Senior Administrative Officer

Applications close: 11 March 2019

Position summary

The Senior Administration Officer – Metropolitan Clinics is primarily responsible for leading and managing the clinic administrative team to provide high quality reception services and administration support to clients, visitors, and staff to facilitate the smooth and effective operations of the clinics.  

They work within the multi-disciplinary team in the delivery of services which are safe, effective and client centred.  The Senior Administration Officer - Metropolitan is also responsible for providing administrative supports to the Metropolitan Centre Manager and Metropolitan Continuous Quality Improvement Nurse.

Remuneration and Benefits

Base Salary $53K - $57K depending on Exp.

Family Planning NSW is a Not for Profit organisation and as such employees are able to claim a total of $15,900 net per annum through Salary Packaging and a further $2,800 pre tax benifit for Meal and Entertainment.

If Salary Packaging is maximised the total package including Base Salary + Leave Loading + Superannuation is equivalent to $67K - $72K.

Applications

Please provide a cover letter addressing the essential and desirable requirements for the position together with an up to date resume.

Responsibilities

Clinic administration

  • Oversee the provision of reception and administrative support at the clinics which anticipates the needs of clients, visitors and staff
  • Lead the clinic administration team to deliver high quality client services
  • Provide high level administrative supports to facilitate the effective operation of the clinics
  • Lead quality assurance activities for all clinic reception and administrative processes
  • Identify administration process gaps and explore process improvement opportunities
  • Support rostering and appointment scheduling for the clinics to maintain sufficient staffing to ensure effective operation
  • Support coordination of clinical and administrative staff leave relief
  • Support the effective scheduling and quality assurance of the clinic appointment booking system
  • Support clinical training placement schedules in collaboration with the education team
  • Lead monthly data collection and quality assurance checks to facilitate the timely generation of monthly clinical management reports
  • Assist with gathering statistics, collecting data and analysing information to evaluate clinic performance as required
  • Organise clinic staff meetings and arrange minute taking
  • Lead reception and administrative staff recruitment and training as required
  • Provide onboarding, on-the-job training and up-skilling for clinic administrative staff
  • Oversee and maintain quality assurance of the clinic billing and financial reconciliation processes
  • Ensure effective cash handling and reconciliation processes and arrange for regular banking as per policies
  • Lead the administration of clinic and organisational surveys
  • Oversee the timely processing of invoices for payment
  • Contribute, as subject matter expert, to provide input and feedback for clinic system and process changes
  • Support on-site IT and telecommunications updates and enhancements under the direction of the IT team
  • Perform user acceptance tests for IT system upgrades and program changes as required
  • Ensure effective implementation and execution of new clinic administrative processes and procedures
  • Coordinate clinic fixtures and equipment maintenance, repair and replacement as required
  • Maintain effective records of the usage, hiring and maintenance of equipment and resources at the clinic
  • Assist with facility management, stock-take and auditing as required
  • Assist with quality checks and audits in line with the National and Safety Quality Standards as required
  • Coordinate non-clinical consumables and stationery orders for the clinics
  • Arrange servicing and maintenance of the organisation vehicles (if applicable)
  • Oversee management of daily mail and courier services
  • Oversee provision of catering for workshops and staff events
  • Oversee the updating and restocking of client resources in the waiting area and clinic rooms
  • Provide administrative supports to the Centre Manager and Continuous Quality Improvement Nurse as required
  • Any other duties within the scope of the role as directed by the Centre Manager

Staff management

  • Provide effective leadership for the clinic administration team
  • Provide leadership in managing and implementing change and supporting administration staff through change
  • Ensure equitable and effective management of administration  staff
  • Facilitate and maintain effective communication among staff
  • Ensure all administration staff participate in the annual performance management process
  • Manage the continuing professional development of clinic administration staff
  • Ensure adherence to principles of EEO, WHS and anti-discrimination legislation

Safety & quality

  • Commit to maintain best practice by adhering to the scope of practice and within administrative role boundaries as defined by Family Planning NSW
  • Commit to on-going skill development to update knowledge and enhance skills
  • Adhere to Family Planning NSW’s defined escalation and delegation policies and systems
  • Apply defined guidelines, policies, procedures and protocols applicable to the role
  • Adhere to the Incident Management Policy to report and escalate any issues
  • Commit to share knowledge and provide support and supervision to less experienced staff

Essential criteria

  • Relevant certificate level qualifications (or higher) in business administration or similar
  • Minimum 5 years previous experience in an administration or reception role with exceptional customer service skills
  • Minimum 2 years previous experience managing staff, including staff attraction and retention, performance management, staff training and development
  • Proven strong interpersonal, negotiation, written and oral communication skills
  • Proven high level of analytical and problem-solving skills
  • High level computer skills including word processing, spreadsheets and data entry
  • High level ability to manage competing demands
  • Proven ability to lead, and adapt effectively to, change
  • Current NSW driver’s license

Desirable criteria

  • Previous experience in utilising electronic medical record systems and client billing systems
  • Previous experience in basic financial systems and staff rostering
  • Experience working in a healthcare environment

Contact details

For further information please download the Position Description below or contact May Chan, Metropolitan Centre Manager on 8752 4263

Apply Here

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