Administrative Services Officer - Mental Health

Administrative Services Officer (ASO)
Mental Health Services: Ballarat locations

Fixed Term full time  (Monday - Friday: 8:30am – 5.00pm) - 80 hours per fortnight with ADO (Parental Leave Coverage September 2025 – September 2026)

About the position

Grampians Health is seeking a highly motivated and experienced Administrative Services Officer (ASO) to join our Mental Health & Wellbeing Service. As a leading healthcare provider in the region, Grampians Health is committed to delivering high-quality care and service to our patients and the broader community.

This role provides vital front-line reception and administrative support to our Mental Health community teams and inpatient units located throughout Ballarat.

About You:
We are looking for a candidate who is:

• Customer-focused with strong communication and interpersonal skills
• Experienced in working within a mental health or medical setting (highly desirable)
• Familiar with medical software and electronic medical records systems (highly desirable)
• Able to manage competing priorities in a fast-paced healthcare environment

Key Responsibilities

• Manage reception, phone, and front line enquiries with professionalism
• Maintain patient information using CMI, WebPAS, BossNet (OPAL), and more
• Compile correspondence, type medical reports, and support data reporting
• Support calendar management, meeting agendas, and room bookings
• Audit and update data to ensure patient record accuracy
• Contribute to service improvement and admin system efficiency

Skills & Experience

• Minimum of three years’ experience in a similar role is preferable and/or completion of Certificate Ill or IV of Business Administration.

• Proven admin experience in a health, mental health, or medical setting
• Proficient in Microsoft Word, Excel, Outlook, and health information systems
• Confident communicator with strong customer service skills
• Ability to prioritise under pressure and adapt to changing needs
• Understanding of medical terminology and confidentiality principles

To see a full copy of the Position Description please click here 
 

Interested?

Click APPLY or if you wish to discuss the role prior to applying, contact Belinda Collie / Administration Manager - Grampians Mental Health & Wellbeing Service on 5320 4156 for a confidential discussion. 

We're actively seeking candidates for this role and will review applications as they are submitted. Applications will close when the position is filled.

About Grampians Health
Grampians Health provides healthcare to a large region at our campuses based in Ballarat, Dimboola, Edenhope, Horsham and Stawell. 

Our mission is to deliver sustainable healthcare tailored to evolving community and workforce needs. We strive to enhance services and careers, providing quality healthcare to rural and regional communities. Joining Grampians Health means being part of a diverse team, with a variety of career opportunities in acute, maternity, mental health, allied health, aged care and support services.

Culture & Benefits 

At Grampians Health, we recognise our staff are our greatest asset.  We are committed to providing a safe and healthy environment for our staff, patients, residents, visitors, volunteers and contractors at all sites.

• Flexible work arrangements and purchase leave opportunities
• Salary packaging for living expenses such as rent/mortgage plus meals, entertainment & holidays
• Access to Staff Fitness program
• Staff rewards and recognition programs

Ballarat Region

Ballarat is the largest centre in Western Victoria and the state’s fastest growing inland city.  Dubbed Australia’s most liveable city in 2020, Ballarat is home to first class education, fine dining and boutique shopping.  Uniquely located within easy access to Melbourne, Geelong, Bendigo and the Western district, Ballarat is blessed with some of Australia’s most significant heritage buildings and natural landscapes. To learn more about Ballarat click here - Visit Ballarat

Horsham Region

Located on the banks of the Wimmera River, Horsham is the retail, business & service centre of the Wimmera region.  With a growing population of approximately 20,000, Horsham is a vibrant city in which to live, work and play.  Horsham offers affordable housing, education and accessible community services.

With natural attractions such as the Grampians National Park, Mount Arapiles and the Little Desert National Park nearby, there is plenty to see and explore. 

If you are dreaming of a career change with country lifestyle, Horsham is the place for you. To learn more about Horsham please click – Visit Horsham

Dimboola region
Dimboola is a charming rural town surrounded by scenic rolling hills, farmland and the pink Salt Lake. Explore historic landmarks like the Dimboola Hotel or venture into the nearby Little Desert National Park to discover unique flora and fauna. Dimboola is the perfect escape from city life. To learn more about Dimboola please click – Visit Dimboola

Edenhope region

Grampians Health Edenhope is located in the Victorian country town of Edenhope.  It is surrounded by nature reserves, wineries and beautiful walking and biking trails. Grampians Health Edenhope also provides a wide range of services such as acute nursing, aged care nursing, district nursing and community nursing to name a few. To learn more about Edenhope please click – Visit Edenhope

Stawell Region

Stawell is a small town, with a big heart. Life is lived here at a slower pace, it's perfect for people who are wanting to get away from big cities and unwind. We have beautiful wildlife and numerous hiking trails, you will never outgrow this place and its wonders. Stawell is only a 45-minute drive to Horsham, where you can have the opportunity to dine from restaurants, farm gates and cellar doors of some of Australia's best and most awarded venues.

If you are dreaming of a career change with stunning natural landscapes to enjoy, Stawell is the place for you. To learn more about Stawell please click – Visit Stawell

Ararat Region

Ararat has a population of over 11,000 and is situated 198km west of Melbourne on the Western Highway which connects the region to Adelaide. Ararat is the gateway to the Grampians Region and is characterised by stunning horizons, mountain scapes and a strong sense of community.

Advanced manufacturing, agriculture, food and wine production, construction, healthcare and tourism experiences underpin the economy. To learn more about Ararat please click – Visit Ararat

Diversity and Inclusion
All appointments are subject to a satisfactory police records check, immunisation clearance and Working with Children check and/or NDIS Worker Screening Check.

All employees must be willing and able to wear Personal Protective Equipment (PPE) when required, which at a minimum is a surgical mask. Additional PPE requirements are role-dependent.

Grampians Health is a child safe organisation, committed to the safety and wellbeing of all children and young people. Grampians Health is committed to providing a diverse and inclusive workforce.

We encourage applications from Aboriginal and Torres Strait Islander people, people with disability, people from culturally and linguistically diverse backgrounds, mature age workers and lesbian, gay, bisexual, transgender, queer (or questioning), intersex and asexual LGBTQIA+.