Position Description Senior Administrative Officer (Primary) - headspace

Position Description Senior Administrative Officer (Primary)

Location: Department: Level: Employment Type: Approved by: Date Approved: Agreed by: Date Agreed:

headspace Adelaide headspace Services Limited Support Services Level 6 Maximum term, Full Time Greg Young April 2018

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1. HEADSPACE VISION All young Australians are supported to be mentally healthy and engaged in their communities.

2. HEADSPACE MISSION headspace collaborates to design and deliver innovative ways of working with young people to strengthen their mental health and wellbeing.

3. HEADSPACE VALUES It is a requirement of all headspace positions that work will be undertaken in line with the headspace values as follows:

Innovative ? We have the courage to explore new ideas and take new approaches Collaborative ? We bring the right people together to get the best result Inclusive ? We respect and value diversity and believe everyone counts Passionate ? We are dedicated to making a difference in the lives of young people and their

families Responsive ? We listen to community needs and deliver on expectations to achieve great

results

PD_hSL Senior Administrative Officer Adelaide

ABN 69 163 772 361 headspace Services Ltd is funded by the Australian Government Department of Health. [6221072: 13967538_3]

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3. POSITION CONTEXT headspace Adelaide is operated by headspace Services Limited, a subsidiary of headspace National Youth Mental Health Foundation. headspace Adelaide consists of a headspace Centre and the South Australian headspace Youth Early Psychosis Program (hYEPP), which are co-located in order to assist with service access and integration.

headspace centres aim to create highly accessible, youth friendly, integrated service hubs that provide evidence based interventions and support to young people aged 12?25 years. The aim is to improve outcomes for young people by addressing the major barriers for service use, and enabling better access to, and engagement in, early intervention services that provide holistic and integrated care.

The Senior Administrative Officer (Primary) will be based the Adelaide Centre and reports to the headspace Adelaide Practice Manager. The Senior Administrative Officer (Primary) provides administrative support to the Adelaide Centre, but more specifically to the Primary Programs.

4. POSITION SUMMARY Whilst supporting the Practice Manager, the Senior Administrative Officer (Primary) is primarily responsible for providing high quality day-to-day administrative services in order to support service delivery, access and integration across the Adelaide Centre.

The position also has a key role in effective customer service, ensuring that young people accessing the service find it accessible, youth friendly and welcoming.

5. KEY RESPONSIBILITIES/OUTCOMES The role of the Senior Administrative Officer (Primary) is to:

Ensuring the day to day running of the office is highly functioning and operational, including maintenance, scheduling of meetings and appointment systems etc.

Providing daily administrative support, ensuring all incoming phone calls and guests are attended to, in a prompt and courteous manner, and enquiries are handled efficiently and effectively in a confidential and sensitive manner.

Meeting and greeting clients and providing exceptional customer service. Providing information to young people and their families presenting to the centre, and assisting

with registration and data entry of new client information and profiles. Assisting the Practice Manager to identify, establish, improve and maintain administrative

processes for headspace Adelaide including the regular review of operational procedures, policies and workflows Assist Clinical Team Leaders with service access and workflow processes, including clinical systems audits and timely referral administrative follow up. Model and demonstrate constructive working relationships and information exchange across the organisation. Assisting the Practice Manager with the provision of regular supervision to both senior and junior administrative staff, and facilitating opportunities for professional or team development. Assisting the Practice Manager with providing administrative support to the headspace Adelaide Consortium and external stakeholders. Assisting the Practice Manager to lead and deliver comprehensive orientation and induction processes for all new staff. Monitoring and Maintenance of accurate records of petty cash, expenditure, completing reconciliation and request for reimbursements, processing invoices, registration of new suppliers and management of Cab Charges, including usage, reconciliation and associated processes.

PD_hSL Senior Administrative Officer Adelaide

ABN 69 163 772 361 headspace Services Ltd is funded by the Australian Government Department of Health. [6221072: 13967538_3]

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 Assisting headspace Adelaide staff with access to salary packaging providers, acting as the key liaison for the centre.

Assisting the headspace Adelaide Team with administrative functions for meetings, including scheduling, developing and disseminating agendas and minutes.

Ensuring adequate practice supplies of consumables (stationery cleaning supplies etc.) Contributing to the integrity of all internal information systems as required, by maintaining data

through timely updates and revision of information where required. Collecting relevant data in order to generate reports and measure deliverables using data

management systems, continuously improving the delivery of clinical services. Providing timely, high quality reports as required in collaboration with all headspace Adelaide

staff. Assisting headspace Adelaide staff with intermediate, local ICT support as needed. Achieving high quality service delivery, through engaging in the business improvement process

and contributing and complying with all processes and procedures. Where required, supporting the hYEPP service in with administrative functions, including

management of medical diaries and appointments Participating in relevant training and development activities as an effective team member Other duties consistent with the position where required and/or requested by the Practice

Manager and Centre Manager.

6. SELECTION CRITERIA The following criteria must be met for consideration for this position:

a. Essential Requirements Demonstrated experience in senior administrative positions in medical/health related

environments Demonstrated experience in the use of Electronic Medical Record systems Understanding of Medicare billing processes and medical record documentation, practices and

procedures Proven positive interpersonal skills to respond appropriately to young people, visitors and multi-

disciplinary staff. Ability to provide administrative support to committees for agendas, booking venues, minute

taking and any follow up actions. Experience with billing or other IT/ health support based tools. An exceptional eye for detail. Strong information technology and information management skills, with experience in the use of

Outlook, Word, Excel and PowerPoint Professional, ethical with a high level of self-motivation and initiative. Proven ability to handle high volumes of work, prioritise workloads and meet agreed timeframes.

b. Desirable Requirements Experience in the Not for Profit and/or public health sector (including working with medical staff) Experience providing administrative support to Senior Medical Staff and/or Medical Specialists. A broad understanding of the mental health service system in Australia. Senior administrative experience

Other role requirements: 6 month probationary period and an Annual Performance Review and Development plan. Some flexibility will be required to work after hours including weekend and evening and interstate/intrastate travel may be required Approved qualifications and current eligibility to work in Australia Appointment is subject to a Working with Children, DCSI Clearance.

PD_hSL Senior Administrative Officer Adelaide

ABN 69 163 772 361 headspace Services Ltd is funded by the Australian Government Department of Health. [6221072: 13967538_3]

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7. POLICIES AND WORKPLACE PRACTICES

All headspace employees are required to acquaint themselves with the organisation's policies and procedures and to abide by them at all times.

It is expected that at all times, employees will: be respectful towards the organisation, colleagues, clients and the general public be cognizant with and uphold the objectives and philosophy of headspace act collaboratively with all colleagues act in a safe and responsible manner at all times

PD_hSL Senior Administrative Officer Adelaide

ABN 69 163 772 361 headspace Services Ltd is funded by the Australian Government Department of Health. [6221072: 13967538_3]

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