Administrative Officer - Residential Services

Administrative Officer – Chestnut Gardens Nursing Home 

• Classification:   Grade 2 – Level 1 (HS2)
• Department:      Residential Services 

Residential Aged Care Services (RACS) 

RACS works with communities and individuals of all ages in the development, restoration, maintenance and self-management of health through the provision of a broad range of services in the home, community and the hospital. 

About the Role

To create an excellent first impression of Chestnut Gardens Nursing Home by providing a friendly, courteous and professional greeting to all visitors either by telephone or in person. Support the visitors in relation to the purpose for their contact and/or visit. Key result areas: 

• Provide a friendly, courteous and professional greeting and support to all visitors/residents 

• Answer and assist incoming callers in a friendly, courteous and professional manner 

• Ensure an appropriate standard of presentation of the reception area 

• Administrative support to the Nurse Manager/s, Facility Manager and home employees as appropriate 

• High level of skills in word processing in the Microsoft Office 365 and in using spreadsheets and other software applications 

• Excellent communication and interpersonal skills, both verbal and written  

• Ability to provide high quality customer service 

• Initiative, enthusiasm and flexibility to work effectively within a dynamic team environment 

• Excellent organisational and time management skills 

• Ability to analyse and problem solve complex issues 

Responsibilities:

• Create an excellent first impression of Monash Health by greeting and directing residents and visitors in a pleasant and professional manner 

• Screen and prioritise telephone calls, emails and enquiries 

• Relay messages and transfer calls to the appropriate nursing staff 

• Organise resident admissions/discharges and assemble documents, maintain information systems 

• Perform clerical duties including word processing, photocopying, faxing, general filing 

• Supports the Nurse Managers and their wards 

• Entering the admission, transfer and discharge data on the administrative system 

• Assist with the scheduling and organisation of appointments and organise transport for residents' external appointments 

• Maintain and update data collection systems and generate reports as required 

• Update noticeboards on each ward as requested 

• Prepare agendas and minute staff meetings as requested 

• Promptly report faulty equipment and process maintenance requisitions 

• Maintenance and filing of medical records and relevant documentation 

• Mail merge and distribution of letters 

• Maintain residential listings – evacuation requirements 

• Ensure the resident representative listing is up to date 

• General administrative duties 

• Ensure appropriate standard of presentation and maintenance of reception areas 

• Ordering supplies as required for the ward 

About You

Technical skills/knowledge/experience: 

• Demonstrated skills in office administration or secretarial experience 

• Current and satisfactory Working with Children check 

• Valid NDIS check and completed Mandatory NDIS Worker Orientation Module-Quality, Safety and You 

• Adhere to legislation pertaining to privacy and confidentiality and the handling of personal information 

Capabilities: 

• Accepts accountability and responsibility for own actions 

• Ability to read, write, and speak English fluently 

• Knowledge of computer and software programs 

• High level of organisational and time management skills 

• Ability to assess and prioritise workload 

• Excellent communication skills and conflict resolution 

• Ability to work independently as well as in a team 

• An awareness of own values and beliefs surrounding healthcare and the ability to identify and respect and alternative view 

• Be cognisant of limitations in own knowledge and seek appropriate resolution 

• Present oneself in a professional and respectful manner 

Other position requirements: 

• As we support a culture of safety through employee immunisation, there must be documentation provided confirming completed immunisation on employment at Monash Health 

• Current and satisfactory Police Check (must also comply with Aged Care Act 1997 Accountability Amendment Principles 2012 if working in Aged Care setting) 

• Current and satisfactory Working with Children Check. 

• Applicants who are new to Monash Health will be required to enter into an Employment Agreement before commencement 

• Applicants who are new to Monash Health must provide evidence of immunisation before they can receive an offer of employment 

Our Values:

• Integrity: Honesty, open and transparent, admit mistakes, maintains confidentiality, fairness, builds trust. 

• Compassion: Empathy, sensitivity, concern for others, interacts with dignity, tolerance, anticipates needs 

• Accountability: Understands roles, uses resources wisely, delivers on time, timely decision making, achieves stretch goals, takes responsibility for performance 

• Respect: Builds relationships, courteous, listens and understands, gives and receives feedback, sensitivity and understanding, values difference and individual worth 

• Excellence: Supports creativity and innovation, proactive and solution-focused, seeks out opportunities, embraces quality improvement, professionalism 

Our Guiding Principles:

1. We consistently provide safe, high quality and timely care 

2. We provide experiences that exceed expectations 

3. We work with humility, respect, kindness and compassion in high performing teams 

4. We integrate teaching, research and innovation to continuously learn and improve 

5. We orientate care towards our community to optimise access, independence and wellbeing 

6. We manage our resources wisely and sustainably to provide value for our community