Team Administrator

6 months ago

Kew East, Australia Avant Full time

About Avant

Avant is Australia’s leading medical defence organisation with a proud heritage of protecting Australian medical professionals for over 125 years.

Avant now represents 80,000 health practitioners and medical students across every state and territory, delivering market leading products and services to meet their professional, personal and practice needs. Building on this heritage, our vision is to be the most trusted professional partner in supporting doctors throughout their lives and careers.

As a mutual organisation, owned by members and run purely for their benefit, our members are at the centre of all we do. As well as providing products and services to our member, we play a broader community role by advocating for improvements in the healthcare system and in quality, safety and professionalism in medicine, through delivering education and research activities.

About the Role
This role will provide administrative support to the Head of Virtual Administration Services.

They will be responsible for compiling and maintaining key reportable data, that upon review by the Head of Virtual Administration Services will influence the trajectory of the VAS space. Some key areas of responsibility will include but is not limited to the collation and measurement of data around SLA’s, quality assurance, budgetary and resourcing metrics as well as varied office management tasks.
It is imperative that they have a good understanding of Microsoft Excel and that they can demonstrate great time management and attention to detail.

**Purpose**:
To provide administrative co-ordination and support to the Head of Virtual Administration Services.
Oversee, contribute to, and support the day-to-day management of the Virtual Administration space.
To provide a central point of reference on measurable metrics.
To seek proactive feedback from the Head of Virtual Administration Services, and other internal stake holders.
Contribute to and support the day-to-day management of resources and leave allocations, proactively monitoring and preventing risk of critical mass.
Aids in the execution of projects in the interests of Avant Practice Solutions and its clients.
Encourage an atmosphere of engagement and continual improvement.

**This role will be responsible for**:
Contributing to the management of daily operations including but not limited to:

- Staff onboarding (raising requests, testing laptops, preparing induction packs, coordinating training plans)
- Collation, analysis, and escalation of KPI’s and key measurable metrics. Including but not limited to, critical mass, quality assurance, telephone data, invoicing, and resourcing figures.
- Co-ordinating team social activities and supporting a positive inclusive culture.
- Annual leave allocation, maintenance, and process development. (for the foreseeable future)
- Regular engagement with the Head of Virtual Administration Services, and the broader team to maintain awareness and support, and to also maintain competency.
- Proactive communication with the Head of Virtual Administration Services to ensure information sharing and continued compliance.
- Managing internal and external appointments and meeting minutes where required.
- Updating the Head of Virtual Administration Services on key organisational issues when they are out of the office.
- Maintain a calendar of events that have a direct impact on the VAS services.
- Demonstrable competency in software and tools being utilised to support APS.
- Providing coverage, assistance, and support to the Executive Assistant, with travel, DDA’s and other related tasks.
- And any other reasonable work-related request.

Core Competencies
- Accuracy in data management, and across all areas of administrative responsibilities.
- Demonstrated strong administration skills with basic accounting understanding.
- Proficient in Microsoft Excel.
- Product knowledge understands the features and benefits of our services. Communicates this knowledge effectively and efficiently.
- Proficient with computer-based systems that are required within the team and the greater APS.
- Problem solving, the ability to troubleshoot issues creatively and effectively as they arise.
- Ability to manage and organise workflow effectively.
- Perpetuate company culture and the customer satisfaction philosophy.
- Strong work ethic and the ability to provide timely, appropriate feedback.

Personal Qualities and Behaviours
- Motivated with the ability to work under pressure and to be able to prioritise.
- Excellent written and verbal communication skills.
- Attention to detail and ability to meet deadlines.
- Personal resilience and a strong work ethic
- Ability to work independently and demonstrate strategic thought processes.
- Maintain and develop your own effectiveness, including taking responsibility for your general health and working on your own professional development as it relates to our vision and mission.
- Prepared to adapt to the changing e

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