Administration Officer - Headspace Penrith

Summary about this job

Detail information about job Administration Officer - Headspace Penrith. Terms and conditions vacancy

• Full Time Role
• Work close to home - Penrith location
• Be part of a team that makes a difference in people's lives

Parramatta Mission offers community-managed programs and services, and we are largely funded by the Commonwealth and NSW governments. We work to assist people living with mental illness; family members or carers of people with mental illness; young people; those living in crisis (e.g. financial or emotional crisis); and  vulnerable communities or groups. We also provide food, accommodation and support services to assist the most vulnerable people in our community. This includes crisis and transitional accommodation, meals and emergency food assistance.

Parramatta Mission is the lead agency for four headspace sites across Western Sydney and Greater Western Sydney, including Mount Druitt, Parramatta, Penrith and Castle Hill.

headspace  Penrith delivers the headspace Youth Early Psychosis Program (hYEPP). In addition, Penrith site has an Individual Placement and Support vocational program. The headspace Primary Care program offers an “open door”, easily accessible, early intervention service for young people wishing to obtain support for mental health or substance use issues. The hYEPP program is a specialist service which focuses on providing comprehensive services to support young people who are at risk of developing a psychotic illness, or those who have experienced a first episode of psychosis.

Purpose of the position

The Administration Officer is responsible for providing administrative assistance to the headspace site. This includes support for the salaried clinicians, private contractors, medical staff, other onsite service providers, as well as reception coverage.

Key accountabilities

Administrative duties will include the following:

• Leadership:
  • Prioritising tasks, delegating work to receptionist
  • Problem-solving and developing creative solutions to organising the site
  • Taking initiative and pre-empting work that needs to be completed
  • Being able to work under pressure, and to deadlines
  • Critical thinking skills
  • Strong organisational skills
  • Strong attention to detail
• Provide day-to-day administrative support to staff members of the headspace Penrith site as required. This includes but is not limited to:
  • General office support, documenting all booked/ cancelled appointments
  • Back-of-house office support
  • Setting up data surveys for clients
  • Data entry, scanning and filing of documents
  • Assisting with team diaries
  • Calling young people, booking and rescheduling appointments
  • Liaising with IT
  • Taking minutes at meetings
  • Collection and distribution of mail
  • Ordering and replenishing office supplies
     
• Providing day-to-day support to the practical running of the site, including some cleaning (e.g. tidying rooms and running and unpacking dishwasher)
• Supporting the Private Practice and consortium models of headspace Penrith, which includes:
  • Oversight of contracted Psychologist, consortium and GP diaries, ensuring these are at full capacity
  • Confirming appointments via phone
  • Liaison with Medicare
  • Managing waiting lists
  • Assisting with Medicare billing
  • Printing and faxing letters to referring GPs in accordance with Medicare guidelines

• Any additional administrative duties as requested by the leadership team

Selection criteria

Candidates must meet the following selection criteria. Please address each of these in written form: 

• Skills in leadership and delegation
• Strong problem-solving skills, and ability to work well under pressure
• Excellent computer skills, including MS Office Skills, and efficient and accurate typing ability
• Good interpersonal and communication skills, including excellent phone manner
• Capacity to take feedback and continually improve processes and local protocols
• Willingness to work as part of an admin team and provide handovers to colleagues
• Professional demeanor
• Organisational and time management skills
• Prior experience of using electronic medical records preferred

Other requirements

• Working with Children Check clearance must be obtained. 
• National Criminal Record Check must be obtained
• NSW Drivers License