Administrative Officer

Location: Melbourne | Northern Metropolitan

Job type: Not provided

Organisation: The Royal Women's Hospital

**Salary**: Salary not specified

Occupation: Administration/Secretarial, Health and Allied Health, Medical

Reference: 24684

**Administrative Officer, Language Services**

**Ongoing Position**
**Hours per week - 38 with option of ADO**

The Royal Women’s Hospital is Australia’s first and largest specialist hospital dedicated to improving the health and wellbeing of newborns and women of all ages. To join the Women’s is to be instrumental in forging progress towards health equity for women from ground-breaking research through to the bedside delivery of multi-disciplinary clinical care.

Creating exceptional experiences is at the heart of everything we do for our patients, their families, and our people across our specialised services within maternity, neonatal and women’s health.

**Department/Unit Specific Overview**

Language Services is an important team, integral to quality care for women, newborns and their families. The team is responsible for providing interpreting and translating services facilitating communication between any service provided by the Women’s and our patients and their families. The services are provided by both staff employed in the team and agency staff from up to four external providers. The team has input into improving communicating for safety and have good insights into the needs of patients with culturally and linguistic diversity in our communities. The team have a strong collegiate bond, and a commitment to patients and the organisation’s strategic plan.

**Your contribution**

The role is primarily responsible for providing comprehensive administrative support to the team offering interpreting and translating services to women, newborns and their families receiving care at the Women’s.

Your duties will include (but are not limited to) the following:

- Provide a high-quality customer service to all stakeholders, contributing to a culturally sensitive approach to women’s and newborn’s healthcare
- Reception duties e.g., managing deliveries, welcoming visitors and external agency staff
- Answering departmental phone calls relating to staff queries and booking of internal and external interpreters and translators
- Timely and accurate data entry for all bookings and statistics
- Attend regular team meetings and accurately record minutes of meetings and action logs
- Develop and maintain an administrative operational manual for the running of Language Services in conjunction with the Team Manager
- Support Team Manager in tracking financial data as requested
- Prepare and process invoices, purchase requisitions and petty cash reimbursements and maintain records in relation to these
- Participate in any other projects allocated by the Team Manager or Director

**About you**

To be successful within this role you will need to have:

- Ability to initiate action and work independently, asking for help as appropriate
- Demonstrate high level organisation and time management skills
- Demonstrate basic project management skills
- Competency using phone systems with multiple lines
- Touch typing speed of 60 + words a minute
- Demonstrate proficiency and accuracy in a range of computer programs and platforms especially Microsoft Office 365, search engines, electronic medical records, website management, etc.
- Fluent English language skills and numerical skills for basic accounting work
- Basic understanding of medical terminology and a willingness to learn this
- Communicate effectively (verbal, non-verbal & in writing) and deal with any conflict (if it arises) in an appropriate, respectful way
- Always ensure confidentiality is maintained when dealing with information about patients and their families, including verbally and in writing, as well as storing of health information and records
- Develop and maintain good relations with all patients and their families, team members, clinical and non-clinical staff, and external providers

**Our offering**

When you join the Women’s you unite with talented people who share your purpose and unwavering determination to advance health outcomes for all women. You will find a workplace that is collaborative, progressive and passionate about learning and working together in multi-disciplinary teams to ensure you find the**_ exceptional _**in your everyday.

We are proudly Breastfeeding Association accredited. The Women’s is committed to gender equity principles and our people have an awareness of and sensitive approach to violence against women/family violence matters.

**Ready to make the move?**

**COVID-19 Vaccination Requirement***

Please be aware that in line with the Health Minister's Covid-19 Mandatory Vaccination Order, all workers at the Women's regardless of role, will be required to be fully vaccinated (3 doses) for COVID-19 or hold an acceptable medical exemption.

**Influenza Vaccination Requirement