Inpatient Administrative Coordinator

Employment Type: Permanent full time

Hours: 76 hours per fortnight with a monthly ADO (=80 hours)

Location: Mercy Hospital for Women, Heidelberg

Upload with Application: Resume, cover letter, and any relevant qualifications

Where there’s life, there’s Mercy.

Where there’s care, there’s You.

Through the battles and the breakthroughs, we're there. Where will you be?

For over a century, our incredible teams have provided care for people when they need it most. Our people feel great pride in this, and they value the security and stability we offer. But it also means so much opportunity - to build on all that’s gone before, to grow your impact and gain experience that’s hard to find elsewhere.

As a for-purpose organisation with over 10,000 dedicated, compassionate people, we continue to offer more services and deeper care than ever before. With Mercy, you’ll have the chance to make an impact and gain experience that’s hard to find elsewhere.

At Mercy Health, it’s all about taking what we have and making it better.

To do that, we need you.

Join us as at Mercy Health, and help our teams deliver even greater outcomes.

About the opportunity

We are seeking an experienced, compassionate and organised Inpatient Administrative Coordinator, as part of the Patient Services Leadership Team to support the smooth day‑to‑day operations of our inpatient administration services. This role is integral to ensuring high‑quality administrative support, rostering of staff, compliance with reporting requirements, and effective coordination across wards and multidisciplinary teams.

You will help foster a positive, inclusive culture and deliver a seamless inpatient administrative service that supports coordinated workflows, data integrity, staff and timely issue escalation - driving positive outcomes for patients, staff and the organisation.

Key Responsibilities

• Work closely with the Patient Services Leadership Team to coordinate workforce planning, address roster shortfalls, support timely escalation of issues, and ensure consistent, standardised administrative practices across Inpatient areas.

• Coordinate and support inpatient administrative processes to ensure accurate and timely patient documentation.

• Run and monitor reports, identifying and escalating issues as required.

• Assist with staffing coordination, including roster updates, unplanned leave / leave planning, and shift coverage support.

• Assisting with recruitment and organising training of new staff including systems and refresher training as required.

• Coordinate and support data error correction, validation, and reconciliation for VAED, VEMD, VINAH (oversight), and DOM reporting requirements.

• Liaise with wards, Nurse Unit Managers (NUMs), and Midwifery Unit Managers (MUMs) regarding admin coverage, priorities, and operational issues.

• Engage closely with the team in a proactive, hands-on manner to identify risks and opportunities for improvement.

• Promote quality outcomes, compliance, and continuous improvement within Patient Services, including workflows and manuals.

About You

You are an experienced healthcare administrator who thrives in a fast-paced environment and leads with confidence. In addition, you will bring:

• Excellent time management, organisational and communication skills, with the ability to adapt and problem solve.

• Strong understanding of patient workflows (highly regarded), administrative processes, and strong knowledge of health funds.

• Previous training and roster experience working with administrative teams (essential).

• Demonstrated supervisory experience with the ability to inspire and motivate teams and contribute to a cohesive, supportive team culture.

• Excellent communication skills and the confidence to engage with a variety of stakeholders.

• Excellent organisational skills and the ability to prioritise under pressure.

• High attention to detail, particularly in relation to data quality, reporting and documentation.

• Sound judgement and problem-solving capability.

• A proactive mindset with a passion for continuous improvement.

• Demonstrates flexibility and responsiveness in providing short-term shift cover during roster shortfalls to maintain service continuity.

• Understanding of patient confidentiality and privacy obligations within a healthcare setting.

You will also be required to provide evidence of, or in the process of obtaining:

• A current Police Record Check and Working with Children Check.

• Proof of current influenza vaccination.

Ready to help us shape the future of healthcare?

Join us and make a meaningful difference in people’s lives - and your career.

Are you ready to apply for this role? Click Apply now

Please contact us if you would like to find out more or communicate any requirements to ensure we provide you with a fair and equitable interview and selection process.

We acknowledge the Wurundjeri Woi-wurrung peoples, traditional Custodians of the Land in which our Head Office is based, on traditional lands of the Kulin Nation and recognise their deep connections to the land, sea, and culture.

We extend this acknowledgment to the many Traditional Lands that we operate across Australia and pay our respects to Elders past and present.

The team at Mercy Health is as wonderfully diverse as the patients, residents, clients and communities we support. We’re proud to be recognised as an Employer of Choice for Gender Equality by the Workplace Gender Equality Agency (WGEA). Mercy Health strongly encourages applications from Aboriginal and Torres Strait Islander peoples, and people of all ages, sexualities, genders, abilities and cultural backgrounds.