Hepburn House is an equal opportunity employer and welcomes all people into its homes. Hepburn House is also LGBTQIA + friendly for residents, staff, and volunteers.

The Administration Officer position’s major responsibility is to provide quality operational administration support. The Administration Officer is responsible for maintaining an efficient and customer focused Reception for internal and external clients, other visitors and service providers; Assist with processing admissions and discharges of residents; rostering of staff to meet operational requirements; managing financial processing for the facility and promoting and contributing to a positive team environment within the Facility.

Conditions of Employment

According to the Daylesford Aged Care Services and Staff Contract of Employment.

Current satisfactory Police Clearance certificate

General background Statutory declaration

Key Selection criteria

• Strong customer service background and experience, including reception experience (with internal and external customers).
• Well-developed interpersonal and communication skills (written and oral).
• Demonstrated ability to work within a team environment and/or autonomously
• Competent in Microsoft Office software (Microsoft Word, Excel and Microsoft Outlook) and the ability to learn and implement new software/programs.
• Account payable/receivable and petty cash experience.
• Strong word processing, filing and organisational skills. Experience within a Residential aged care facility or community service, not for profit or similar organisation.
• An understanding of quality improvement processes and standards and Workplace Health & Safety regulations and requirements.

Accountability: Front Desk Customer Service Responsibilities:

• Provide a high level of customer service at the front desk, including answering the phone and greeting visitors.
• Respond promptly and courteously to public enquiries and refer to appropriate resources within the Facility.
• Facilitate communication between staff at the Facility via appropriate and professional communication systems as delegated.
• Facilitate professional communication within the facility between served, external resources and the wider community as delegated

General Administration Responsibilities:

• Prepare appropriate documentation for the admission of residents into the Facility and subsequent discharge.
• Attend to filing and archiving of resident’s information in accordance with the organisation’s guidelines and procedures.
• Maintain understanding of medical terminology relevant to the Facilities activities. Attend to data and word processing & mailing.
• Assist with stock ordering of office equipment/supplies and stationery. Management, operation and operator level of maintenance of office equipment, e.g. photocopier, facsimile machine, computer equipment.
• Provide assistance as required with staff rostering. Provide assistance as required with resident data entry in Lee Care.
• Additional administrative tasks as and when required

Financial Responsibilities

• Prepare payment of facility accounts and petty cash expenditure as required. Work within financial timeframes.
• Prepare payroll.
• Invoice respite residents and record payments

Communication

• Demonstrate well developed interpersonal and communication skills in dealings with all persons both internal and external to the organisation.
• Attend planned organisational or Facility meetings as required.
• Assist with public relations activities requiring community involvement and fundraising.
• Communicate effectively and appropriately with all residents, including those with challenging behaviours, different cultural beliefs, members of the LGBTI community or from non English speaking backgrounds;

Information Systems

• Follow information management security protocols.
• Maintain knowledge of appropriate computer programs or information systems relevant to the role.
• Assist in documenting, collating, archiving and filing of information required for reports and facility requirements.
• Maintain central records of and collate information for different funding sources for the Facility.
• Maintain confidentiality of information according to the organisation’s policy.
• Actively participate in quality improvement activities relevant to the role. Work within and promote the organisation’s workplace health and safety policies, procedures and guidelines.
• Undertake own work practices in a safe manner and comply with the instructions given for workplace health and safety
• Work in collaboration with other team members;
• Awareness of Fire and Emergency management systems.