Administration Manager - with Great Benefits

The Administration Manager role provides ongoing support to the Administration Team to ensure they achieve a constant level of exceptional customer service to our patients and clinical team.  

The Administration Manager supports the team to improve their skills, knowledge and confidences through effective leadership and continuous improvement.  

The Administration Manager coordinates the day-to-day operations of the team to ensure our responsibilities are met in a timely manner.

OUR EXPECTATIONS

The Administration Manager will:

• Be dedicated to upholding our values of respect, continuity, honesty and accountability, inclusion, financial security and opportunity and quality and innovation.
• Portray a professional appearance and role modelling behaviours.
• Provide excellent customer service to our patients, Doctors, and staff.
• Have excellent communication and interpersonal skills with a positive and friendly manner.
• Work well under pressure and multi-task in a busy environment
• Possess excellent time management and organisational skills with a proactive, can-do attitude.
• Promote a supportive team environment.
• Work according to the employment contract and its requirements.

KEY RESPONSIBILITIES:

• Collaborate with, and support, the Practice Manager and the Clinical Services Manager to develop and deliver on strategy, annual plans and continuous improvement.
• Provide leadership to the Administration Team that enables them to deliver quality outcomes through a high performing culture.
• Ensure that all Administration Team members demonstrate appropriate behaviours when working with patients, their families, staff, and visitors.
• Lead and promote effective teamwork and communication.
• Ensure compliance with Administration procedures and attend to training of staff, as required.
• Manage and oversee daily administration and support functions.
• Prioritise, allocate and monitor administration tasks according to organisation need and priority, ensuring all responsibilities are met in a timely manner.
• Monitor appointment diary management.
• Support with all billings and any billing adjustments.
• Ensure patient debtors are always kept to a minimum.
• Drive continuous improvement and evaluation of the Administration Team to enhance quality of service to patients, clinical and medical teams.
• Routinely supervise, monitor, and regularly review the outcomes delivered by the Administration team.
• Provide training and supervision to Administration Team.
• Organise and deliver induction to new employees.
• Develop, review, and maintain all Administration procedures and processes, ensuring consistency in how processes and tasks are completed.
• Develop and maintain the roster for the Administration Team, always ensuring full coverage.
• Monitor and support the daily On-Call Doctor service, including ensuring the diary is managed as per procedures.
• Manage Insurance requests, within procedure guidelines, or delegate as required.
• Manage information technology, telephones and online booking systems and ensure they are continually maintained in good working order.
• Monitor stationery, kitchen and/or clinical supplies, and place orders (within budget restrictions), as required or directed, always maintaining a working supply.
• Patient liaison and assisting with Administration Team duties, as required and during times of leave.

KEY SELECTION CRITERIA

Essential

• Minimum Certificate IV in Business Administration, or significant experience in a similar role with staff management responsibilities
• Highly developed written and verbal communication skills, including the ability to liaise with people at all levels and from all backgrounds in an informative, accurate and positive manner.
• Demonstrated team building and leadership skills and the capacity to work effectively with a diverse range of people.
• Sound computer skills including working knowledge of MS Word, Excel, Outlook and Sharepoint.
• High level customer service and conflict resolution skills.
• High level of integrity, accountability, and professionalism.
• Demonstrated ability to multi-task, prioritise, and manage competing deadlines.
• A current Australian Police Check.

Desirable

• Best Practice software knowledge.
• Current First Aid and CPR Certificate.