Full-time, fixed term to 30 June 2023 with possibility of extension
PURPOSE AND SCOPE OF THE POSITION
This position provides administrative support to ensure the smooth running of the internal operations of the regional Centre; and is responsible for a range of administrative duties, both general and clinical. Duties include the reception area, to promote a welcoming and supportive environment, to ensure that all who call, or visit the offices, feel valued and appreciated.
KEY RESPONSIBILITIES
This includes, but is not limited to:
Reception and telephone duties
- Meet and greet visitors on arrival
- Excellent telephone etiquette, directing incoming calls to appropriate person
- Log incoming mail, ensure distribution to the appropriate staff
- Monitor the centre email inbox and action/distribution appropriately
- Organise and log outgoing mail, including couriers where required
Referrals
- Respond and process referrals within timeframes including confirmation of consent for the referral from Legal Guardian
- Build child’s electronic profile in relevant electronic database
Secretarial and word processing duties
- Minute taking and organisational arrangements for meetings, where required
- Proof reading where required
- Ability to draft documents on instruction
Assist with event coordination, where required
Coordinate and assist with centre meetings
General filing, archiving
- Maintain electronic filing system for clinical services
- Data entry into BUSHkids database – BUSHbase, where required (training provided) and NDIS CRM (training provided)
- Client feedback questionnaire collation
- Prepare documentation for sending to the NDIS storage/scanning facility, Iron Mountain
Centre Resources
- Maintain and coordinate ordering, purchasing and petty cash activities for the Centre
- Maintain local Asset register for the centre
- Coordinate maintenance and administrative requirements of the BUSHkids vehicles
- Communicate and liaise with relevant business support staff on operational requirements and concerns for the Centre
Coordinate clinical appointments where required; arrange, cancel, reschedule
Collaborate with Allied Health and NDIS team members to facilitate a seamless and effective interface between Centre activities and look for opportunities to enhance service, quality, accuracy and timeliness
Maintain data and accurate records of client service provision in accordance with medico-legal standards and ensuring security of all client information – including (but not limited to):
- Enter referrals
- Letters to parents/carers, referrers
- Case Management Meeting Agenda and Minutes; record case notes, update waiting list
- Scanning as required
- Filing as required
- Archive records as required
- Quality assurance of collected/entered data as required
Book travel for centre staff through the Corporate Travel system following approval processes
Create resources/booklets for therapy sessions and groups, where required; including printing, laminating, binding
Other administrative duties as assigned by your Line Manager or designated officer as required
In areas with a Friends of BUSHkids committee (FoBk), liaise and support FoBk committee Chairperson and members including meeting organisation, agenda, minutes of meetings and other activities as required
Other tasks include:
- Actively participate in general staff meetings
- Attend training sessions (in-house and external) when required
- Know and apply BUSHkids policies and procedures; and be familiar with and understand workplace health and safety and apply these in the workplace
REPORTING REQUIREMENTS
- Responsible directly to the ECEI Operations Manager for all administration issues
- All BUSHkids staff are ultimately responsible to the Chief Executive Officer of BUSHkids
- This position has no financial delegation
EXPECTED BEHAVIOURS AND PERSONAL ATTRIBUTES
- Create a welcoming and helpful image for BUSHkids, liaising with all stakeholders in a professional manner
- Adhere to BUSHkids code of conduct and ethics in keeping with the mission and aims of the organisation
- Treat all other BUSHkids staff in a professional, respectful manner
- Adhere to BUSHkids policies, procedures and related documents; Employee Handbook and be familiar with and understand workplace health and safety, and apply these in the workplace
- Give clients of the service every courtesy and their needs given prompt professional attention
- Maintain confidentiality at all times, in regards to client and BUSHkids sensitive information
- Implement all reasonable directions of the direct Manager to the position
- Use good judgement in conveying information to relevant authorities
- Demonstrate well developed interpersonal and communication skills
- Be well-presented, friendly and courteous
- Represent BUSHkids in a professional, confident and positive manner at all times
- Undertake all duties in a diligent manner, with honesty and integrity, as well as displaying a positive manner at all times
- Have a vigilant attitude to accuracy and attention to detail
- A collaborative approach to work as well as the ability to work autonomously
- Demonstrate ability to prioritise and organise
- Actively attend and participate in team meetings and all staff meetings
- Demonstrate commitment to ongoing professional development and attend any necessary training sessions (in house and external) when required
ADDITIONAL INFORMATION
- Each staff member is appointed to the most appropriate classification level based on their experience
- Travel and overnight stays from the Centre may on occasion be required of this position
- A criminal history check may be initiated on the successful applicant with the Queensland Police Service
- A discipline history check may be initiated on the successful applicant
- A non-smoking policy applies within all BUSHkids buildings and grounds, and all motor vehicles
- All staff are required to complete a 6-month probation period on commencement of employment
- As BUSHkids is a not-for-profit organisation, participation in fundraising activities may be required
KEY SELECTION CRITERIA
- Demonstrated excellent organisation skills including strong attention to detail
- Demonstrated high level written and spoken communication skills
- Detailed minute taking, including creating agendas
- Sound knowledge of Microsoft Office Suite – Outlook, including scheduling MS Teams meetings, Word, Excel and PowerPoint
- Excellent typing skills with ability for transcription, writing and word processing skills
- Significant experience in an administration role
- Multi-tasking and problem solving abilities
- Ability to effectively prioritise and execute tasks
Other Requirements
- Valid Blue Card (Queensland’s Working with Children Check) OR combined NDIS Worker Clearance and Blue Card
- Current C Class Queensland Drivers Licence
- COVID-19 Proof of Vaccination or certificate stating medical contraindication
HOW TO APPLY
Applicants are to submit a brief resume with contact details of two (2) professional referees; and a maximum two (2) page written response outlining your suitability for the role by addressing the above Key Selection Criteria.
People with a disability or people from Aboriginal and Torres Strait Islander or CALD communities are highly encouraged to apply for this position.
Applications received directly from SEEK or recruitment agencies will not be accepted.
Please refer to the full Position Description (181kb) to view further details about the role, including the Key Selection Criteria to address.
PLEASE EMAIL YOUR APPLICATION TO: recruitment@bushkids.org.au
Applications will be shortlisted as received, early applications are encouraged.
Closing date – 5PM Thursday 9 June 2022
Enquiries can be directed to Toni Garrett, ECEI Operations Manager on 07 4111 1655 or email recruitment@bushkids.org.au