On-site | Permanent Part-Time | 3 days a week Are you highly organised? Prepare, deliver, & retrieve patient records Opportunity to provide high-quality experience for our patients & doctors Well-known & highly regarded private healthcare provider in Melbourne’s west 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. The facilities include four Operating Theatres, CSSD, Day Procedure Unit, Day Oncology Unit, Overnight Ward for Surgical, Cardiac & HDU patients, Cardiac Cath Lab, Specialist Consulting Suites, PET Centre and supported by pathology, pharmacy, radiology and radiation therapy services. About the Role Work alongside a professional and supportive administrative team and be responsible for efficiently preparing, delivering, and retrieving patient records to support patient care. This is an autonomous role in which you will provide support in various administrative functions, which will include but not limited to: The day-to-day administrative support functionality of the HIS Department The creation, storage, protection, provision and culling of patient medical records Retrieval and preparation of patient medical records for patient care purposes, ordering medical records from off-site storage, loose leaf and medical record filing Release of patient information in accordance with the Privacy Act 1988 (Cth) to authorised clinical personnel, internal & external, for continuity of patient care purposes Updating and maintenance of doctor and practice database Performing general department duties as required The position reports to the Health Information Services Manager. This is a permanent position – part of a job sharing arrangement working part-time 3 days a week predominantly on Monday, Tuesday and Thursday from 8.00am to 4.00pm. About You You will be a highly organised and process focused individual with previous experience in medical records or another clerical position within a healthcare setting. Critical to this role is high level of accuracy, attention to detail and efficient time management. You are able to handle the fast pace and multiple demands of this position by being able to prioritise tasks appropriately to meet timelines with a positive attitude and strong work ethic. You are able to work autonomously with minimal supervision. Selection Criteria Experience in a Medical Records / HIS Department (preferred) or similar hospital administration role Understanding of medical records management processes Previous experience in a private hospital setting is desirable Knowledge of medical terminology is desirable Excellent working knowledge of patient management systems (WebPAS preferred) & Microsoft Office Excellent interpersonal, communication and relationship management skills Exceptional attention to detail when handling patient data with high levels of accuracy Exceptional organisation, analytical and problem solving skills Demonstrated ability to work independently, flexibly and cooperatively as part of a team Willingness and ability to learn and complete new tasks and the flexibility to embrace changes Benefits of Working at WPH include: Fantastic people and inclusive workplace culture with supportive management No weekend or public holiday work enjoy 2 weeks off during our Xmas/New Year close down period Close proximity to public transport and subsidised 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 Requirements: 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) – NOTE: for this role immunisation requirements are Risk Category C (minimal patient contact) APPLICATIONS CLOSING DATE: 12th April 2026 (or earlier if position is filled) Interested? … then apply now – Submit your application via 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. For more information about WPH please visit our website at 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.
