Bookings Team Leader

Your role at St John of God Ballarat Hospital

We are seeking applications for a Bookings Team Leader to join our Main Theatre team on a permanent part-time basis.

In this role you will efficiently deliver a broad range of clerical duties, using established processes to ensure excellent customer service. We are offering this role on part-time, working 2 days per week (days of work can be flexible).

The Position

• Ensure maintenance of current and accurate data entry and computer records in PAS.
• Supervise and oversee a positive and productive working relationship between Bookings office and Doctors rooms.
• Supervise and oversee the timely receiving of list information from doctors rooms.
• Anticipate Doctors leave during peak periods and request to receive communication regarding any intended Doctors leave.
• Maintain accurate Doctors leave record in Patient Administration system.
• Enter all session data annually into the Patient Administration system for theatre, Cath Lab and Specialist Centre.
• Maintain accurate 8-week allocation chart in P Drive.
• Provide written documentation to doctors when list changes occur and maintain a file for Reference I P Drive.
• Address incoming calls and requests efficiently and effectively.
• Follow processes for specific requirements of individual specialists/surgeons.
• Coordination of all surgical patient bookings, theatres lists, in consultation with consulting rooms.
• Coordinate Angiography suite bookings in consultation with consulting rooms.
• Liaise with the Peri-operative Services Manager, Associate Nurse Unit Managers who are running the floor by informing them of changes that occur.
• Supervise and oversee a productive working relationship between bookings office and Doctors Rooms.
• Supervise and oversee the timely receiving of list information from Doctors Rooms.
• Anticipate doctors leave and record in Patient Administration System.
• Enter all sessional data annually into the Patient Administration System for Theatre, Cath Lab and Specialist Centre. Maintain an accurate 8-week allocation chart, Robotic Schedule and Cath Lab Schedule in P Drive. Distribute and update accordingly.

We are looking for a candidate with experience using a computerised Patient Administration System (PAS) and a strong administrative background within a Theatre Bookings or Admissions environment.

You will be confident managing a busy and varied workload, with the ability to prioritise effectively and maintain high standards of accuracy. Strong written, verbal and interpersonal communication skills are essential, along with a commitment to delivering quality patient care and exceptional customer service.

Above all, patient care will be at the core of everything you do committing to and supporting our Mission and Values.

We can offer you

• Salary (from July, 2026): $72,380 to $74,162 (pro-rata for part-time) plus 12% superannuation
• Permanent part-time position, working 15.2 hours a week.
• Salary packaging up to $18,550 on a range of benefits such as mortgage, rent, meal entertainment, holiday accommodation or other everyday living expenses as well as options to salary package benefits above the FBT cap on items such as:
• Novated leasing
• work related expenses
• self-education and
• additional superannuation
• Discounts on hospital services and health insurance
• Additional professional development

All caregivers employed by St John of God Health Care are required to be Influenza to fulfil the requirements of the role.

For enquiries contact Jacque Greenwood, Manager Perioperative Services on (03) 5320 2104.

Please note: If suitable candidates are identified, shortlisting and interviews may begin before the advertisement closes.

At St John of God Health Care, we celebrate diversity and warmly welcome applications from people of all backgrounds.

Our commitment is to create a safe and nurturing environment for all children and vulnerable individuals in our care and proactively take steps to protect them from abuse, ensuring their safety and well-being.

Our inclusive culture fosters an environment that is respectful and secure, welcoming and accessible, and unified through our diverse community.

All caregivers employed by St John of God Health Care are required to be vaccinated from Influenza in order to fulfil the requirements of the role.