Summary
Overview
Work History
Education
Skills
Accomplishments
Referees
Timeline
Generic

CHARLENE FABIAN

Slacks Creek,QLD

Summary

I am a highly committed and effective communicator with extensive experience in delivering exceptional customer service within both public health and private sector environments. With over 25 years in the healthcare industry, including 6 years at Queensland Children’s Hospital (QCH), 8 years at the former Mater Children’s Hospital in the Medical Imaging and Nuclear Medicine Department, and 13 years at South Brisbane Dental Hospital, I have developed a strong understanding of Queensland Health’s service standards and a deep commitment to compassionate, patient-centred care.

I consistently demonstrate professionalism, cultural sensitivity, and empathy in all interactions with patients, families, visitors, and multidisciplinary teams, ensuring equitable service delivery without discrimination. My experience is further enriched by time spent in the private education and fertility sectors, where I gained valuable insight into diverse operational frameworks and client needs.

In addition to my extensive practical experience, I have completed a Bachelor of Criminology and Criminal Justice, which has strengthened my analytical thinking, ethical awareness, and understanding of systems that influence health, justice, and community outcomes. This academic foundation supports my commitment to integrity, service, and respectful engagement across all roles.

I am passionate about contributing to an industry mission and take pride in upholding its values of care, excellence, integrity, and respect.

Overview

30
30
years of professional experience

Work History

Director Support Officer

Queensland Health - QEII Jubilee Hospital
05.2024 - Current
  • Developed high-performing teams by providing mentorship, guidance, and opportunities for professional growth.
  • Participated in ongoing professional development opportunities to stay current with industry trends and best practices, ensuring top-quality service delivery at all times.
  • Enhanced team collaboration through regular communication, goal setting, and performance evaluations.
  • Provided remote assistance to customers using screen sharing tools, ensuring efficient issue resolution.
  • Provide administrative support to the Office of the Assistant Director of Nursing Strategic Professional and Workforce Priorities and the Office of the Assistant Director of Nursing Patient Flow.
  • Provide administrative support to associated Nursing and Midwifery Services senior staff including management of appointments and time schedules, communication systems, supplies, maintenance of department assets and other equipment as required.
  • Effectively and confidentially manage telephone, email and face to face enquiries.
  • Liaise by telephone, email and in person, with a range of key stakeholder both internal and external agencies utilising discretion, tact and diplomacy.
  • Manage and maintain up-to-date filing systems for Nursing and Midwifery Services, Logan and Beaudesert Health Service.
  • This position reports professionally to the Senior Director Support Officer, Nursing and Midwifery Services and operationally to the Director of Nursing and Midwifery Services, Logan and Beaudesert Health Service.
  • Complete general administration and secretarial duties including mail, typing, formatting, photocopying, filing, data entry and analysis, creating and maintaining spreadsheets and reports.
  • Provide organisation and collation of agenda, coordination of meetings and confidential minutes recording and distribution.
  • Follow defined service quality standards, occupational health and safety policies and procedures relating to the work being undertaken to ensure high quality, safe services and workplaces.
  • Assist with general administration tasks assigned by the Senior Director Support Officer for Nursing and Midwifery Services.
  • Use effective communication and interpersonal skills to build and maintain effective working relationships with stakeholders and assist in the resolution of complaints made by patients or the public.
  • Maintain effective time management practices by prioritising workflow to ensure timeframes are met.
  • Ensure all staff, patients and applicants are treated fairly and with mutual respect and understanding, regardless of cultural, religious, ethnic and linguistic backgrounds.
  • Is proactive and able to manage own workload. Exercise’s judgement when necessary to solve immediate problems in situations where precedents have not been set or procedures defined.
  • Commit to safety and quality in the service delivery of health care by maintaining and evaluating safety and quality practices and initiatives.
  • Maintain up-to-date systems knowledge, organising and attending relevant seminars and training.
  • Prepare complex word processing reports, forms, letters and memorandums of a high standard.
  • Prepare General Purpose Vouchers for payment of invoices and liaise with other hospitals and agencies regarding invoice queries.
  • Ensure patients and other staff are treated fairly and with mutual respect and understanding, regardless of cultural, religious, ethnic and linguistic backgrounds.

RTO Assistant Administration Manager

EDUK8U
11.2023 - 04.2024
  • Streamlined administrative processes by implementing efficient filing and organizational systems.
  • Maintained detailed records of financial transactions, assisting in the preparation of accurate budgets and financial reports.
  • Approved and collected employee travel expense reports, time-off requests and timesheets.
  • Used QuickBooks to manage bookkeeping and payroll for office.
  • Compliance and Record Management - to ensure the RTO complies with ASQA and Standards for RTO 2015.
  • Maintain accurate student records, enrolments, assessments, and completion data.
  • Prepare and submit data for AVETMISS reporting and other regulatory requirements.
  • Support audits by maintaining up-to-date documentation and assisting with evidence collection.
  • Supervise day-to-day office operations (filing, scheduling, correspondence).
  • Coordinate staff workloads or assist the Admin Manager in managing junior admin staff.
  • Assist in developing and refining policies, procedures, and templates.
  • Provide high-quality customer service to students and trainers regarding enrolments, course schedules, and queries.
  • Assist in onboarding new students handling enrolment forms, ID checks, and learning platform access.
  • Liaise with trainers to ensure session materials, resources, and venues (or online tools) are ready.
  • Use student management systems to input and update student progress and course data.
  • Track course outcomes, certificates, and compliance checklists.
  • Coordinate internal communications between admin, trainers, assessors, and compliance officers.
  • Support the Admin Manager in meetings, calendar management, and report generation.
  • Process student payments, invoices, and refunds.
  • Track payment plans and liaise with finance on outstanding accounts.


Compliance Officer

City Fertility
05.2023 - 10.2023
  • Managed relationships with regulators, maintaining open lines of communication to ensure transparent operations.
  • Assisted with internal and external audits to confirm compliance with applicable laws and regulations.
  • Promoted a culture of continuous improvement through ongoing evaluation and refinement of compliance program elements.
  • Collaborated with cross-functional teams to address compliance concerns, fostering a culture of shared responsibility.
  • Responsibilities may include but are not limited to: Undertaking compliance activities in accordance with the relevant legislation, Agency guidelines and documented process.
  • Ensuring escalations and critical incidents are managed in accordance with Agency framework. Maintaining accurate records of decisions using Excel and CRM based system products.
  • Analysing participant and provider data to assess payments made against participant plans.
  • Completing highly complex assessments to ensure payments are accurately delivered to customers.
  • Providing assistance and technical advice to support the team through mentoring, development opportunities and monitoring performance.

Directorate Administration Officer

Queensland Children’s Hospital
10.2019 - 05.2023
  • Administration Officer who provides a high level of confidential administrative support to the Director of Radiology, Radiography Director and Nurse Unit Manager of Medical Imaging and Nuclear Medicine Service within the Queensland Children’s Hospital. The position is the prime point of contact for internal communication and externally with various departments and agencies.
  • Responsibilities
  • Provide high quality confidential administrative support including production of high-quality documents and records, enquiry screening and electronic diary management as required.
  • Provide assistance to the administrative team as requested by the Administration Team Leader, to include frontline Outpatient areas, participate in front reception rostered shifts, medical transcription and procedural bookings.
  • Provide excellent customer focus in a friendly manner; communicate clearly and confidently with parents, patients, members of the public and departmental staff both in person and over the telephone.
  • Manage accounts for public and private patients (DB4’s for Medicare processing and Co-signing).
  • Work autonomously or with limited supervision, utilising discretion in the absence of decision makers by establishing work priorities, achieving work targets, contributing to team goals in a changing environment and solve immediate problems in situations where precedents have not been set and procedures not defined.
  • Prepare and distribute agendas for meetings, book conference rooms, facilities and equipment and take minutes during meetings.
  • Establish, review and maintain an effective office record system in conjunction with other administrative staff within the unit/department of confidential documents, papers, internal correspondence, medical reports and manage computerised data.
  • Manage and organise all aspects of the office requirements including stationery and office equipment orders, equipment maintenance and repairs.
  • Co-ordinate and assist with the preparation of weekly and on-call rosters for Junior Medical staff, updating rostering systems as required, incorporating leave requests and amendments to ensure all services are adequately covered.
  • Collate, track, prepare and manage clinical HR and payroll forms for Junior Medical staff. Maintain the integrity of the payroll and HR systems by providing timely and accurate data through roster reports, leave forms, calendars and AVACs.
  • Preparation of electronic purchase requisitions for non-clinical supplies and manually preparing paperwork for other expenses as required.
  • Actively participate in a working environment supporting quality human resources management practices including employment equity, anti-discrimination, occupational health and safety and ethical behaviour.
  • Develop a positive culture within Medical Imaging and Nuclear Medicine which encourages and recognises high performance, builds leadership capabilities and supports staff to maximise their health and wellbeing.
  • In the absence of the Transcription/Administration Officer Medical Imaging, you will also fulfil the accountabilities of the role as outlined below as a priority:
  • Provide high quality confidential administrative support to the Director of Radiology including production of high-quality documents and records, enquiry screening and electronic diary management.
  • Co-ordinate and assist with the preparation of weekly and on-call rosters for Senior Medical staff updating rostering systems i.e. IntelliWeb, incorporating leave requests and amendments to ensure all services are adequately covered.

Administration Officer/Acting Administration Team Leader

Lady Cilento Children’s Hospital
12.2014 - 10.2019
  • Participate as an integral member of a professional team to assist in the provision of an accurate and timely professional administrative and client focused support service to patients, relatives, visitors and multi-disciplinary health care providers to maintain a high level of outstanding health service to the community.
  • Responsibilities
  • Undertake general office administrative duties and tasks as directed.
  • Respond to general enquiries by answering all incoming telephone calls and ensuring accurate transfer of messages and information.
  • Maintain patient and other statistics to be compiled and reported by Queensland Children’s Hospital including manual entry and summation and or data entry into spreadsheet programs.
  • Comply with the requirements of workplace health and safety, equal employment opportunity and anti-discrimination practices and behaviour in the work environment.
  • Ensure patients and other staff are treated fairly and with mutual respect and understanding regardless of cultural, religious, ethnic and linguistic backgrounds.
  • PowerPoint preparation for Agenda of Whole Department meeting each month.
  • Co-ordinate and assist with the preparation of weekly and on-call rosters for Senior Medical staff updating rostering systems i.e. IntelliWeb, incorporating leave requests and amendments to ensure all services are adequately covered.
  • Provide high quality confidential administrative support including production of high-quality documents and records, enquiry screening and electronic diary management as required.
  • Collate, track, prepare and manage clinical HR and payroll forms for Junior Medical staff. Maintain the integrity of the payroll and HR systems by providing timely and accurate data through roster reports, leave forms, calendars and AVACs.
  • Distribution of Medical reports to external Clinicians.
  • Manage and organise all aspects of the office requirements including stationery and office equipment orders, equipment maintenance and repairs.
  • Work autonomously or with limited supervision, utilising discretion in the absence of decision makers by establishing work priorities, achieving work targets, contributing to team goals in a changing environment and solve immediate problems in situations where precedents have not been set and procedures not defined.
  • Appointment scheduling of CT, Ultrasound, MRI and Interventional procedures.
  • Export images and upload to PACs system for patients to follow up treatment from other facilities.
  • Manage and organise all aspects of the office requirements including stationery and office equipment orders, equipment maintenance and repairs.
  • Develop a positive culture within Medical Imaging and Nuclear Medicine which encourages and recognises high performance, builds leadership capabilities and supports staff to maximise their health and wellbeing.

Senior Administration Support Officer

Mater Children’s Hospital
03.2008 - 11.2014
  • Provide a high level of confidential administrative support to internal and external departments and agencies. Work extensively to provide a high degree of customer service and duty of care to the parents, patients and the public.
  • Responsibilities
  • Highly experienced in providing medical administrative support
  • Highly developed time management and organisational skills
  • Strong computer skills including competence in using Excel, PowerPoint, Survey Monkey, Web maintenance Yammer and Teams
  • Provide excellent customer focus in a friendly and helpful manner: communicate clearly and confidently with parents, patients, members of the public and departmental staff both in person and over the telephone.
  • Work autonomously or with limited supervision, utilising discretion in the absence of decision makers by establishing work priorities, achieving work targets, contributing to team goals in a changing environment and solve immediate problems in situation where precedents have not been set and procedures not defined.
  • Assisting with audits. an
  • Practice the Mater core Values and uphold them on a daily basis dealing with policies and procedures.
  • Scheduling of Medical Imaging appointments for patients on behalf of Clinicians.
  • Maintenance of Medicare billing practices (Practix application).
  • Scheduling and arranging interpreters of ineligible and non-English speaking clients.
  • Managing, distributing and sorting of correspondence.
  • Maintaining data integrity by checking all data in the patient information and billing systems and modifying or updating to ensure accuracy and compliance within policies and procedures.
  • Complying with relevant administrative organisational goals and KPIs.

Dental Assistant/Radiographer

South Brisbane Dental Hospital
04.1995 - 01.2008
  • Preparation of surgery for patient and following procedures and protocols according. Welcoming of patient, comforting and aiding assurance prior to treatment, assisting the scheduling of appointments and sterilisation processors are obtained under the Workplace Health and Safety guidelines.
  • Responsibilities
  • Record information as requested by the Clinician.
  • Liaise and facilitate administrative tasks.
  • Provide exceptional customer service to patients, families and clients.
  • Proven ability to be tactful and appropriately respond to client enquiries and maintain a high level of confidentiality.
  • Stock control maintenance of surgery.
  • Sterilisation practices of instruments.
  • X-rays taken for diagnostic purposes for treatment.
  • Film processing and filing in patient charts.
  • Dental assisting on Prison run to Correctional facilities.
  • Confirmation of patients for appointments via telephone.

Education

Bachelor of Criminology And Criminal Justice - Criminology And Criminal Justice

Griffith University
QLD
07-2025

Resume Writing, Interview and Selection Criteria course - undefined

QCH
01.2019

Advanced Diploma of Business Management -

Tafe Brisbane
01.2015

Advanced Certificate in Office Studies - undefined

Travel Martin College
01.1992

Skills

  • Medical imaging administration leadership
  • Communications troubleshooting
  • Coordination of rostering systems for healthcare teams
  • Advanced knowledge of Windows and healthcare systems
  • Intermediate expertise in Microsoft Office applications
  • Appointment oversight
  • Human Resource skills ie timesheets, leave applications, AVACs
  • Junior Medical Registrar Rostering
  • Administration Rostering
  • General Administrative duties
  • Reception duties
  • Finance management systems
  • IT issues ie logging facility job issues, technical problems

Accomplishments


  • Workplace Health and Safety Representative in Medical Imaging and Nuclear Medicine at Queensland Children’s Hospital.
  • Created position Manuals which have been certified by Director of Administration Services Queensland Children’s Hospital.
  • Co-sign monthly reports was maintained at a high standard of 95%.
  • High knowledge and understanding of Corporate and Hospital Information systems, Office 365 applications.
  • FIG (Feedback Information Group) Team member for 2 years – nominated by Leadership Team of Medical Imaging and Nuclear Medicine.
  • Payroll and rostering maintenance.
  • Management of large numbers of Junior Medical and Administrative staff rotating every quarter.

Referees

Vickye Coffey

Director of Nursing Medical Services QEII

M: 0457 884 541

E: vickye.coffey@health.qld.gov.au


Anne Connell
Retired: Clinical  Educator/Advanced Paediatric Radiographer QCH

P:  0417 749218

E: anjconl@bigpond.net.au

Timeline

Director Support Officer

Queensland Health - QEII Jubilee Hospital
05.2024 - Current

RTO Assistant Administration Manager

EDUK8U
11.2023 - 04.2024

Compliance Officer

City Fertility
05.2023 - 10.2023

Directorate Administration Officer

Queensland Children’s Hospital
10.2019 - 05.2023

Administration Officer/Acting Administration Team Leader

Lady Cilento Children’s Hospital
12.2014 - 10.2019

Senior Administration Support Officer

Mater Children’s Hospital
03.2008 - 11.2014

Dental Assistant/Radiographer

South Brisbane Dental Hospital
04.1995 - 01.2008

Resume Writing, Interview and Selection Criteria course - undefined

QCH

Advanced Certificate in Office Studies - undefined

Travel Martin College

Bachelor of Criminology And Criminal Justice - Criminology And Criminal Justice

Griffith University

Advanced Diploma of Business Management -

Tafe Brisbane

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CHARLENE FABIAN