Office Administrator

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Role Definition
Position Title: Office Administrator
Reports to (position): Dialysis Clinic Manager
Primary purpose of the role:
· To provide high quality level of reception and secretarial services to the patients, staff and
Manager at the clinic in a caring and supportive manner.
· To perform the clerical and administrative functions required to efficiently operate a dialysis
clinic.
Key Responsibilities
General Administration
· Answer the switchboard in a courteous and professional manner.
· Liaise with patients and their families in a compassionate manner.
· Perform general clerical and administrative tasks as required i.e. filing, minute taking, agenda
creation.
· Responsible for petty cash dispersal and reconciliation.
· Responsible for maintaining the levels of and ordering general office supplies.
· Actively participates in the quality improvement program.
· Coordinate the use of the centre for physicians and/or public hospital visiting staff.
· Act as a contact point for IT issues in the clinic.
· Collate and forward state statistics and internal Clinics statistics as required.
· Data entry as required.
· Manage accounts payable processing for the Clinic.
· Liaise with maintenance contractors to enhance the operational work area and ensure compliance
with the occupational health and safety policy.
· Provide administrative support for the Clinical Advisory Committee (where applicable).
· Organise transport for patients to and from the dialysis clinic.
· Book and manage appointments for patients.
· Other duties and responsibilities as assigned by the Clinic Manager.
Billing Administration
· To ensure that all necessary forms for new patients are completed and correctly loaded into the
centralized billing system.
· Prepare and collate all required supporting documentation required to accompany invoices.
· Undertake banking procedures for all cheque and cash payments.
· Prepare and maintain an accurate record management system of all patient records.
· Prepare and maintain reconciliation records.
· Forward ISIS data to State related Health Commission on a monthly basis.
· Forward HCP data to Private Health Funds on a monthly basis.
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Competencies (attitude, skills, typical qualifications & experience)
Essential:
· Minimum 2 years’ experience in an Administration position.
· Intermediate computer competence in MS Office.
· Experience in health fund Billing Administration.
· Excellent Customer Service skills.
· Effective communication and interpersonal skills including the ability to operate within a
multidisciplinary and multicultural team.
· Work with confidentiality, discretion and maturity.
· Ability to multi-task in an at times busy and stressful environment
· Ability to prioritise tasks around interruptions and unplanned events
· Knowledge of Infection Control / Hygiene principles and implementation of this knowledge into daily
practice
Other Details
Notes :
· The above specification is designed to be comprehensive; however there will be times when the Job
holder will be required to undertake tasks that are not covered. Should they be asked to undertake any
of these tasks, they should be given appropriate instructions and assistance by the manager. This
document is therefore not intended to limit the job holder’s task and responsibilities in any way.
· The Job Description is a generic definition of the job functions, its role and tasks and a relative position
within the organization.
· The process of definition has to be primarily undertaken by the Director of Nursing in consultation with
the HR Department.
· This form will be used to advise new employees on their role. It will also be used for Performance Review
purposes.
· The Job descriptions will assist in relative assessment of roles across the Company.
· Matching individual employee profiles with Job Description will assist in establishing training needs and
potential for growth and therefore assist in HR development.
PREPARED BY:
Jason Aarts
APPROVED BY:
Managing Director - Clinics
ISSUE DATE:
March 2014
Please note that this is a description of the key result areas for this role at this moment in time, and as our organisation grows and changes, and as the
incumbent develops in the role, the key result areas will also change and develop.