Vacancies 2009

Senior Administration Coordinator, Full / Part Time 30 - 38 hrs pw Position, Brisbane

Applications Close: COB Friday, 20 February 2009

Applications to:
Corporate Services Manager
Family Planning Queensland
P.O. Box 215
Fortitude Valley QLD 4006
Or email: csmanager@fpq.com.au

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Position Objectives

1. To be responsible for the efficient functioning of the administration team of the Brisbane clinic
2. To develop, implement and maintain systems and processes to ensure quality of service
3. To provide administrative support to the Clinic Co-ordinator and other medical and nursing staff
4. To function as a member of reception/administration team in the Brisbane clinic

Responsible to

• Clinic Coordinator (CC)

Responsible for

• Clinic Administration Officers

Collaborates with

• This position requires close collaboration with the Clinic Coordinator and Senior Medical Officer (SMO). These 3 positions will function and collaborate as a leadership team for the Brisbane clinic
• Corporate Services Staff
• Administration Officer - Clinical Services

Duties

Human Resource/Staffing

• Performance management of clinic administration staff
• Participate in the selection and recruitment process for administration staff
• Coordination the orientation and ongoing training for administration staff and other staff as required
• Coordinate staffing requirements for clinic operation in collaboration with Clinic Coordinator

Service Delivery

• Participate in the reception services roster
• Answer Centre telephone, respond to enquires and assist callers
• Provide information to clients/potential clients on a range of services provided by FPQ and book appointments
• Undertake client reception activities including client registration, recording client personal details, chart retrieval/filing and receiving and accounting of monies

Administrative Support

• Client record systems including file maintenance and archiving (Client files and electronic records) for Brisbane clinic in accordance with FPQ policies and in consultation with the Facilities Coordinator
• Administrative support for clinic meetings including recording minutes
• With direct support from Corporate Services staff, provide accurate and timely accounting procedures and records for the Brisbane clinic within FPQ guidelines
• Dissemination of information regarding FPQ’s policies and procedures and other clinic communication to all clinic staff in collaboration with SMO and CC
• management of outgoing/incoming communications including mail and pathology results according to FPQ and centre protocol

Physical Environment/Resources

• Maintain and monitor systems to ensure effective distribution and utilisation of clinical supplies and client resources in collaboration with the Clinic Coordinator and other administration staff
• Coordinate the repair and maintenance of office equipment in collaboration with Corporate Services staff
• Maintain of a safe working environment for staff and clients in accordance with relevant Workplace Health and Safety guidelines

Information technology (IT)

• Effective utilisation of centre ICT resources, including liaison with the IT Systems and Desk Top Support Officer
• Orientation on the use of the computer, SHIP program and other web based resources for new staff
• Staff support in use of ICT
• Ensure data quality is maintained in SHIP and Health Professionals training and other databases and client registration systems
• In collaboration with Clinic Coordinator, utilise the SHIP program to produce quality data and efficient client management systems
• Preparation of quarterly reports and forwarding to Clinical Services Administration Officer within a designated time fram.

Financial

• Preparation of cash receipt summaries and bank deposits within FPQ guidelines
• Assistance with stock control of FPQ dispensary products

Other duties

• Participate in quality assurance programs
• Other administration duties as required
• Participate in relevant committees as required

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Remuneration

$40,156 - $43,391
FBT exempt salary packaging
9% Occupational Superannuation

Selection Criteria

To be successful, the applicant will need to demonstrate the following skills, abilities and attributes:

• Demonstrated experience in managing a small administration team preferably in a clinical service delivery environment
• Well developed skills in providing a customer focused reception service
• Demonstrated organisational skills, with the ability to manage and prioritise workloads to meet competing deadlines
• Excellent oral and written communication skills
• Demonstrated computer competency including experience with database maintenance, word-processing and web maintenance
• Awareness of key issues in supporting an effective and safe working environment including employment equity, anti-discrimination, occupational health and safety and ethical behaviour

In addressing these criteria, please provide examples and where applicable, discuss outcomes.

Applications need to address the selection criteria and should include a Curriculum Vitae and names of two referees.