Position Description s29

MERCY HEALTH POSITION DESCRIPTION Central Administration Officer

Mercy Values: Compassion, Hospitality, Respect, Innovation, Stewardship, Teamwork

Central Administration Officer Employee name: Position title:

Entity/Group: Mercy Health Home and Community Date: July 2015 Care (MH HCC) Location: Support Services Position reports to: Administration and Business Systems Positions reporting to NA (ABS) Manager this one:

Responsible to: Position Purpose: The Central Administration Officer provides an integral role in the functioning of the administrative support required universally across the MH HCC business. This role effectively communicates with all stakeholders across MH HCC, provides daily oversight of the My Aged Care and other business portals participates in general clerical duties, supports the administration of the learning and development function and undertakes other activities as determined by the Administration and Business Systems Manager.

Mercy Health Central Administration Officer Last review date: 1 Qualifications & Essential: Requirements: Previous experience in an administration officer role Excellent customer service skills including presentation and communication Ability to build effective relationships with stakeholders

Desirable: Previous experience working in Home and Community Care Resource management: Total staff management (FTE): NA Annual Operating Expenditure: Annual Capital Expenditure:

Mandatory Organisational Competencies  Orientation (on commencement)  Diversity & Equity (annual completion required)  Infection Control (annual completion required)  Emergency Procedures (annual completion required)  Work Health & Safety (annual completion required)

Personal Competencies  Ability to work effectively, independently and as part of a team.  Strong interpersonal skills, communication, and report presentation.  Ability to manage deadlines and timeframes  Ability to communicate with clients, staff and a diverse group of other stakeholders.  A positive and innovative approach to work.  Capacity to reflect on personal practices and understand organisational dynamics  Computer literacy (MS Outlook, Word, Excel, PowerPoint, CMS).  Strong customer service orientation.

Mercy Health Central Administration Officer Last review date: 2 Job Competencies  Ability to maintain the highest level of confidentiality and respect the privacy of consumers and staff.  Competent use of Microsoft Office, and proficient in data entry  Ability to prioritise work and negotiate with stakeholders to achieve outcomes.  Flexibility to accommodate peaks in work flow.  Ability to forward plan in order to action tasks appropriately.  Understanding of the Community Care setting.  Flexibility to work across sites.

Mercy Health Central Administration Officer Last review date: 3 Key Result Areas Key Activities Standard Measures Mercy Health Values  Values of Mercy Health are  Be compassionate and provide support  Demonstrates and upholds the incorporated into daily work to staff and customers Values and Mission of Mercy practices for all staff.  Consistently shows respect and values Health. each person’s dignity  Seeks opportunities to be innovative for improvement  Communicates openly and honestly as an effective team member.

 Works within Mercy Health  Activities and duties are carried  Compliance with policies and policies and procedures out in line with MH policies and procedures. procedures.  General Administration  Prepare stakeholder  Consumer, staff and other stakeholder correspondence and reports, needs are considered and met.  Coordinate mail outs and/ or email  Meets the needs of the organisation and distributions across MH HCC consumers in relation to administrative  Collate information and draft requirements. content for newsletters, tender  Works semi-autonomously and prioritises submission support, and awards work appropriately Initiate and maintain accurate  Duties are completed within agreed shared drive filing timeframes  SharePoint maintenance on  Upholds the rights and privacy of intranet and internet consumers and/ or their representatives  Coordinate travel and  Communicates information effectively accommodation booking across and in a timely manner MH HCC  Support Regional Service Leaders with site activities such as Mercy Day  Assist with coordination and set up of meetings

Mercy Health Central Administration Officer Last review date: 4 Key Result Areas Key Activities Standard Measures  Ad hoc administration tasks as requested by the ABS Manager  ABS Central Registration  Check funded program portals on  Complete debtor forms, attach to CMS a daily basis (VHC portal) and update CMS  Monitor My Aged Care Portal and  All service plans from funded portals are maintain open communication with actioned within 4 hours regional offices  Administrative maintenance of the portal  Service plans attached and data information is kept updated entry into the CMS  Provides input to improve CMS practice  Forward service plan to regional  All CCW have current RCDs office for service planning  Ensure the administrative information with funded program portals are kept updated (My Aged Care portal)  Assist with month end statements for consumers  Contract Management Support  Maintain contract completion and  Accurate contract spreadsheet renewal spreadsheet maintained in a timely manner.  Undertake administrative duties to  Track progress through to completion support contract management and and file appropriately. review such as printing, scanning  Communicates information effectively and filing and in a timely manner  Collation of documentation  requested by referring agencies  Regional Service Leader Support  Coordinate the administration of  Support provided to Regional Service Community Care Workers (CCW) Leaders to ensure employees receive a Performance Development Performance Development Review Reviews across each region annually  Ensure CCW are provided with  All CCW have current RCDs updated Residual Safety Switches (RCDs)

Mercy Health Central Administration Officer Last review date: 5 Key Result Areas Key Activities Standard Measures  Learning and Development  Maintain regular communication  Training sessions run as required. Administration Support with Learning and Development  Accurate training records maintained Manager and Regional Service  Accurate confirmation of training Leaders to assist with the delivery sessions completed within desired of training timeframes.  Confirm training session attendance with Regional Service Leader and roster CCW attendance into the CMS  Maintain MH HCC training email address and contact CCWs if anomalies are identified in the booking process  Preparation of attendance sheets and certificates of completion Work Health & Safety  Complete incident reports  Reports hazards, near misses and  Takes reasonable care to protect  Elect and support health and injuries immediately the health and safety of safety representatives  Uses personal protective equipment themselves, fellow staff and others  Contribute to risk assessments  Comply with risk management policies in the workplace.  Participate in training and and procedures and instruction meetings regarding safety.  Attend all safety meetings and training sessions.

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Line Manager Signature:

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Mercy Health Central Administration Officer Last review date: 6 Mercy Health Central Administration Officer Last review date: 7