Administration Assistant - Opportunity To Make A Difference - Part-Time

Reporting to the Corporate Services Manager, the purpose of this role is to provide administrative support to the Gunnedah office as required and to act as the first point of contact for clients and stakeholders. The Administrative Assistant will manage operational functions for the office in which they are located as directed by the Corporate Services Manager. Team work is an integral aspect of this role along with the ability to anticipate, organise and prioritise the workload as well as the ability to work proactively. In line with the changing environment for service delivery, the Administration Assistant should have an understanding of Telehealth service provision as it relates to this role.

Key Responsibilities

• Promote cultural awareness and competence within the HealthWISE team and in interactions with consumers, stakeholders and communities.
• Promote the safety, wellbeing and empowerment of children.
• Comply with HealthWISE policy and procedures and Code of Conduct as well as all relevant legislation and regulatory standards.
• Actively contribute to the growth and financial sustainability of HealthWISE through identifying new business opportunities, efficiencies, cost savings and innovative solutions.
• Provide front desk coverage, general reception ,meet clients and stakeholders attending in person, answer all phone calls and adhere to a “no wrong door” approach.
• Ensuring all outgoing mail is posted and collecting and distributing all incoming mail
• Ensuring basic supplies such as water, tea, coffee, milk, toilet paper etc are kept stocked
• The ordering of office supplies eg. Stationary
• Manage room bookings for the Gunnedah office and all associated invoicing.
• Maintaining the fleet vehicles for the relevant office, keeping the servicing and cleaning up to date and ensuring all details including end of month km readings are recorded in the Fleet Management System
• WH&S quarterly and annual checks for the relevant office and ongoing monitoring of WH&S issues for the relevant office
• Obtaining quotes for any required works for the relevant office and the subsequent scheduling of trades people to complete these works
• Processing all invoices received and submitting to Corporate Services Manager for approval
• Assist in collating and maintaining the Asset Register for the relevant office
• Keep internal contact lists for staff phone extensions and mobiles up to date
• Coordinate staff meetings in conjunction with the Corporate Services Manager for the relevant office, scheduling, inviting and minute taking
• Ensure expenditure is monitored closely and is aligned with budget
• Assist other staff within the office as required
• Other duties where directed within the employees’ skill competence and training

Roles Criteria

Essential

• Demonstrated attitude and behaviours that are in keeping with the company’s values of client focus, empowerment, courage and excellence.
• Demonstrated commitment to the delivery of quality, consistent and continuous health services to local communities.
• Demonstrated understanding of issues affecting Aboriginal and Torres Strait Islander people and their health.
• Current unrestricted and unencumbered Driver’s Licence.
• Willingness to travel and work after hours if required.
• Willingness to consent to a National Police Check.
• Hold a current Working with Children Check (NSW) or Blue Card (QLD) or willingness to obtain.
• Maintain vaccinations as required and provide proof of vaccination if requested.
• General Reception duties experience
• Sound knowledge of, and experience with the Microsoft Office Suite including Word, Outlook and Excel
• Demonstrated ability to work as part of a team whilst also being able to work independently
• A can do attitude and excellent problem solving skills
• Demonstrated sound written and oral communication skills

Desirable

• Experience working and engaging with regional Aboriginal and Torres Strait Islander communities in a primary health care setting.
• Knowledge of and experience with clinical software ie. Best Practice
• Understanding of the primary health care sector

Applications close 15 June 2024.

Please contact Susanne Kable on 02 6792 5514 or [email protected], to discuss this position.

A full position description can be found here: https://healthwise.org.au/wp-content/uploads/2024/05/HW_Admin_Assistant_Moree.pdf