Administration Officer

Position Description Template | Administration Officer

Position Description
A SMALL RURAL HEALTH SERVICE DETERMINED TO ACHIEVE GREAT THINGS

Kerang District Health is a small rural health service offering a broad range of acute, residential aged care, primary
and community services to the Kerang community and surrounding district.

Acute Health services provided include medical, oncology, a 24 hour urgent care centre (UCC) and surgical services
such as general surgery, gynaecology, urology and dental.

The health service also provides residential aged care services to 30 residents in ‘Glenarm’ and provides transitional
care to 4 clients either in hospital or in the community.

A variety of primary and community services also come under the KDH banner including a GP clinic, district nursing,
centre based and mobile day activities, an exercise program and a men’s shed.

PURPOSE AND VALUES

Kerang District Health seeks to improve the health and wellbeing of the community. How we go about our work is as
important as what we achieve. Everything we do is underpinned by our core values, Caring, Accountability, Respect
andExcellence

Organisational Values Associated Behaviours

C – Caring We will be person centered, show compassion and empathy

A – Accountability We will be transparent, trustworthy and responsible for our

actions

R – Respect We will embrace and be considerate of the differences of all

people

E – Excellence We will be dedicated to every person, every time

1. POSITION DETAILS

Title Administration Officer Division Corporate Services

Department Administration Location 13 Burgoyne Street, KERANG VIC
3579

Enterprise Agreement (or its
successor)

Health and Allied Services, Managers and Adminstrative Workers

Classification Manager and Administrative Worker Grade 1

Immunisation Risk Category Category A: Position involving direct patient contact, potential for exposure to
blood, body fluid, human tissue specimens during course of a normal working day

Position Summary (a) Grade 1 level positions require knowledge associated with several years’ experience or
technical training. They require performance of related tasks within a defined area of activity
which have clearly defined objectives. They require the ability to obtain cooperation to
comply with technical and administrative arrangements, or to provide information and advice
to members of the public consistent with organisational guidelines.

Position Description

Kerang District Health Position Description | Administration
Officer

(b) There are established procedures for performing tasks. Positions are well defined, with
standardised procedures, although the tasks performed may require the use of a number of
accepted methods or systems. The most suitable course of action is selected from a limited
range and effective choice is guided by precedent or rule and can be learned.

(c) The positions’ progress is closely monitored against standards, targets or budgets, though
there is limited flexibility in the means of achieving these. The positions 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.

Position Reports to Direct Administration Team Leader

Professional n/a

Number of Reports Direct Nil

Indirect Nil

Decision Making Authority n/a

Key Relationships Internal Administration team, patients/consumers and clients, NUMs, clinical staff

External Members of the public, families, Private health insurance companies, DVA,
medical clinic

2. SELECTION CRITERIA

Essential Requirements Proven excellent communication skills

Demonstrated time management skills

Ability to work either individually or as a team.

Proficiency in the use of Microsoft Office suite, particularly Word, Excel and Outlook

Several years of experience or technical training in an administrative position

Full COVID-19 vaccination status

Annual Influenza vaccination status

Desirable Requirements Knowledge of Healthcare Computer programs such as IPM, Oracle

3. KEY ACCOUNTABILITIES

Key Accountabilities Demonstrated by / Key Performance Indicators

Core TasksPrepare statistical reports and summaries and monitor and check accuracy of
reports;

Monitor daily billings and collections by cashiers and banking;

Process standard claim forms, ensuring that all legislated procedural requirements
are met;

Train new Employees in basic clerical or administrative functions;

Follow progress of invoices, orders or payments to ensure action occurs as specified
in these documents; to work area; for example the availability of ordered stock, the
best available price for ordered items, overdue accounts;

Maintain accurate and effective filing systems;

Position Description

Kerang District Health Position Description | Administration
Officer

Communicate with external organisations such as health insurance funds, Accident
Compensation Commission, Veterans’ Affairs, and WorkCover claims administration
agents regarding payment of accounts

Continuous Quality
Improvement

To recommend/discuss any new resources, processes, or equipment that may be
required to maintain and further develop effective programs or treatments with the
relevant Executive Director.

To participate in Quality Improvement activities within the relevant department, team
and organisation as required.

Infection ControlEach staff member has a responsibility to minimize 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.

Occupational Health and
Safety

RESPONSIBILITIES: 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 KDH O.H. & S. online Policies
and Procedures.

Above and Below the Line
Behaviour Modelling

All staff are expected to comply with and support the Kerang District Health Above and Below
the Line Behaviour model, focusing our behaviours on those that reflect our values; Caring,
Accountability, Respect and Excellence.

Performance Appraisal and
Goal Setting

A Performance Appraisal and Goal Setting will be conducted annually

Position Requirements

A satisfactory National Police Check (no older than 3 months) must be provided prior to
commencement at KDH)

Required

Evidence of Professional Qualification Preferred

Valid Victorian Driver’s Licence Preferred

Satisfactory Working with Children’s Check Preferred

Covid 19 and Annual Influenza Immunisation Required

Position Description

Kerang District Health Position Description | Administration
Officer

Job Demands List

Kerang District Health endeavours to provide a safe working environment for all staff. The purpose of this section is
to ensure that you fully understand and are able to perform the inherent requirements of the role (with reasonable
adjustments if required) and that you are not placed in an environment or given tasks that would result in risks to
your safety or others.

Frequency Functions

I = Infrequent Activity may be required very infrequently

O = Occasional Activity required occasionally, not necessarily all shifts

F = Frequent Activity required most shifts, up to 50% of the time

C = Constant Activity that exists for the majority of each shift and may involve repetitive
movements for prolonged periods

N/A = Not Applicable Activity not performed

Aspects of Normal Workplace Frequency

Demands Description I O F C N/A

Physical Demands

Sitting Remain seated to perform tasks X

Standing Remain standing to perform tasks X

Walking Periods of walking required to perform
tasks

X

Bending Forward bending from waist to perform
tasks

X

Kneeling Remaining in a kneeling position to
perform tasks

X

Lifting/Carrying Light lifting and carrying X

Moderate lifting and carrying X

Assisted lifting (mechanical, equipment,
person assist)

X

Working at heights Ascending and descending ladders, stools,
scaffolding

X

Pushing/Pulling Moving objects, e.g. Trolleys, beds,
wheelchairs and floor cleaning equipment

X

Reaching Arms fully extended forward or raised
above shoulder

X

Position Description

Kerang District Health Position Description | Administration
Officer

Crouching Adopting a crouching posture to perform
tasks

X

Foot Movement Use of leg and/or foot to operate
machinery

X

Head Postures Holding head in a position other than
neutral (facing forward)

X

Fingers/Hand/Arm
movement

Repetitive movement of fingers, hands
and arms e.g. computer keyboarding

X

Grasping/Fine
Manipulation

Gripping, holding, clasping with fingers or
hands

X

Driving Operating a motor powered vehicle e.g.
use of hospital cars, deliveries, visiting
clients, tractor, ride on mower, forklift,
bus. Etc.

X

Psychosocial Demands

Distressed People Highly emotional people crying, upset,
unhappy, depressed, e.g. emergency or
grief situations

X

Aggressive/Unpredictable
people

Raised voices, yelling, swearing and
arguing e.g. drug/alcohol, dementia,
mental illness

X

Exposure to distressing
situations

E.g. child abuse, delivering bad news,
viewing extreme injuries, viewing
deceased

X

Environmental Demands

Gases Working with explosive or flammable
gases requiring precautionary measures

X

Liquids/Chemicals Working with corrosive, toxic or
poisonous liquids or chemicals requiring
Personal Protective Equipment (PPE)

X

Noise Environmental/background noise
necessitates people raising their voice to
be heard

X

Biological hazards E.g. exposure to body fluids, bacteria,
infectious diseases requiring PPE

X

Cytotoxic hazards Handling and/or preparation of cytotoxic
materials

X

Radiation Working with radiologic equipment X

Position Description

Kerang District Health Position Description | Administration
Officer

4. STANDARDS TO WHICH PERFORMANCE WILL BE ASSESSED

Key Performance Indicators

Demonstrating organisational philosophy in all activities

Compliance with organisational policy, procedures and practices

Compliance with goals induction setting within the first six months of employment

Compliance with position description and goals set at annual performance appraisal

Contribution to the team and organisation

Management, peer, client and community feedback.

5. ACCEPTANCE AND AGREEMENT

All Kerang District Health team members must:

Demonstrate and role model Kerang District Health values.

Comply with all Kerang District Health Policies and Procedures.

Comply with the requirements of the National Safety & Quality Health Service Standards.

Work in accordance with the Data Accountability Framework to maintain data integrity.

Complete and maintain all mandatory training relevant to area of practice.

Participate in Kerang District Health’s performance development process as required.

Contribute to a safe and healthy working environment.

Report unsafe work practices in the incident reporting system.

Promote a no blame culture of safety and wellbeing.

Maintain working knowledge of emergency procedures and location of emergency equipment.

Take all reasonable steps to prevent bullying, discrimination and harassment in the workplace.

Observe child safe principles and expectations for appropriate behaviour toward and in the company of children.

Comply with reasonable direction or duties as requested by their manager

Kerang District Health strongly supports patients in expressing their wishes and values. Clinical staff are encouraged to engage in
Advance Care Planning (ACP) discussions with patients.

Kerang District Health has a zero tolerance of child abuse, and all allegations and safety concerns will be treated very seriously.
For more information refer to Kerang District Health’s Child Safe Policy.

Kerang District Health is an equal opportunity employer and is committed to providing for its employees a work environment
which is free from harassment or discrimination.

Kerang District Health is a smoke-free environment.

Position Description

Kerang District Health Position Description | Administration
Officer