Office Administration Assistant and Allocations

Position Description
**Position title: Administration Assistant and Allocations**

**Reports to: Independent Living Victoria Pty Ltd (ILV) - Director**

**Location: Melbourne**

**Hours: Casual**

**Purpose of Position**:
Support Independent Living Victoria to provide high quality care and support services to all clients on weekends and other shifts as required. Manage all administrative duties requested/required to ensure business objectives are achieved.

**Primary Objectives**:

- Administration’s Assistants ensure accurate client and staff records are maintained
- Administration’s Assistants meet all request in a timely manner
- Administration’s Assistants maintain patient confidentiality and quality care.
- Administration’s Assistants assist with communication between patients, family and support staff.

**Key Accountabilities**:
**Customer Service**
- Establish trust and build rapport with existing clients and staff
- Develop new business relationships with prospective clients
- Answer and respond appropriately to phone calls
- Maintain positive relationships with clients - customers and staff
- Proactively maintain relationships including outbound phone calls to clients
- Assistant recruitment manager with tasks as requested
- Monitor office and uniform supplies and order as required

**Rostering**
- Seek to fill shifts with support workers at various locations by allocating appropriate support worker to various clients in line with client requests and support worker ability
- Promptly respond to customer requests
- Daily booking/replacement of support workers and recording on roster systems.
- Forward booking support workers and recording on roster
- Effectively maintaining records on the roster system

**1 | **P a g e
- Maintain effective communication with all team members

**Core requirements of the job holder**:

- Possess a practical general knowledge of a human rights-based approach.
- Develops general knowledge of and can offer person centred active support.
- Applies positive customer service principles.
- Understands relevant stakeholder relationships and the importance of these.
- Works positively and collaboratively with team members.
- Follows ILV’s policy and practice manuals and code of conduct.
- Follows and implements workplace health and safety guidelines and instructions.
- Organises own work, manages time and contributes to work planning.
- Demonstrates confidentiality and diversity awareness.
- Undertakes administrative tasks necessary for the role including maintaining appropriate documentation and the use of ILV’s systems.
- Takes on board, accommodates and accepts feedback.
- Adopts personal accountability in own role and reports concerns/incidents or breaches in practice.
- Role models dignified and respectful interactions with members of the broader community.
- Resolves routine problems.
- Uses relevant technology to develop resources.
- Shows commitment to ongoing skills development.
- Actively adapts, accepts and is willing to change within the context of the job role and wider organisation or community changes.
- **Knowledge, skills, experience and values required**:

- Superior customer service skills
- High work ethic and competitive nature
- Ability to create and maintain interpersonal relationships with the nurses and customers
- Good knowledge of office administration
- Experienced team player
- Excellent written and verbal English communication skills
- High attention to detail
- Confident, resourceful and positive approach
- Demonstrated effective time management, organisational and prioritization skills
- A practical approach to problem solving, troubleshooting and decision making

**2 | **P a g e

The successful applicant will be highly driven and ambitious with a strong desire to succeed

**3 | **P a g e

**Job Type**: Casual

**Salary**: From $35.00 per hour

**Benefits**:

- Professional development assistance

Schedule:

- 8 hour shift

Supplementary Pay:

- Penalty rates

Ability to commute/relocate:

- Beaumaris, VIC 3193: Reliably commute or planning to relocate before starting work (required)

**Experience**:

- Office administration: 1 year (preferred)

**Language**:

- English (required)

Work Authorisation:

- Australia (required)