Administrative Assistant-Tamworth

The purpose of this role is to provide administrative support to the Tamworth office as required and to act as the first point of contact for clients and stakeholders. The Administrative Assistant will manage operational functions for the office in which they are located as directed by the Operations Officer & Corporate Services Manager.

Team work is an integral aspect of this role along with the ability to anticipate, organise and prioritise the workload as well as the ability to work proactively. In line with the changing environment for service delivery, the Administration Assistant should have an understanding of Telehealth service provision as it relates to this role. We are looking for someone with an eye for detail, who is reliable, punctual and has excellent customer service skills.

This is a full-time position working 38 hours working Monday to Friday. This is a fixed term contract until June 30, 2026. There may be a possibility of an extension dependent on ongoing funding.

Suitable candidates may be interviewed before the closing date. For this reason, applicants are advised not to delay in applying for this role.

KEY RESPONSIBILITIES

• Promote cultural awareness and competence within the HealthWISE team and in interactions with consumers, stakeholders and communities.
• Promote the safety, wellbeing and empowerment of children.
• Comply with HealthWISE policy and procedures and Code of Conduct as well as all relevant legislation and regulatory standards.
• Actively contribute to the growth and financial sustainability of HealthWISE through identifying new business opportunities, efficiencies, cost savings and innovative solutions.
• Maintain confidentiality at all times.
• Provide front desk coverage, greet clients and stakeholders attending in person, answer all phone calls and adhere to a "no wrong door" approach.
• Attend clients in the clinical software system.
• Triage of emails in operations and reception inboxes daily.
• Provide admin support for Rural Doctors Network visiting specialists.
• Ensure all outgoing mail is posted and collect and distribute all incoming mail.
• Order all office supplies eg stationery and ensure expenditure for general supplies and stationery are monitored closely and is within budget.
• Maintain staff room supplies eg milk, sugar, tea, and coffee. Ensure expenditure for staff room supplies is monitored closely and within budget.
• Organise maintenance requests and obtain quotes for any works required for the relevant office, including the subsequent scheduling of trades people to complete these works.
• Process all invoices received and submit to Corporate Services Manager or Operations Officer for approval.
• Assist in collating and maintaining the Asset Register for the relevant office.
• Maintain the fleet vehicles for the Tamworth office, ensuring servicing and cleaning is kept up to date, complete monthly fleet checks, file log sheets and ensure all relevant details including end of month km readings are recorded in the Fleet Management System.
• Update and maintain General Practitioner list for the Tamworth region.
• Update and maintain chemical register and Safety Data Sheets.
• WH&S quarterly and annual inspections for the Tamworth office and ongoing monitoring of WH&S issues for the relevant office.
• Assist with Emergency Planning Committee requirements for the office.
• Assist other staff and complete other duties as required.

ESSENTIAL ROLE CRITERIA

• Demonstrated attitude and behaviours that are in keeping with the company's values of client focus, empowerment, courage and excellence.
• Demonstrated commitment to the delivery of quality, consistent and continuous health services to local communities.
• Demonstrated understanding of issues affecting Aboriginal and Torres Strait Islander people and their health.
• Current unrestricted and unencumbered Driver's Licence.
• Willingness to travel and work after hours if required.
• Willingness to consent to a National Police Check.
• Hold a current Working with Children Check (NSW) or Blue Card (QLD) or willingness to obtain.
• Maintain vaccinations as required and provide proof of vaccination if requested.
• Experience with general reception duties.
• Sound knowledge of, and experience with Microsoft Office Suite of programs.
• A can-do attitude, excellent problem- solving skills and the ability to work as part of a team and independently.
• Demonstrate understanding and knowledge of /or experience in delivering services via Telehealth as related to this role.

DESIRABLE

• Experience working and engaging with regional Aboriginal and Torres Strait Islander communities in a primary health care setting.
• Understanding of the primary health care sector.
• Knowledge of and experience with clinical software, ie Best Practice.