Position Description
Administration Officer/Nurse, Medical Panels
The Administration Officer/Nurse will provide business and operational support and liaise
with clients and stakeholders through the administration of procedures within established
guidelines. In addition, this role will provide efficient and effective chaperone assistance to
injured workers/claimants attending medical examinations.
Position details
Classification:
Position No:
Division:
Employment Type:
Work location:
Salary:
Position reports to:
Direct reports:
T/SME1
31353
Medical Panels
Permanent, full-time
460 Lonsdale Street, Melbourne
75,849 plus 9.25% superannuation as at October 2013
Administration Coordinator, Medical Panels
None
About Medical Panels Victoria
Individually constituted Medical Panels provide procedurally fair, timely opinions and reasons
in relation to questions referred pursuant to the Accident Compensation Act 1985 (Vic) and
the Wrongs Act 1958 (Vic).
An individually constituted Medical Panel consists of Members, Governor in Council
appointments, who are selected by the Convenor or Deputy Convenor for the purposes of
responding to a medical referral where there is disagreement or uncertainty about aspects of
an injury or medical condition. A Medical Panel may be convened pursuant to the Accident
Compensation Act or the Wrongs Act 1958 to assess and provide a legally conclusive
opinion and reason for the opinion, on the medical issue/s in dispute. There are
approximately 180 medical practitioners eligible to be appointed to Medical Panels.
WorkSafe Victoria and the relationship with Medical Panels
WorkSafe is the statutory body established to administer the Accident Compensation Act
1985. The legislation requires WorkSafe Victoria to appoint such resources, officers and
employees as are necessary for the Convenor to constitute and administer the proper
functioning of individually constituted Medical Panels. (Resources known collectively as
MPV).
Values
The work of Medical Panels Victoria is important because the decisions made and the way in
which they are delivered have a significant impact on people’s lives, therefore the staff of
Medical Panels are required to adhere to strong values that include:
 Constructive in the way we provide information, advice and service
 Accountable for what we do and what we say.
 Transparent in the way we work, our environment is open and honest
 Effective by working collaboratively to deliver high quality services
 Caring by showing empathy in our dealings with everyone we work with
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Key purpose and accountabilities
Situated in the Courts precinct of Melbourne, each Medical Panel is an independent tribunal
that has a critical role in the WorkCover dispute resolution process. Medical practitioners
provide opinions in relation to medical questions that have been referred by the Conciliation
Service, the Courts, Workcover agents, self-insurers, and the Victorian WorkCover Authority.
The opinions of Medical Panels are accepted and adopted as final and conclusive in answer
to that medical question.
This position reports to the Administration Coordinator. The incumbent is primarily
responsible for the provision of effective and efficient administration in addition to nurse
support service for the Convenor and Medical Panel members. This includes working with
other Nurse/Reception staff to provide chaperone/examination assistance to injured
workers/claimants attending medical examinations.
Key accountabilities include:
Administration
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Attend to a broad range of enquiries from stakeholders including workers/claimants,
Courts, doctors and legal representatives ensuring that more complex enquiries are
referred to the most appropriate officer.
Ensure that all follow up activities are addressed in a timely and efficient manner.
Maintain the Medical Panel database and Portal, including but not limited to registration
of referrals, appointment letters, schedule updates and the generation of standard and
non-standard letters. Ensure data entry guidelines are met and alert the Administration
Coordinator to any irregularities and propose action for resolution.
Produce documents using Microsoft Word, Lotus Notes and other computer packages.
Ensure that all correspondence is promptly despatched and that operational and
legislative standards are met.
Carry out and follow up enquiries as required by the Administration Coordinator.
Participate in and assist with administrative development work/improvements as directed
by the Administration Coordinator.
Nurse
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Support workers/claimants attending for Medical Panels, prior, during and post
examinations by:
providing a chaperone for physical examinations as required;
promptly attending to Doctors medical requests;
providing reassurance;
obtaining appropriate medical equipment for examination;
preparing workers/claimants for the physical examination and explaining the
process;
ensuring worker/claimant is kept comfortable and privacy is maintained; as well
as
post examination, monitor worker/claimant for any complaints, eg. pain, dizziness,
nausea, etc.
Ensure all the facilities essential for the conduct of Panel examinations are arranged in
conjunction with Nurse Receptionist, including ensuring examinations rooms are cleared,
examination beds & medical equipment are set-up and ready for next appointment.
Assist with consent requests for further medical information including operations reports,
clinical records, up-to-date reports, existing imaging and reports, MRI, CT scans, X-rays,
and blood tests. Ensure X-Ray requests are completed in accordance with the AMA 4
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guidelines. Follow up to ensure information is received within a reasonable timeframe for
Medical Panel review.
Attend to & monitor workers/claimants at Reception, in conjunction with Nurse
Receptionist, to ensure they are comfortable and aware of the facilities provided.
Attend to workers/claimants in Recovery Room, in conjunction with Nurse Receptionist.
Assist with distressed workers/claimants and attend to their medical needs as required.
Monitor those workers/claimants in the Recovery Room, and arrange appropriate
emergency transfers as required.
Maintain positive and constructive relationships with Doctors/Medical Panel members.
Assist doctors with the operation of the dvd players.
Ensure all workers/claimants have exited Medical Panels Offices at end of day.
Key relationships
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Administration Coordinator
Nurse/ Receptionists
Administration Officers
Registry Advisors
Legal Advisors
General Manager
Convenor / Deputy Convenor
Claimants and workers, Accident Compensation Conciliation Service, Courts, Doctors
(Medical Panel), WorkSafe agents, self-insurers and legal representatives
Doctors/Medical Panels
Autonomy in decision making
You are expected to operate with regular supervision and utilise a variety of procedures and
policies. There may be a need to operate alone and use own judgment, however it is
expected that problems outside the ‘norm’ will be escalated.
Requirements of the position
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Current registration as a Division 1 Nurse
Highly developed interpersonal, communication and problem solving skills
Demonstrated ability to liaise on a professional level with a diverse client group
Ability to provide high level administrative support services and work within strict
timeframes in a high volume work environment
Demonstrated ability to operate and maintain computerised office systems, Microsoft
Office, Microsoft Word, Lotus Notes
Able to assess workload and re-prioritise potentially conflicting activities to achieve the
required business outcomes
Satisfactory performance in a similar role/undertaking administrative tasks/processing
forms/accurate data entry
Proven abilities in utilising process databases to progress work
Demonstrated expertise in managing paper files in a complex processes environment
Client service experience and commitment to the provision of quality customer service
Demonstrated ability to work as part of a team
Good written and oral communication skills
Good time management and organisational skills
Demonstrated eye for detail and high levels of accuracy
Able to work in a highly productive operational team
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Competencies
The competencies below have been identified as primary to this role. The shaded box
indicates the level you are required to demonstrate, with each level also incorporating the
behaviours of the previous levels.
Competency
1
2
3
4
5
Accuracy and
Compliance
Prepares and
checks own work
thoroughly
Checks
accuracy and
compliance
Reviews others
accuracy and
compliance
Reviews
information or
projects
progress and
compliance
Develops
processes
Adaptability
Listens to others
Uses initiative
to act within
known
boundaries
Takes initiative
in approach
Is positive about
unexpected
demands or
change
Manages
change and
ambiguity
Focus and
Perseverance
Makes
concerted effort
to achieve the
outcome
Takes persistent
action to achieve
the outcomes
Is tenacious in
overcoming
barriers
Sticks with a
problem until it
is resolved
Information
Gathering
Asks questions
Explores
anomalies
Seeks to
uncover the
facts
Undertakes
systematic
research or
investigation
Stakeholder
Support and
Service
Follows up
Listens,
Interprets and
Establishes
Needs
Tailors
response and
ensures
understanding
Tactical and
Analytical
Thinking
Organises
information
Sees
interdependencie
s and sets
priorities
Acts to resolve
needs
Acts proactively
to resolve
issues
Undertakes
analysis to
support the
business
Systematically
analyses and
plans to achieve
outcomes
Undertakes
very complex
planning or
problem solving
Utilises
WorkSafe or
industry
dynamics to
influence
outcomes
Promotes cross
functional
teamwork
Utilising
WorkSafe and
Industry
Awareness
Utilises the
formal structure
Utilises those
who influence
the outcome
Utilises systems
and processes
within
WorkSafe or
industry
Working in a
Team
Acts
cooperatively
within their
team
Actively seeks
input from others
Seeks to
understand the
needs of other
teams
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Last updated: 6/03/2016
Use own
research
systems
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Aligns actions
to
organisational
goals