Manage appointment scheduling in accordance with internal business rules to ensure workforce resources are optimally utilised

• Manage subcontracted care bookings as directed by clinical team members, including management of clinical documentation from subcontracted care providers

• Support the management of billing and invoice coordination

• Develop and maintain standard operating procedure guidelines for all administrative tasks

• Assist with data collation for invoice preparation, service monitoring and evaluation

• Participate and contribute to the Daily Management System of relevant clinical areas

• Participate in quality and continuous improvement initiatives, team processes and service development activities

• Assist with other administration duties as required across the various Care at Home programs, at the discretion of Care at Home management

About You

You are an organised and detail-oriented administration professional who enjoys working autonomously as part of a large team, and who takes pride in supporting exceptional, compassionate patient care.

You bring a flexible, positive and proactive working style, sound judgement, and the ability to plan, prioritise and adapt your workload to meet deadlines.

Key Experience & Capability

• Knowledge, experience and ability to provide advanced level administrative support

• Proficiency in Outlook and Excel is essential

• Excellent verbal and written communication skills

• Experience working within a health care setting, including knowledge of general medical and healthcare terminology

• Experience using client record management systems and databases

• Experience with scheduling appointments and use of scheduling platform/s as a function of service coordination

• Demonstrated ability to work effectively and autonomously as part of a large team

• Self-motivated, organised and able to plan, prioritise and adapt workload to meet deadlines

• Demonstrated commitment to ongoing professional development and continuous improvement

Desirable

• Qualifications in medical terminology and/or administrative training at certificate/diploma level

• Experience in schedule coordination and use of scheduling platform/s

• Experience using a digital care platform and/or supporting virtually enabled care

Why St Vincent's?

• Be part of an innovative Care at Home model transforming healthcare delivery across Australia

• Play a meaningful role supporting national programs that bring care into patients' homes

• Join a purpose-driven organisation guided by the values of Compassion, Justice, Integrity and Excellence

• Partner with clinicians, operational teams and healthcare stakeholders in a collaborative environment

• Access employee benefits including salary packaging, discounted health insurance, retail and travel offers, accommodation savings and more

• Access ongoing learning, professional development and wellbeing initiatives to support your growth and success

Interested?

Please apply with your CV and cover letter.

Please note: Applications will be reviewed as they are received, and the role may close early if a suitable candidate is identified.

Equal Opportunity

At St Vincent's we celebrate diversity and are committed to creating an inclusive workplace where everyone feels valued, respected and empowered to contribute.

We welcome applications from people of all backgrounds, including Aboriginal and Torres Strait Islander peoples, people with disability, culturally and linguistically diverse communities, and members of the LGBTQIA+ community. We are committed to fostering a workforce that reflects the diversity of the communities we serve.

Closing Date:

9 August 2026 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