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June

Administration Support Officer -

Swan hill District Health - Swan Hill, VIC

Government, Defence & Emergency
Source: uWorkin

JOB DESCRIPTION

Inclusive Compassionate Progressive Accountable

Administration Support Officer

headspace Swan Hill

headspace is looking for vibrant individual to join their team. The primary role of the

Administration Support Officer is to provide reception and administrative support to members of

the headspace team in order to facilitate a high level of care for young people, their family and

friends.

The Administration Support Officer works to provide youth friendly, professional and confidential

administration services to support effective service delivery and the day-to-day functioning of

headspace. The successful applicant will be essential to ensuring that headspace is perceived

by young people as friendly, accessible and welcoming.

Salary: $58,442 per annum.

Any enquiries? Please contact Ian Johansen, headspace Swan Hill Manager on

ijohansen@shdh.org.au or 03 4010 7100.

Applications including the names of three referees should be forwarded to: Human Resources

Manager Email: Employment@shdh.org.au or address to Human Resources Manager, Swan

Hill District Health, PO Box 483, Swan Hill 3585, Victoria. Email applications are preferred.

Applications will only be accepted if they address the Key Selection Criteria and include an

APPLICATION FOR EMPLOYMENT FORM.

Closing Date: 11.59pm, 12 July 2020.

Position Description – headspace Swan Hill | Administration Support Officer

Position Description

Administration Support Officer

Location headspace Swan Hill

Classification HS1 – Grade 1

(Victorian Public Sector, Health and Allied Services, Managers

and Administrative Workers Enterprise Agreement 2016 - 2020)

Salary $58,442 per annum

Hours Full time, 40 hours per week (1.0 FTE)

Hours of Work 9.30am-6.00pm

Accrued Day Off each four weeks

Term Ongoing (tied to national funding)

Direct Employer Swan Hill District Health

Applications close 12 July 2020

POSITION SUMMARY

The primary role of the Administration Support Officer is to provide reception duties at headspace

Swan Hill in order to facilitate a high level of care for young people, their family and friends. The

Administration Support Officer works to provide youth-friendly, professional and confidential

administrative support to the community to ensure effective service delivery and day-to-day

functioning of the service.

The Administration Support Officer is generally the first point of contact with the public. Therefore,

it is essential that they have a friendly demeanour, are courteous, highly professional and able to

interact with a wide and diverse group of people. The successful applicant will have an essential

role in ensuring that headspace is perceived by young people as friendly, accessible and

welcoming.

The Administration Support Officer will work proficiently and collaboratively with headspace staff in

a dynamic and changing environment. The role will also provide administration support to the

headspace Swan Hill Manager to ensure the smooth running of headspace Swan Hill. The

successful applicant will work between the hours of 9.30am-6.00pm Monday to Friday and receive

a paid Accrued Day Off every four weeks.

To find out more about headspace and Swan Hill District Health visit headspace-centres/swan-

hill, headspace.org.au and www.shdh.org.au.

headspace The National Youth Mental Health Foundation is funded by the Australian Government Department of Health

Position Description – headspace Swan Hill | Administration Support Officer

KEY RESPONSIBILITIES

Reception

Meet and greet young people and centre visitors to provide exceptional customer service.

Ensure all incoming phone calls are attended to in a prompt, courteous and youth-friendly

manner.

Reception duties including answering phones, booking and confirming appointments,

transcribing letters and reports, and scanning client files.

Provide information to young people and their families and friends, ensuring that all enquiries

are dealt with in a confidential and sensitive manner.

Facilitate the daily set up and pack up of the centre ensuring the centre is secure, clean and

that all equipment is accounted for.

Administration

Assist the headspace Swan Hill Manager and Senior Clinician to establish, maintain and

improve administrative processes.

Operation, maintenance and safeguarding of MasterCare, the electronic client record system.

Complete administrative functions associated with meetings and events, including scheduling,

catering, and preparing agendas and minutes.

Maintain accurate financial records for petty cash, reconciliations and requests for

reimbursement as appropriate.

Complete purchase orders for accounts payable.

Ensure adequate supplies of consumables, such as stationery, printer cartridges, medical and

kitchen supplies.

Coordinate incoming and outgoing mail.

General

Participate in relevant training and development activities as an effective team member.

Other duties consistent with the position where required and/or requested by management.

CLASSIFICATION

Managers and Administrative Workers – Grade 1 (HS1)

Employees require knowledge associated with several years’ experience or specialised

training.

The performance of tasks is within a defined area of activity which have clearly defined

objectives.

Employees have the ability to obtain cooperation from others so they can comply with technical

and administrative arrangements, or to provide information and advice to young people and

members of the public consistent with headspace guidelines.

There are established procedures for performing tasks and the position is well defined, with

standardised processes, although the tasks performed may require the creative use of a

number of accepted methods or systems.

The most suitable courses of action is selected from a limited range and effective choice is

guided by procedures or rule and can be learned.

The position’s progress is closely monitored against standards.

headspace The National Youth Mental Health Foundation is funded by the Australian Government Department of Health

Position Description – headspace Swan Hill | Administration Support Officer

The employee will report frequently on work progress and/or receive instructions which

determine the work program and the standards to be achieved.

The positions are required to analyse situations or information, clearly and accurately

communicate information, or make recommendations to peers or immediate supervisors.

RELATIONSHIPS

The position holder will be required to develop and maintain positive and effective working

relationships with a broad range of people and organisations. They must positively represent

headspace and Swan Hill District Health to the public, community, government and other

organisations.

Reports To headspace Swan Hill Manager

Internal Relationships Swan Hill District Health staff

headspace centre and collocated staff

Medical and Private Practitioners

Youth advisers/reference group members

External Relationships Young people and their family and friends that access the centre

Health and community service providers and staff

Consortium partner organisations and staff

Other external partners, vendors, providers and key stakeholders

KEY SELECTION CRITERIA

Successful applications will complete and provide all of the following:

1. a cover letter,

2. résumé,

3. responses to how they meet the characteristics described in each bullet point under

Personal Qualities , Key Selection Criteria , and Desirable Experience (if able), and a

4. Swan Hill District Health Application for Employment Form.

headspace Swan Hill uses the Victorian Public Service Employment Capability Framework to develop Key

Selection Criteria, assess roles and the capability of candidates. In preparing your responses to the Key

Selection Criteria please click here for more information on the framework and the “Levels” shown.

Personal Qualities

Customer focus – able to provide youth-friendly support.

Initiative and Accountability.

Knowledge and Skills – Some at Level A and most at Level B

Service Excellence – Is able to provide youth-friendly care. Sets personal standards of

excellence, monitors client satisfaction, looks for continuous improvement opportunities, and

takes responsibility for correcting problems promptly.

Interpersonal Skills – Polite and considerate in dealing with others. Sees things from others’

point of view and confirms understanding. Expresses own views in a constructive and

diplomatic way. Aware of peoples’ moods and temperament.

Planning and organisation skills – Takes an organised and methodical approach to work.

Identifies tasks, sets priorities and organises systems and procedures to guide work and track

progress. Recognises barriers and finds effective ways to deal with them.

headspace The National Youth Mental Health Foundation is funded by the Australian Government Department of Health

Position Description – headspace Swan Hill | Administration Support Officer

Computer skills: Understands the purpose of, and is able to use, common software

applications. Demonstrated proficiency with information technology programs and the

Microsoft Office Suite in particular.

Desirable Experience (if applicable)

Relevant qualifications in office or business administration, or substantial experience in a

similar role.

Experience as a medical receptionist.

WORKPLACE POLICIES AND PRACTICES

All Swan Hill District Health employees are required to familiarise themselves with the

organisation’s policies and procedures and to abide by them at all times.

Our Purpose: Connected Care / Best Experience

SHDH commits to meet the growing health care needs of our community

through our new vision to provide better connected care and to achieve

the best care experience.

Continuous Quality Each staff member is expected to demonstrate a commitment to best

Improvement: practice.

All staff shall take responsibility for their own practice and share

responsibility for creating and maintaining a system that provides safe,

high quality health care.

All staff will participate in quality improvement activities aimed at

improving patient outcomes and maintaining accreditation standards.

It is the responsibility of every staff member to be familiar with Health

Service-wide and specific Department Policies and Protocols

We recognise diversity is part of every person and as such providers of

health care must be actively involved in developing models of care that

are person centred.

Person Centred Care: The Health Service supports in its values the philosophy of Person Centred

Care to ensure all people, including health service providers, clients, their

carers and family members are respectfully cared for and encouraged to

participate in the provision of quality health care. Recognise diversity is part

of every person & as such providers of health care must be actively

involved in developing models of care that are person centred.

Infection Control: Each staff member has a responsibility to minimise exposure to incidents

of infection/cross infection of residents, staff, visitors and the general

public.

The risk minimisation strategies are to be supported by all staff

adhering to the Infection Control Manual policies, procedures and

guidelines.

Privacy and SHDH is committed to protecting young people, their family, friend and staff

Confidentiality: privacy and confidentiality, as it is an important aspect of our commitment

to providing high quality services. In accordance to both the Health Records

Act and the Information Privacy Act, information should only be used and

disclosed for the primary purpose of its collection.

Each employee has a responsibility to adhere to SHDH’s Privacy and

Confidentiality Policy, as it is a condition of employment. Any breach of the

headspace The National Youth Mental Health Foundation is funded by the Australian Government Department of Health

Position Description – headspace Swan Hill | Administration Support Officer

rules of privacy and/or confidentiality relating to health service business,

patients or medical records will result in disciplinary action.

Mandatory Training: All employees must be aware of and complete designated mandatory

training within the required time frame.

Safety: It is the responsibility of every staff member to:
Take reasonable care for your safety and the safety of others while at

work.

Report accidents, incidents and potential hazards as soon as

reasonably practicable to your supervisor and record on VHIMS

reporting system.

Advise your supervisor if you have an injury or illness that may affect

your ability to perform the inherent requirements of your position.

Be familiar with emergency and evacuation procedures as detailed in

the Emergency Procedures Manual.

Complete all Mandatory training requirements as identified and

directed.

Comply with the Occupational Health and Safety Act and all SHDH

O.H. & S. online Policies and Procedures.

Asset Management: Staff with asset management responsibilities are required to adhere to the

Asset Management Policy and Protocols.

Review: Completion of My Work Plan on a yearly basis.

Other Requirements: The position holder will:
Have a current Working with Children Check and National Police

Check**.

Maintain a current driver’s license**.

Maintain eligibility to work in Australia**.

Participate in a six-month probationary period.

** Evidence must be provided prior to appointment.

SWAN HILL DISTRICT HEALTH AND GENERAL INFORMATION ABOUT SWAN HILL

For more information on How to Apply go to www.shdh.org.au/employment/how-to-apply. For

more information about life in Swan Hill click here.

Further enquiries

To find out more about this position and the application process, please direct your enquiries to Ian

Johansen, headspace Swan Hill Manager on 03 4010 7102 or ijohansen@shdh.org.au.

Approved by: headspace Swan Hill Manager

Date Approved: 20200525

Manager Name:
Manager Signature: Date:
Employee Name:
Employee Signature: Date:
headspace The National Youth Mental Health Foundation is funded by the Australian Government Department of Health