Office Coordinator

6 months ago

Adelaide, Australia Brain Injury Full time

**Position Description**:
**Title**:
Office Coordinator / Receptionist

**Employment Type**:
Full Time

**Classification**:
Level 3

**Award**:
Social, Community, Home Care and Disability Services Industry Award 2010

**Division/Branch/Section**:
Administration Team

**Reporting to**:
Manager - Community & Corporate

**Location**:
Central Hub - 70 Light Square, Adelaide 5000

**Position Purpose**:
To provide office coordination and administrative assistance including reception duties, contractor coordination and billing support.

**Key Challenges**:
Prioritising work in a busy office, transitioning between role focus, problem solving within available resources.

**Position Summary**:
Reporting to the Manager - Community & Corporate, this role provides a concierge service to participants visiting our Central Rewire Hub, where a diverse range of services including therapy and advocacy are provided to people with acquired brain injuries and their families.

The aim is to ensure participants have a pleasant and responsive customer experience where they feel valued and in charge of their services.

The role also supports the day to day functioning of the office and therapy space, assisting therapists to coordinate appointments, establishing service agreements with new participants, assisting with billing processes, IT functionality and ensuring administrative support is provided with attention to accuracy and confidentiality.

Working as part of the administration team, the role is based in reception, but contributes significantly to the smooth operations of the organisation as whole, with an expectation of flexibility to assist in key administrative functions as required.

**Position Requirements**:
**Key Result Area 1: Reception Provision**:
**Objectives**:

- **Provide all aspects of reception duties, including, greeting and assisting participants, answering telephone and directing calls.**:

- ** SMS reminders are sent to clients with accurate information about their upcoming appointment.**:

- ** Seeking assistance as needed on any matter presenting at reception including people in distress, or confusion.**:

- ** Client information held within the database is reviewed and kept updated including contact details, addresses, groups and client types as necessary.**

Position holder is successful when:

- Reception operates smoothly, office as a whole is kept tidy.
- Phones are answered professionally and consistently.
- Participants and stakeholders experience welcome and guidance on arrival.
- Issues arising in reception are managed effectively and safely.
- Client information is accurate and up to date in the database.

**Key Result Area 2: Administrative Assistance**:
**Objectives**:

- **Completing operational tasks as delegated.**:

- ** Organising catering where required for groups or events such as RTP groups.**:

- ** Creation and formatting of documents as requested to meet high standards in external presentation of the organisation and easy internal usage as required.**:

- ** Identifying possible improvements, problem solving and increasing efficiency of administrative functions where possible.**:

- ** Assisting in the planning and recording of meetings where requested.**:

- ** Confidentiality is upheld in the management of what may be sensitive information relating to staff or participant matters.**:

- ** Delegated IT operations as required.**:

- ** Organisational Policies and Procedures are followed and wastage minimised.**:

- ** Other tasks as delegated by a Service Coordinators that contribute to the efficient running of the office.**:

- ** Desktop Reception/Admin Manual is reviewed and updated regularly so that temporary staff can easily access important information and processes essential to the smooth operations of Reception.**

Position holder is successful when:

- Operational tasks that are the collective responsibility of the administration team are identified and shared amongst administration staff with a proactive and willing approach by all team members.
- Accurate and timely delivery of administrative duties.
- Documents are accurate, well presented and produced on time.
- Information is located efficiently and on time, with assistance sought when necessary.
- Initiative is taken to refine relevant administrative operations.
- Relevant parties are kept informed and prepared for meetings, meetings occur on time.
- Management team has confidence in the upholding of confidentiality as required.
- Compliance with Policy/procedure demonstrated on audit/supervision/enquiry of process.
- Purchasing decisions seek best value for money, unnecessary expenditure is avoided.
- Administrative tasks are followed up as delegated by a Service Coordinators.
- Reception Manual contains relevant and up to date information.

**Key Result Area 3: Participant Scheduling & Billing**:
**Objectives**:

- **Ensuring participants have positive customer experience when accessing our services.**:

- ** Ensu

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