The Cardiac Services Administration Team Leader will plan, coordinate, manage, monitor, and evaluate the administration team to ensure the delivery of high-quality, efficient patient administrative services. The role focuses on operational capability, performance management, workload allocation, service delivery, and staff training.

Job details

About the Team

The Queensland Paediatric Cardiac Service treats and cares for children and young people with heart disease.

Our services include:

• Caring for children born with heart conditions (congenital heart disease).
• Managing children who develop heart conditions (acquired heart disease).
• Caring for unborn babies with heart conditions (foetal cardiology).
• Investigating signs or symptoms of heart disease using diagnostic tests such as echocardiography (Echo), electrocardiography (ECG), exercise stress testing (EST), cardiopulmonary exercise testing (CPET), and diagnostic cardiac catheterisation (Cath Lab).
• Treating heart rhythm conditions (electrophysiology and pacemaker services).
• Performing interventional cardiology procedures (closing cardiac defects, valve replacements, balloon dilatations) and heart surgery.

About the Role

In this role you will coach and support others to deliver for children, young people and families (Leader of Others) in accordance with the Children's Health Queensland Leadership Excellence Framework and the Queensland Public Service and the CHQ values. Your contribution will include:

• Actively lead and directly manage a large, multidisciplinary team of operational administrative staff (including AO3 Administration Officers, Clinic Receptionists, and Ward Clerks) across the Cardiac Services portfolio. Oversee complex daily workflow coordination, roster development, leave management, and relief coverage to ensure high-volume operational duties are completed efficiently.
• Provide direct professional supervision to all delegated Administration Officers, ensuring management practices promote employment equity, staff wellbeing, and a positive, high-performing team culture.
• Drive the Performance Coaching and Development (PC&D) process for all direct reports. Actively mentor staff, manage performance proactively, resolve day-to-day personnel and interpersonal issues, and coordinate targeted training.
• Provide high-level, confidential administrative support to the Cardiac leadership team and Administration Lead.
• Coordinate team task allocation and operational deliverables, including waitlist, referral, and Private Practice Clinic workflows.
• Handle daily operational challenges autonomously, applying sound judgement to resolve pressing issues where established procedures may be lacking or undefined.
• Maintain well-developed skills in the use of Microsoft Office applications and hospital-specific software (including ieMR, ESM, HBCIS, and Health Track) to support efficient patient service delivery.
• Apply advanced knowledge of the Medicare Benefits Schedule (MBS), referral validity, and hospital referral processes as they relate to specialists within the Private Practice Clinic to support billing accuracy.
• Review reporting systems, administrative procedures, and work practices to enhance service outcomes and customer service.
• Ensure all clinical documentation and results are verified by clinicians in accordance with patient information standards to facilitate timely record processing and correspondence.
• Coordinate meetings, compile agendas, take confidential minutes, maintain confidential files, and track follow-up actions relating to professional, client, and financial matters.
• Perform other ad hoc duties as directed by Cardiac Leadership and the Administration Lead, Division of Critical Care.

Inclusion and diversity

To encourage inclusive practices in recruitment, we are committed to increasing our Aboriginal and Torres Strait Islander Health Workforce and building inclusive cultures that respect and promote human rights and Workforce Diversity and Inclusion. CHQ is an equal opportunity employer.

Some of the great benefits of working at CHQ HSS

If you're looking for a rewarding career, and you're excited to contribute to the development of Australia's best paediatric health service, come and join the team at CHQ and enjoy a range of benefits including:

• Opportunities for professional growth and development
• Competitive renumeration
• Annual pay increases
• 12.75% employer superannuation contribution
• 17.5% annual leave loading
• Salary packaging
• Employee wellness and assistance program
• Work/life balance, variety, and flexibility

You can find out more about why it's so great to work at CHQ HHS here.

Further information

We are committed to building inclusive cultures in the Queensland public sector that respect and promote human rights and diversity.

Applicants are encouraged to apply online. Please review the Role Description, Information Pack and Applicant Tool Kit for more information on application process requirements. Agency referrals will not be accepted for this position.

Documents

Before applying for this vacancy please ensure you read the documents below.

• PD - 689061 - Administration Team Leader (PDF)
  
  CHQ_Applicant Toolkit_2025 (PDF)
  
  CHQ_Information for Applicants_2025 (PDF)