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Position Summary

The Administrative Assistant, UNSW Health Service plays a critical role within the Pro Vice-Chancellor Education & Student Experience, Wellbeing pillar, Health theme in the provision of efficient and effective reception and administrative assistance to the UNSW Health Service and is aligned with the RACGP standards and requirements, as well as UNSW policies and procedures.

This includes responding to incoming queries and requests, utilising the Health Service practice appointment system to arrange appointments, maintaining accurate records, contributing to billing activities and general administrative duties to support the delivery of the Health Service. This is a dynamic position that works as part of a team and may be required to work flexible hours aligned with the needs of the UNSW Health Service.

The role reports to the Practice Manager, UNSW Health Service and has no direct reports.

 Accountabilities

• Perform receptionist duties for the Health Service ensuring patients are processed compassionately but efficiently, with the more urgent cases escalated according to practice protocols, and ensuring patient details are correct and consent forms are completed.
• Utilise the practice appointment system to ensure patient wait times are kept to a minimum and patient consultations are appropriately timed.
• Respond to incoming requests and queries, utilising shared platforms and mediums (calls and email) to determine and take appropriate action or triage as appropriate.
• Contribute to the general administrative needs of the Health Service including:

• Processing and reconciling financial expenditure and patient accounts (Medicare, Private Health Funds, private patients);
• Uploading Medicare claims, Medibank and AHM invoices to the Medibank site and ensuring payment and receipts are processed on the Health Service accounting software.
• Preparation of correspondence for medical staff.
• Photocopying, ordering of supplies and equipment, and general office upkeep to ensure the Health Service areas are presentable.

• Maintain appropriate record keeping in accordance with University policies and practices and relevant patient confidentiality requirements, maintain filing systems, spreadsheets, databases, and other administrative processes and systems.
• Follow the direction of the Administrator, Health Service who holds delegated authority from the Practice Manager to oversee the activities of administrative staff and casuals.
• Contribute to the maintenance of the Health Service’s platforms and sites to ensure information is current and consistent.
• Contribute to regular reporting, perform data entry and data tracking for operational activities and services.
• Assist in effective expenditure management through accurate and timely reconciliation of expenses, payments and credit card reconciliations and the provision of accurate data and information.
• Maintain positive working relationships with relevant staff and other internal and external stakeholders in order to facilitate efficient and effective administrative support and promote a positive profile for the UNSW Health Service.
• With direction from the Practice Manager, contribute to relevant projects and business improvement activities to streamline processes and facilitate administrative efficiency ensuring all activities comply with UNSW policy and procedure, Medicare Australia, RACGP, and other legislative requirements.
• Contribute to a culture of continuous improvement of the service through the review of administrative processes and systems and implementing and communicating improved work practices including the use of educational technologies and digital platforms where appropriate.
• Align with and actively demonstrate the UNSW Values in Action: Our Behaviours and the UNSW Code of Conduct
• Cooperate with all health and safety policies and procedures of the university and take all reasonable care to ensure that your actions or omissions do not impact on the health & safety of yourself or others.

Skills and Experience

• Relevant tertiary qualification with subsequent relevant experience or equivalent competence gained through any combination of education, training and experience.
• Solid customer service orientation, together with excellent verbal and written communication skills and an ability to build and maintain positive and professional relationships with internal and external stakeholders, including students and staff at all levels. .
• Well developed computer skills in Microsoft Office applications and databases as well as Health Service accounting and appointment software platforms e.g. Best Practice.
• Demonstrated organisational skills with an ability to deal with multiple tasks, establish priorities and meet deadlines in a fast-paced, busy medical service environment.
• Demonstrated ability to work flexibly, productively and effectively as part of a team while operating autonomously and demonstrating initiative and a proactive approach to process improvements.
• Demonstrated ability to operate with integrity, relevant professionalism and to work with confidentiality and discretion with regards to all matters.
• An understanding of and commitment to UNSW’s aims, objectives and values in action, together with relevant policies and guidelines.
• Knowledge of health and safety responsibilities and commitment to attending relevant health and safety training.

If you require any further information regarding the role, please contact Hannan Awada Practice Manager h.awada@unsw.edu.au or 93855425.

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