Administration Officer - Part-Time

About IRT

IRT is an equal opportunity employer. We find excellence in diversity and are committed to creating an inclusive environment for all employees. If this role stands out to you but you don’t feel like you ‘’tick all the boxes’’, we strongly encourage you to apply nonetheless. We value diversity across experience.

Founded in 1969, IRT’s mission was to provide better options in housing and care for older people. Now 50 years later, our purpose remains the same.

We improve the lives of more than 9100 people every day in NSW, the ACT and Qld. We’re one of Australia’s largest community-owned providers of independent living, aged care and home care. We’re proud to have more than 40 communities and home care service hubs in NSW, the ACT and Qld.

We are proud of our culture and employ people across a diverse range of occupations, backgrounds and skills, who are passionate and committed to creating a better world for all older Australians.

About the Role

Due to exciting growth,  IRT is seeking an experienced Site Administrator to join our team at our Kirrawee Thomas Holt site. This is a part-time role (20 hours per week, Tuesday to Friday, 10am - 3pm). The Site Administrator works in a customer-facing role performing daily duties via an interactive, flexible and proactive approach. This role ensures the provision of high quality administration support services, actively anticipating the resident and local leadership team’s needs to create a vibrant and dynamic community environment.  The role represents IRT in a positive way at all times, providing residents, families, visitors, contractors and staff with information regarding services provided

KEY RESPONSIBILITIES

• Visitor management
• First point of contact and welcome on a day to day basis for residents, families, visitors, contractors and staff
• Customer lifecycle
• Support resident lifecycle processes including:
• Facilitate site tours for new residents and families
• Entry  of tour outcome and/or capture of potential walk in lead enquiries in IRT’s customer relationship management system: Salesforce
• Coordinate virtual admission financial discussion (webex or phone) between new resident/family members and the Admissions Coordinator and ensure Admissions Office at site is kept in tidy and presentable condition at all times
• Print and scan new residents admission paperwork, where required
• Management of care suite keys including room keys, bedside table keys or other lock box keys situated in care suites
• Prepare Welcome Pack and Welcome Gifts for new residents

Communication

• Communicate effectively to all internal and external customers using telephone, written and electronic forms of communication; interpret and draft written correspondence consistent with the classification and handle sensitive and confidential matters with tact and discretion
• Ensure confidentiality surrounding residents, families and staff is maintained and is not shared with other people who are not directly involved – whether they are internal or external – via face to face, email or social media
• Coordinate mail merge databases for mail outs, format correspondence for residents/NOK, print and distribute site communications and maintain the site phone list
• Ensure signage, notice boards and digital signage throughout the Aged Care Centre are current

Technology

• Utilise organisational software and databases to contribute to operational activities e.g. time and attendance, records management, customer relationship management, clinical management and feedback and complaints systems. Related systems include: Intranet / Internet, Email, My Central, Salesforce, Coupa, Platinum, Protecht, Power BI, Concur, Content Manager, Maintenance Connection etc.
• Ensure safe use of office equipment, including logging of work orders for Facilities Management support or IT Support, as required
• Maintain Aged Care Centre network document structure as outlined in the Aged Care Centre Document Management Guide
• Legislation, Policy and Procedure
• Ensure accreditation folder reports are printed and updated weekly
• Print site Feedback and Complaints and SIRS dashboards reports from Protecht and update accreditation folders
• Update Fire Evacuation packs as required for new/deceased residents including Fire Mobility Reports, evacuation lists and Bradma Labels
• Collation of various Consent Forms that are required for residents, on receipt scan and upload to Platinum e.g. Psychotropic Management, Flu Vaccination etc.
• Complete necessary documentation, aligned to legislation, policies and procedures

To Be Successful You Will Have

• Demonstrated experience in an administration/customer service role
• High level customer service experience and skills
• High level  communication (written and verbal) and interpersonal skills
• Demonstrated willingness to work as part of a team
• The ability to multitask, plan and prioritise work to meet deadlines
• Proven attention to detail and accuracy
• Demonstrated problem solving ability and coordination skills
• An ability to interpret and apply policies and procedures
• Demonstrate a proficiency using tablets, smart phone technology and computer systems including Microsoft Outlook, Word, Excel and organisational systems
• Current driver’s licence
• Desirable: Tertiary qualification (post-secondary)
  

Benefits for You

• Competitive pay and more cash in your pocket (less tax) with not-for-profit salary packaging
• Flexible working conditions
• Birthday leave - relax and take a day off on us!
• Professional and career development opportunities
• Multiple career pathways
• Discounted gym memberships
• Free counselling via Employee Assistance Program (EAP) and staff wellness program

How to Apply

If you feel this is the right role for you, we’d love to hear from you! Simply click the “Apply now” button, fill in your details and submit. Once you apply, we’ll be in touch to discuss your application. Or alternatively, please contact IRT Recruitment.

All successful candidates will be required to undergo pre-employment checks including reference checks, pre-employment functional assessment and a National Criminal History Check.