- Ongoing, part-time position available (0.8 FTE per week)
- Carlton location, with multiple public transport options available
- $58,442 - $64,610 (pro-rata) + salary packaging + super + 5 weeks annual leave
About the department
The Freedom of Information (FOI) team forms part of the Legal Counsel portfolio and is located at the Carlton Innovation Hub. The FOI team plays a critical role in ensuring the hospital’s compliance with relevant legislation, including the Freedom of Information Act and associated privacy and health records laws.
About the role:
As a FOI Clerk, you will play a key role in supporting our team through a range of administrative and clerical duties. You will be responsible for ensuring that FOI and Medicolegal requests are managed in accordance with The Women’s policies and relevant legislative requirements. This includes reviewing and assessing medical records and making decisions in line with the Freedom of Information Act 1982 (Vic)(The Act) and the Health Records Act 2001.
In this role, your day-to-day responsibilities will include:
- Clerical duties which include answering telephone and email enquiries, sorting mail, photocopying and scanning of patient records etc.
- Retrieving medical records (hard copy, film, and electronic) for FOI and Medicolegal
- Processing FOI and Time of Birth applications (invalid and valid), preparing related correspondence, and maintaining databases as required
- Ensure all FOI and Time of Birth Requests are processed in accordance with the Act and within set timeframes
- Raise and collate invoice for FOI and Time of Birth applications (for individuals and organisations) and monitor payment of these invoices
- Reviewing and identifying relevant medical record content and releasing approved information in digital or hard copy format
- Retrieving patient information from the Public Record Office Victoria (PROV), as directed
About you
You will be someone with excellent interpersonal and communication skills who is flexible in their approach to work and has strong attention to detail. To be successful in this role you’ll bring with you:
- Experience in record keeping and the maintenance of information registers for compliance purposes, and a demonstrated ability to use this information to prepare reports
- Sound judgement and critical thinking skills that will support the team in managing FOI and information disclosure risks
- Flexibility to assist others where required and adjust to organisational change
- Ability to work under pressure and to deadlines
- Excellent written and verbal communication skills
- Demonstrated attention to detail
- Excellent time management skills
- Focused on providing excellent customer service
- High level proficiency in computer skills including MS Office
- Handling of FOI requests and releasing information, ensuring that safeguards are in place for keeping information confidential
Our benefits
At the Women’s you will enjoy a culture that is collaborative, supportive and passionate about learning. We have a strong sense of purpose, and engage in meaningful work every day. We offer our people a range of rewarding benefits, including:
- $11,660 in salary packaging benefits, for living expenses, meals and holiday accommodation
- A suite of wellness initiatives designed to support you, including discounted financial, lifestyle and health options, and a comprehensive wellbeing program
- Public transport options at our doorstep and end of journey facilities for cyclists
- Mentoring, learning and career development opportunities
- Five weeks annual leave, 17.5% leave loading and purchased leave options
Inclusion and belonging
The Women’s celebrates, values and supports a diverse and inclusive environment which reflects our vibrant community. We encourage applications from anyone identifying as Aboriginal and/or Torres Strait Islander. We also welcome anyone who identifies as LGBTQIA+, linguistically, culturally and/or gender diverse, people with disability, and people of any age to apply for our roles. We are committed to gender equity principles, and our people have an awareness of and sensitive approach to violence against women and family violence matters. We are proudly Breastfeeding Association accredited and, as a child safe organisation, have a strong commitment to child safety and wellbeing.
Join us!
If you feel this role is right for you we warmly invite you to apply, and encourage your early application. All appointments are made subject to a satisfactory Nationally Coordinated Criminal History Check (NCCHC) and a valid Working with Children Check. Clinical staff are required to be vaccinated against, or demonstrate immunity to, COVID-19, influenza, and a range of other diseases.
Should you need assistance or require any adjustments or accommodations to fully participate in the application or interview process, or if you require an accessible copy of the position description, you are most welcome to reach out to the contact person listed. We acknowledge that not all applicants will meet the full list of selection criteria outlined, and wherever possible we will consider applications where relevant experience can apply.
View the Position Description for this role. If you have any questions, please contact Michelle Schonrock on (03) 8345 2606 or Michelle.Schonrock@thewomens.org.au.
Application closing date: 25 November 2025