Office Administrator Job Vacancy in Macquarie University Hospital New South Wales – Updated today

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Full Details :
Company Name : Macquarie University Hospital
Location : New South Wales
Position :

Job Description : PRIMARY DETAIL
Ongoing casual position, 20.8 hours per week across 3-5 days.
Be a part of a world-leading digital mental health organization, MQ Health MindSpot, an innovative academically integrated healthcare organization where professional development, ongoing education, and career progression are supported and encouraged.
Opportunity to complete Mental Health First Aid Course which is fully funded by MindSpot MQ Health.
Hybrid work model, both remote and on-site
THE ROLE
The role is an office all-rounder assisting the Clinic Support Admin Manager with the provision of high-level administrative support to ensure the smooth operation of PORTS clinic that includes
Clinical admin tasks, such as entering referrals, assist therapists and PORTS Program Manager as needed.
General administrative duties ranging from attending to enquiries, organising meetings, and coordinating events; maintenance of office supplies; electronic document storage, coordinating hard-copy mail distribution and any other ad hoc admin required by the Clinic Support Admin Manager
About Us – PORTS
Practitioner Online Referral Treatment Service (PORTS) is a digital mental health service that is funded and operating under the Western Australia Primary Health Alliance (WAPHA). PORTS offers free access to high-quality mental health assessment and treatment to people across Western Australia through referrals from their GPs and Health Professionals.
Our therapists conduct psychological assessments to help patients understand their symptoms and treatment needs. Therapists also deliver effective intervention through our structured CBT treatment courses and Telephone Support programs. These interventions have been developed and refined through extensive research and analysis.
Our Clinic is located in Perth and operates Monday- Friday, 9:00 am – 5:00 pm AWST (except Public Holidays) with therapists available for contact during these hours. Once enrolled in treatment, patients can access course materials 24/7 at their convenience.
Visit our website: https://ports.org.au/for-health-professionals/about
Key Accountabilities
Enter patient referrals received from GPs and other Health Professionals into Mindspot and PORTS database and Excel with high attention to details, accuracy, and confidentiality.
Enter referral data into Excel and generate reports to monitor trends.
Ensure the clinic is well stocked with GP and HP booklets and patient brochures. Prepare patient packs including mail merges, stuffing envelopes, printing labels, sorting booklets and brochures, and any other required forms.
Attend Post Office as required to send out various mailings, such as treatment booklets, patient packs, marketing materials, etc.
Attend to general enquiries via email, answer or redirect calls and escalate if necessary.
Organise meetings using Outlook and Microsoft Teams.
Assist PORTS staff with administrative tasks as required.
Ensure the clinic office is well-maintained with adequate stock of stationary and necessary consumables. Coordinate maintenance and repairs as required.
Prepare relevant documentation (presentations, reports, agendas, minutes) as required by the Clinic Support Admin Manager.
Build and maintain relationship with key stakeholders.
Act as back-up admin for Mindspot clinic and any other admin support needed by the Clinic Support Admin Manager.
Assist the PORTS Program Manager with event planning, marketing coordination, and ad-hoc admin tasks as required.
Comply with relevant EEP and WHS regulations
To Apply
To be considered, please provide your resume along with 1-2 page cover letter addresing the following selection criteria
Previous administrative/customer service experiences within a strong client-focused environment.
Demonstrated flexibility in hybrid working model, both remote and on-site.
Excellent verbal and written communication skills and ability to liaise with a wide range of internal and external stakeholders.
Proactive approach in promoting meaningful relationship with all levels of stakeholders by building rapport and providing excellent services.
Proven ability to handle sensitive and confidential information, such as medical referral with absolute discreet and maturity.
Demonstrated experiences prioritising high volume workload and flexible approach to undertake various of tasks.
Excellent organisational and time management skills.
Display exceptional attention to details with high accuracy
High computer literacy, especially Microsoft Teams, Excel and Word.
Commitment to uphold and be a steward of the Mission, Vision and Values of MQ Health.
Enquiries :
Please contact Lisa O’Brien, Clinic Support Administration Manager at lisa .v.obrien@mq.edu.au for any role-specific enquiries and Jenny Tran, HR Administrator at jenny.tran@mq.edu.au for any general enquiries.
Role-specific Condition
A succesful candidate is required to undergo a Criminal History Check.
If you’re already part of the Macquarie Group (MQ University, U@MQ, MQ Health, MGSM), you’ll need to apply through your employee Workday account. To apply for this job: Login to Workday and go to the Careers App > Find Jobs.
Applications Close:
08/03/2022 11:59 PM
Equity & Diversity Statement
At Macquarie University, we are committed to providing a working environment where each individual is valued, respected and supported to progress. Our priority is to ensure culture, policies and processes are truly inclusive and that no-one is disadvantaged on the basis of their Aboriginal and Torres Strait Islander identity, gender, culture, disability, LGBTIQA+ identities, family and caring responsibilities, age, or religion. We encourage everyone who meets the selection criteria and shares Macquarie University’s values of scholarship, empowerment and integrity to apply.
Learn more about our progress towards Equity, Diversity and Inclusion.
https://staff.mq.edu.au/work/diversity-inclusion

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