Permanent full-time Administration Officer – Moorooka, Brisbane.

Global Rehabilitation Service (QLD) is currently looking for an enthusiastic and committed Senior Administration Officer to work with our friendly and supportive team of Health Professionals. The position is permanent full time and is based in our Moorooka Clinic working 40 hours per week and available for an immediate start.

At GRS, we believe our team members are our greatest asset, so our company provides a friendly, flexible work environment with ongoing training to help you achieve success in your role supporting working as a valued team member together with our clinicians and clients.

Responsibility Area

• Assist QLD/NSW Service Managers with recruiting and onboard administrative staff
• Upskill and train administrative staff officers to perform different administrative tasks
• Develop and maintain administrative team orientation procedures and resources
• Set clear performance expectations and act as a positive role models to admin officers.
• Provide the Admin Officers with regular feedback and coaching through monthly supervision and maintain clear supervision record.
• Coordinate and maintain the roster for the 1300 number and other shared administrative task routines & database, ensuring they are executed according to business rules and system requirements.

Office Management

• Oversee office operations for your site and assist with other relevant local offices:

- Order relevant supplies for the office

- Greet visitors and ensure they are comfortable.

- Ensure office facilities are safe, clean and functional

- Coordinate maintenance and repair services as required

- Liaise with office office-related suppliers as needed

• Organise logistics for team meetings and in-service set up including team lunch purchases.
• Develop operational procedures to ensure efficient office management for all sites
• Check email, website and 1300 number is actioned daily.

Systems and Procedures

• Establish and maintain effective systems, practices and procedures for administrative tasks across the business
• Maintain effective communication procedures with relevant staff and other stakeholders.
• Ensure referral enquiries are responded to within 24 business hrs.
• All other routine inquiries are acknowledged & actioned within 48 hrs.

Records and Document Management

• Divide up Service Agreements equitably amongst the administrative team for processing at the start of each week and ensure the agreements have been correctly inputted.
• Oversee the creation of client records to ensure that they are accurate and up-to-date through audit procedures.
• Ensure compliance with legislative requirements for all documents and records.
• Ensure invoices and payments are accurately submitted & processed.
• Maintain professional and time-sensitive communication with clients and stakeholders.

Client Accounts and Finance

• First point of contact for client accounts/funding related issues from clients and submit to local service managers/team leads for review and actioning where required.
• Conduct regular audits of the existing Client Resource Management (CRM) platforms to ensure the integrity of client information throughout the intake, progression, and exit processes.

Other

• Ad hoc projects as required and agreed with Management

* This position description serves to illustrate the scope and responsibilities of the role and is not intended to be an exhaustive list of duties. You will be expected to perform other job related tasks requested by management and as necessitated by the development of this role and the business.

Knowledge, Experience, Attributes and Skills Required

Knowledge

• Strong technical knowledge such as proficiency in MS Office and able to work effectively on other work software packages like Xero and Vinci
• Ideally some knowledge or experience working with NDIS

Experience

• Minimum 3 years of administration experience preferably in health/NDIS sectors
• Minimum 1 year experience supervising staff

Attributes

• Flexible and adaptable to changing workloads
• Able to take initiative and problem solve within the scope of role
• Able to work under pressure and prioritise tasks
• Friendly and affable personality

Skills

• Excellent time management and organisational skills
• Supervisory skills
• Good interpersonal skills and able to build and maintain effective work relationships with staff and key stakeholders
• Excellent attention to detail
• Strong verbal and written communication skills
• Excellent customer service skills