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Position Description:Receptionist – Administration Officer

Position Type: Part Time
Location: Bayswater Branch
Reports to: Team Leader of Corporate Services

Role:
The role of the Receptionist/Administration Officer is to welcome all contact with Irabina, either personally, via telephone or email and to distribute accordingly. It entails working with families, clinical staff and external agencies in a team environment with other Service Development Team members. Undertake the day to day operations and the administration of Funding systems.

Key Responsibilities:
1. Daily appointments receive notification of appointment via SMS.
2. Balance daily receipted cash/merchant.
3. General administration for Irabina’s Paediatrician.
4. To coordinate the telephone system to ensure a smooth communication process for all external/internal communication.
5. Accurate daily invoicing of appointments.
6. Ensure all appointments are paid on the day of service.
7. Accurate input to CRM bookings system.
8. Accurate input to Funding portals.
9. Knowledge of DSS and NDIS claim input systems.
10. Knowledge of MYOB financial system.
11. Knowledge of DSS & NDIS funding requirements.
12. Reconcile Funding payments.
13. Working to strict deadlines.
14. Ensure inputs to portal are always up to date to ensure funding is received.
15. To assist the Team Leader Corporate Services with other finance related functions.
16. General duties as specified by the Team Leader of Corporate Services.
17. To assist in Reception duties.
18. Undertaking ongoing professional development.
19. Attending regular meetings and contributing to Irabina wide planning and evaluation of services.

The following core competencies are those that Irabina believes you should be working towards to undertake the above responsibilities. As an organisation, we provide assistance to employees in attaining this knowledge, experience and professionalism.

Core Competencies:
1. Implementation of administration practices.
    a. Understanding of switchboard telephone systems.
    b. Understanding of financial principles within an accounting framework.
    c. High level of personal time management.
    d. High level of problem solving ability.
    e. Good working knowledge of Office software.
    f. Knowledge of financial/funding and booking systems.
2. Provision of excellent customer service.
    a. Understanding of family centred practice and how this impacts on the community as a whole.
    b. Empathetic understanding of the problems families face when they have a child with an ASD.
    c. Understanding of other aspects of the organisation to be able to respond to family queries as required.
3. Service Delivery.
    a. To work efficiently and effectively within specified time frames.
    b. To work in a team environment and communicate and collaborate with other staff within the organisation.
    c. To work with tight deadlines with small amount of support.
    d. Understanding of all services Irabina delivers.
4. Engagement of others.
    a. Knowledge if the Early Intervention sector and how to work within this sector to provide improved outcomes for Irabina and families and children.
5. Develop own Capabilities.
    a. Open to looking for and acting positively upon feedback in relation to your own performance.
    b. Open to providing feedback to team member’s performance.
    c. Participation in professional development of yourself and other team members.
    d. Ability to implement professional development to achieve better personal, family and organisation outcomes.

Selection Criteria:
1. Previous Experience in Reception/Administration.
2. Medicare knowledge.
3. NDIS/DSS funding systems – not essential.
4. Accounts Payable/Receivable knowledge.
5. To be available to cover full time Receptionist during sick and annual leave.
6. Attention to detail.
7. Applicants must undergo a Working with children check.
8. Applicants must undergo a Police check.
9. Current drivers licence.
10. Excellent communication and interpersonal skills.
11. Excellent computer skills.
12. Commitment to providing services to people from diverse language/cultural backgrounds.
    a. Open to looking for and acting positively upon feedback in relation to your own performance.
    b. Open to providing feedback to team member’s performance.
    c. Participation in professional development of yourself and other team members.
    d. Ability to implement professional development to achieve better personal, family and organisation outcomes.

Conditions of Employment:
• To be employed in accordance with the Health Professionals and Support Services Award 2010.
• Participation in Performance Review Procedures and all other quality improvement initiatives implemented by Irabina Autism Services.
• Due to the nature of the role, work outside of normal working hours will occasionally be required.

Basic and Physical Requirements:
• Must be able to lift up to 25 kilos.
• Must be able to lift and carry clients with adaptive equipment.
• Must be able to assume and maintain a variety of postures (kneeling, squatting, crawling, sitting, standing) for extended periods of time.
• Must be able to sit on the floor or stand for extended periods of time.
• Must have manual dexterity to perform specific computer and electronic device functions for data collection.
• Must be physically present at the assigned job location, which may include home, school, and community placements.
• Must be able to receive detailed information through oral communication.

For any further questions please contact us on (03) 9720 1118.