JOB AND PERSON SPECIFICATION

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1 JOB AND PERSON SPECIFICATION Position Title: Office Manager Medical Practices Classification Code: ASO4 Division: Community Health Branch: EEHAC Type of Appointment: Section: Cleve, Kimba Ongoing Position Number: CV0056 o Temporary Position Created: o Other Term Responsible to: Manager Allied & Community Health Job & Person Specification Approval CE or delegate / / PREAMBLE: Underpinning the Department of Health Strategic Directions are the agreed values that reflect honesty, respect and integrity for every individual. These values drive how we conduct our business and how we behave. We aim to make the values live. It is important that we incorporate the values into our behaviour systems and processes. The Department has a Commitment to Workplace Values attached to Job and Person Specifications that all staff are required to uphold. (Please refer to the back of this document). Australia has one of the most culturally and ethnically diverse populations in the world. Having a diverse workforce (inclusive of bi-lingual, bi-cultural and employees who have a disability) can enhance the department s ability to negotiate with, and meet the needs of, the full range of its clients and customers. Such employees also add to the diversity of the workforce, and give added opportunities to fully capitalise on difference as a valuable asset in an increasingly competitive environment.

2 Main Responsibilities: Responsible for the effective, efficient administration and control of the medical practitioner s practice/surgery through the provision of an accurate and timely administration and clerical support services and the management of financial, accounting and accreditation systems. PERFORMANCE MONITORING: An initial review of performance will be undertaken within six months and then formally reviewed every 12 months based upon this position description. REVIEW OF POSITION S: This position description will be reviewed annually (June 30 each year), when the position becomes vacant or as deemed necessary. KEY PERFORMANCE INDICATORS: To competently perform in this position, the person should possess the following knowledge, skills and experience based upon the following 6 Key Performance Indicators: 1. PERSONAL & PROFESSIONAL DEVELOPMENT Demonstrated experience and understanding of the need for continuation of both personal and professional development. 2. CUSTOMER SERVICE Excellent communication and interpersonal skills including demonstrated experience in liasing with a wide range of internal and external clients. 3. ADMINISTRATION & DOCUMENTATION Through the use of organisational processes ensure that all administration and documentation requirements are initiated and completed in a professional and timely manner. 4. TECHNICAL SKILLS & APPLICATION. Demonstrated knowledge and application of the skills required for this position. This includes knowledge and understanding of appropriate equipment, legislation, policies and procedures. 5. TEAMWORK & COMMUNICATION Demonstrated ability to lead and develop a diverse team or participate as an active member of a team, consistent with the philosophy and policies of the Organisation. 6. CONTINUOUS QUALITY IMPROVEMENT Commitment to ensuring quality services are delivered to both internal & external clients through continuous improvement activities.

3 QUALIFICATIONS: E s s e n t i a l : D e s i r a b l e : S a l a r y / C o n d i t i o n s : A w a r d / A g r e e m e n t Demonstrated experience in office management. Demonstrated financial and accounting experience. Required to produce a satisfactory National Police Certificate/National Police History Records Check prior to confirmation of appointment and every 3 years thereafter from date of issue. Holds or is working towards an appropriate tertiary qualification in health or a relevant discipline. Current drivers license. Some understanding of health industry financial and accounting processes. This position is offered as a full time position subject to a satisfactory performance review after three months.. The normal working hours are 37.5 hours per week, generally working 5 days, between 0830 hours and 1700 hours. Some intrastate travel may be required. Salary sacrificing is available to employees. S.A. Public sector salaried employees interim award.

4 KEY RESPONSIBILITIES K.P.I. 1 PERSONAL & PROFESSIONAL DEVELOPMENT Demonstrated experience and understanding of the need for continuation of both personal & professional development. Continually develop both personally & professionally to meet the changing needs of your career, organisation & industry. Attend all training sessions provided by the organisation and be actively involved in other training & development relevant to your role. Contribute to the ongoing education and development of staff and clients through direct leadership in researching, developing, implementing and evaluating training programs related to office administration and general practice. Prepared to actively and constructively participate in the organisation Mentoring Program as either a mentor or a mentee as required. Actively participate and demonstrate leadership in the Performance Management process as required and to develop in consultation with your manager/ supervisor a personal / professional development plan. Maintain or work towards qualifications in rural practice management. K.P.I. 2 CUSTOMER SERVICE Excellent communication and interpersonal skills including demonstrated experience in liasing with a wide range of internal and external clients.. K.P.I. 3 ADMINISTRATION & DOCUMENTATION Through the use of the organisational processes ensure that all administration and documentation requirements are initiated and completed in a professional and timely manner. Act in a professional manner at all times when dealing with internal & external clients. Positively promote the organisation both internally & externally. Be prompt and provide courteous service to clients, colleagues and the broader community. Maintain confidentiality on all issues relating to the Organisation, the clients & fellow colleagues. Treat all clients with respect & equality, whilst being responsive to their needs. Job skills: Responsible for all documentation being accurate and completed in a professional and timely manner Co-ordinate and prioritise for clerical, reception, typing and general administrative duties and the supervision of staff Responsible for ensuring that all paperwork (privileging, Professional Indemnity, HIC documentation etc.) is accurate and up to date for all Medical Officers, Locums and Specialists who work at the Practice Develop and maintain on-call rosters for Medical Officers including liaising with all Medical Officers and other agencies such as Specialists rooms, ensuring optimum usage of availability of Medical Officers Co-ordinate appointment schedules for Medical Officers and Practice Staff including meetings, patients, chronic disease clinics, training, and inter-agency visits etc. Co-ordinate staff to ensure all resources necessary to manage the Office through management of stock and consumables, and the maintenance of the building, plant and equipment is maintained Co-ordination of Specialist visits in line with resources available including arranging of anaesthesia services and clerical billing/appointment support Liaising with Pathologists and Radiologists to ensure that results are downloaded in a timely manner and that patient privacy is protected Co-ordination of visiting relief locums including financial arrangements, billing, paperwork, travel and accommodation including housing pre and post occupancy checks Responsible for liaising with the HIC to ensure that the Medical Practice has access to the Practice Incentive and Service Incentive Payment schemes Responsible for liaising with local Shipping Agencies and other private companies with regard to employment medicals, Work Cover requirements etc. Implement information/record/file management systems to deliver an accurate and efficient service Maintain the safety and security of the office, building, accountable forms, medical records and procedures Prepare monthly management statistics in line with developed budget providing

5 K.P.I. 4 TECHNICAL SKILLS & APPLICATION Demonstrated knowledge and application of the skills required for this position. This includes knowledge and understanding of appropriate equipment, legislation, policies and procedures. monthly reports to Manager Community Health. Reports include strategies to reverse over expenditure or decrease in revenue, where appropriate Develop financial budget on an annual basis outlining expected revenue and expenditure. Revenue includes all monies that can be receipted from Commonwealth and State entities and local health service. Responsible for coordinating annual check of registration and medical indemnity paperwork of medical staff Responsible for the development of forward estimates and budgetary processes to track and trend income and expenditure Responsible for ensuring that the Practice computer software programmes accurately meet the business demands of the practice Responsible for developing systems to ensure that Practice recall systems are current and up to date and meet with all legislative guidelines Responsibility for training/orientation of Practice staff, Medical Officers, Locums and Specialists to ensure that all services provided meet the standards of the Practice Policy and Procedures manual Responsible for ensuring the Practice Nurse co-ordinates child and adult immunisations and liaison with State and Commonwealth bodies to ensure that the Practice meets the required standards Responsible for employment of appropriate office staff and practice nurse with appropriate skills and qualifications Adhere to Infection Control protocols Monitor the preparation, sterilisation of procedural trays and equipment. Responsible for overseeing the receipting, certifying, accounting and banking of monies Personal skills: Ability to accept full accountability for the following of correct procedures when processing specimens from clients Demonstrated knowledge of accounting practices within an office setting Ability to conduct internal audit checks and reconciliations on accounting procedures in accordance with prescribed regulations and circulars Demonstrated knowledge of responsibilities under Occupational Health Safety & Welfare regulations Demonstrated knowledge of the Code of Conduct for Government employees Demonstrated ability to use computers effectively including databases, spreadsheets, work processing and the internet Demonstrated knowledge of accreditation process for medical practices Knowledge of EEO and principles Knowledge of GST and FBT legislation and reporting requirements Able to manage to the spirit and principles of the Premier's Safety Commitment and the legislative requirements of the Occupation Health, Safety and Welfare Act utilising AS/NZS 4360 Risk Management, or to an equivalent set of standards. K.P.I. 5

6 TEAMWORK & COMMUNICATION Demonstrated ability to lead and develop a diverse team or participate as an active member of a team, consistent with the philosophy and policies of the Organisation. Job skills: Be aware of, and practice according to, the organisation s Aims, Objectives & Core Values. Work harmoniously with other team members to achieve service delivery excellence. Be aware of role and responsibility in relation to treatment of clients Personal skills: Demonstrate the ability to work positively within a team to achieve team goals: Demonstrated ability to provide leadership and support to staff of the Medical Practice Demonstrated written and verbal communication skills Demonstrated ability to communicate effectively with people of variable age, cultures and backgrounds. K.P.I. 6 CONTINUOUS IMPROVEMENT Commitment to ensuring quality services are delivered to both internal & external clients through continuous improvement activities. Job skills: Participate in and contribute to quality improvement programs and other facility activities to meet Service/Accreditation Standards. Responsible for developing and continuously maintaining the Practice Policy and Procedure manual in line with the RACGP, AGPAL, DHS and CDHS standards and protocols and to ensure that at all times it meets all Government legislative requirements; Responsible for enforcing occupational health and safety activities to ensure a safe work environment for clients, community, staff and visitors. Responsible for arranging access to training in Radiology as pertains to rural and remote areas for Medical Officers and Locums have personal skills: Demonstrated understanding of all relevant external legislation & internal policies and procedures that relate to this position and the Organisation. Demonstrated ability to have the Practice accredited to meet the standards of the RACGP, AGPAL, DHS and the CDHS and to ensure that the Practice continues to maintain these standards; Approved by Line Manager: / / Acknowledged by Occupant: / /

7 COMMITMENT TO WORKPLACE VALUES The Department of Health values have an influence on the people we employ Every organisation has values that govern the way people are treated and the way decisions are made. The Department s Strategic Plan identifies the values that guide our behaviours. These behaviours apply to all employees and govern the way people in the organisation are treated, the way decisions are made and how we provide our services. These values are used in day to day communication and interaction between all employees and are linked to the whole of government Code of Conduct, Performance Development, Job and Person Specifications and Department of Health Employment Conditions. Department of Health Organisational Values are: Honesty We show honesty by speaking truthfully, within the boundaries of confidentiality. This is shown in our dealings within the Department and with our consumers and partners by: saying what we mean and meaning what we say, keeping our promises, telling the truth tactfully, providing honest feedback and answers and admitting to mistakes. Respect We show respect by speaking and acting with courtesy. We treat others with dignity and use culturally appropriate ways of communicating. This is shown in our dealings within the Department and with our consumers and partners by: treating everyone fairly, communicating so people can understand, listening to others, and seeking and providing feedback. Integrity We show integrity by honouring our values and the rules of our department, government and nation. This is shown in our dealings within the department and with our consumers and partners by: doing the right thing, abiding by the values, standing up for what we believe in, and taking responsibility for our mistakes. ***************** I have the ability and commitment to behave consistently with the stated values of the Department of Health. / / Signature Please complete and return attached to your application to the nominated person The right people with the right skills in the right place at the right time

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