Administration Officer - Medical Services

Join our Medical Services team as an Administration Officer and play a vital role in supporting the effective coordination and administration of our medical workforce.

This is a busy and varied role responsible for coordinating medical officer rostering, managing day-to-day roster changes and supporting the operational requirements of the Medical Services Department. You will work closely with doctors, managers, education staff and key stakeholders to ensure workforce requirements are effectively coordinated, and administrative processes are completed accurately and efficiently.

You will provide high-level administrative support across areas including rostering, workforce coordination, recruitment, payroll, leave administration, orientation and medical education activities. This is an excellent opportunity for an experienced administrator with strong organisational and workforce coordination skills who thrives in a fast-paced healthcare environment.

About You

You are a highly organised, proactive and detail-oriented administration professional with extensive experience in a senior administrative role. You are confident coordinating rosters, managing competing priorities and responding to changing workforce requirements in a busy environment.

You have excellent communication and interpersonal skills and can build positive relationships with medical staff, managers and other stakeholders. You are solutions-focused, able to work independently and use initiative, while also contributing effectively to a collaborative team environment.

Key Responsibilities

• Coordinate medical officer rosters and manage day-to-day roster changes.
• Monitor and respond to unplanned leave, shift vacancies and workforce allocation gaps.
• Coordinate administrative processes for doctors in training, including recruitment administration, orientation, leave and medical education activities.
• Maintain accurate workforce, leave, payroll, education and compliance records.
• Support payroll processes through electronic rostering and workforce systems, including timesheets, leave and shift changes.
• Liaise professionally with medical staff, managers, education staff and other stakeholders regarding rostering and workforce matters.
• Respond to enquiries in a timely, professional and customer-focused manner.
• Provide high-level administrative support to the Medical Services Manager and relevant medical education and clinical training staff.
• Assist with education and training-related administration and coordination.
• Manage meetings, records, documentation and correspondence with a high level of accuracy and confidentiality.
• Contribute to workforce reporting, data management and continuous improvement activities.
• Utilise Microsoft Office and relevant workforce systems to support efficient administrative practices.
• Identify opportunities to improve processes and contribute to quality improvement initiatives.
• Undertake other duties as required to support the effective operation of the Medical Services Department.

You Will Also Bring

Essential

• Extensive experience in a senior administration or secretarial role.
• Demonstrated experience in workforce coordination and rostering.
• Previous experience managing rosters, shift allocations, leave, timesheets or other workforce requirements.
• Experience responding to staffing shortfalls, shift changes and operational workforce requirements.
• Experience using electronic rostering and payroll systems such as WorkPlan, MyTime, Kronos or similar.
• Strong organisational and time management skills, with the ability to multitask and meet deadlines.
• Excellent written and verbal communication skills.
• Strong negotiation, stakeholder management and conflict resolution skills.
• Excellent customer service skills and a professional approach when dealing with medical staff and other stakeholders.
• Demonstrated ability to work independently, use initiative and contribute effectively to a team.
• Exceptional attention to detail and accuracy.
• Advanced Microsoft Office skills, particularly Excel, Word, Outlook and Teams.
• Strong understanding of confidentiality and privacy requirements.
• Commitment to continuous improvement and delivering high-quality outcomes.

Desirable

• Tertiary qualifications in Health Administration, Business, Human Resources or a related discipline.
• Previous experience working within a healthcare environment.
• Experience working within a Medical Workforce or Medical Education Unit.
• Experience with recruitment and HR systems such as SmartRecruiters and Workday.
• Experience with Meditech or similar healthcare information systems.
• Knowledge of contemporary workforce and human resource practices.
• Experience using AI tools to improve administrative efficiency and business processes.

What’s in it for You:

At Ramsay, we care for our people by offering benefits that truly support your career, wellbeing and lifestyle, including:

• Grow your career with recognition programs, employee referral bonuses, scholarships, free access to LinkedIn Learning and the Ramsay Leadership Academy
• Save more every day with Ramsay Rewards, giving you exclusive deals at 100+ retailers, restaurants, travel providers and more
• Enjoy peace of mind with lower hospital cover costs and higher extras limits on services like General and Major Dental, plus pharmacy and allied health discounts
• Find balance through flexible rostering options, flexible leave and access to free, confidential counselling and wellbeing support 24/7
• Increase your take-home pay through salary packaging and novated leasing, plus discounts on leisure travel, gyms and lifestyle services.

Why Join Ramsay:

At Ramsay Health Care, “people caring for people” is at the heart of everything we do. We are:

• Australia’s largest private hospital operator, with over 74 sites and 35,000 staff
• A values-led workplace where you’ll be supported personally and professionally
• A place with flexible, permanent and career-growth opportunities nationwide.