Administrator

Summary about this job

Detail information about job Administrator. Terms and conditions vacancy

• Full-time Administrator for 6 - 8 weeks in Dandenong
• Potential to become an ongoing role
• Experience within social/community/aged care would be beneficial

POSITION SUMMARY

The Administration officer is primarily based at the Dandenong office, with occasional rotation of work station across the Caulfield and Frankston site offices where other staff are located.

This role is integral to the smooth operation of services providing key support for both ‘front of house’ and ‘back of house’ operations. The position is the initial telephone contact for clients and service providers, responds to requests for service alterations, and is responsible for managing data collection and reporting on service activity.

Customer service

• Provide a professional, friendly and helpful telephone response to clients and service providers requesting amendments to regular service bookings.
• Respond promptly to requests to amend regular service bookings and liaise with brokered Agencies, carers/clients and staff as required
• Escalate non-routine matters to health professional staff.

Service data & reporting

• Promptly and accurately document service requests and amendments, including Purchase Orders, in the client file.
• Maintain up to date records of service activity, including planned and delivered services.
• Provide regular reports on service activity to staff and management.
• Work with staff and management to improve reporting capability that reduces administrative burden and assists in operational service management. This will require development of data collection tools (such as Excel), in relation to:
  • Carer billing records and processes
  • Service activity data and reporting system
  • Document tasks and procedures to serve as Work Instructions for the role
  • Attend regular meeting to review data, share progress, and make suggestions for improvement.

• Promptly report any issue to the line manager that may adversely affect the service.
• Plan and manage own workload to ensure adequate time to achieve the position’s primary objectives.
• Provide regular work plan reports, and participate in monthly meetings with the line manager.
• Attend mandatory training, as required by Alfred Health and Carer Services.
• Comply with updates to Carer Services and Alfred Health policies and procedures.

Client fees

• Maintain records of clients respite hours and mileage.
• Assist with invoicing client fees.

General administration

• Assist with quality assurance processes and contractual arrangements with sub-contracted services.
• Assist with collation and reporting of client feedback.
• Provide administrative support for client group events.
• Client mail outs as required.
• Other duties as directed

KEY CAPABILITIES AND VALUES:

• Adaptability and focus on continuous improvement
• Plans and organises
• Strong problem solving capability
• Carer/client/customer focus
• Teamwork and collaboration.
• Accountability and initiative.

QUALIFICATIONS/EXPERIENCE REQUIRED

Essential                      

• Demonstrated qualifications, skills and experience in office administration within a complex work environment
• Proven ability to provide excellent customer service
• Well developed interpersonal and communication skills including the ability to communicate effectively with senior staff and community members and act with discretion regarding sensitive and confidential issues.
• Experience working with time sensitive clinical staff and anxious clients, with capacity to gain client confidence, obtain information required by the service and provide reassurance to client callers as required
• Advanced computer literacy including Microsoft Office applications (Word, Excel, PowerPoint, Publisher, Email), databases and online environments
• Advanced skills and experience in developing and maintaining data management and reporting systems using Excel
• Proven capacity to initiate, develop and maintain effective administrative and office systems and procedures
• Demonstrated initiative and ability to determine workload priorities and meet tight deadlines with minimal guidance and supervision
• Demonstrated ability to problem solve and trouble shoot administrative issues as they arise
• Demonstrated skills in working in a changing environment
• Ability to undertake investigations and prepare/update routine documents and databases
• Ability to assess the importance and urgency of issues as they arise and report to relevant staff
• Demonstrated ability to work effectively in an interdisciplinary team
• Demonstrated commitment to ongoing self-education and professional development
• Current Victorian Driver Licence
• Must return a satisfactory police check on commencement and every third year thereafter

      Desirable              

• Certificate III in Business Administration, IT or equivalent
• Formal training in Microsoft applications
• Experience/background in a community / health setting
• Demonstrated understanding and awareness of issues facing carers and people from diverse communities.

Please apply for this role via this advert. Please note that only successful candidates will be contacted.