Description:
An exciting opportunity has opened up for an organised, reliable and detail-oriented Administrative Support Officer to be a part of our team, working alongside clinical and operations staff at our Springwood Office. The position will suit someone looking for part-time or full-time employment.
As the first point of contact, the person in this role is responsible for answering telephone enquiries, meeting and greeting clients and will provide a full range of administrative support in accordance with the policies, procedures and values of Positive Futures Queensland. All employees are required to uphold the PFQ Values of being Compassionate, Imaginative, Holistic, Respectful and promoting Relationships .
Who we are:
Positive Futures Queensland is a medium organisation delivering high-quality holistic support to individuals seeking psychology and behaviour support, or direct support through the NDIS and other funded arrangements. We pride ourselves on creating a friendly and open workplace which meets the needs of our participants and employees, and creating a positive workplace culture. Supporting our team to be happy and safe at work only strengthens the quality of services we deliver.
We are looking for someone who is motivated, friendly and enjoys assisting others to join the team.
What the role will involve (but not limited to):
- Maintenance of confidential and sensitive personal information including appointments, letters and reports;
- Assisting in creating and implementing new administrative systems as necessary;
- Providing a high level of service to all clients and internal and external stakeholders, ensuring all queries are actioned within a timely and professional manner;
- Be the first point of contact for telephone enquiries in addition to greeting clients and participants;
- Perform a range of administrative support tasks, including maintaining filing systems, incoming and outgoing emails etc.
- Purchasing and maintenance of stationery supplies, office sundries etc;
- Maintenance of office building, financial planning, record keeping and billing;
- Data entry and maintenance of Client Relationship Management (CRM) software;
- Warmly greeting and assisting clients or other visitors to our office;
- Scheduling appointments and proactively coordinating the appointment book;
- Accurate data entry of client information;
- Processing payments on the NDIS PACE and PRODA portal, Medicare and QuickBooks systems;
- Managing phone and email queries;
- Assisting in tidying the office space including consult and meeting rooms;
- General administration duties as required;
- A strong team player who contributes to a positive work culture; and
- Be approachable, reliable and dependable.
To be successful in this role you will have:
- 2+ years administrative experience with good systems and processes delivery;
- Excellent customer service and people skills;
- Effective interpersonal skills together with proven ability to liaise with internal and external stakeholders at all levels;
- A proactive approach to problem solving and strong decision-making ability;
- Proven ability to operate with minimal supervision and show high levels of initiative;
- Capability to prioritise workloads and meet demanding work deadlines;
- Excellent communication skills – written and verbal;
- Proficient in Microsoft Office Suite, and the ability to learn other systems quickly;
- Attention to detail; and
- Ability to handle sensitive information with the highest degree of integrity and confidentiality.
Essential
- Current Driver’s Licence;
- Ability to travel to other office sites if required;
- Hold a valid NDIS Worker Screening Clearance (or be able to obtain), or equivalent;
- Strong computer knowledge; and
- Confident phone manner.
Skills and experience that give you an advantage
- Experience working with children and/or within disability; and
- Exposure to clinical administrative workflow systems.