Position Description Recruitment. Corporate. Department:

Transcription

1 Position Description Recruitment Position Title: Department: Region: Receptionist Corporate Brisbane Primary Purpose of Position The purpose of this position is to respond to the needs of the organisation by providing front counter, administration and reception services. The position will undertake all work functions in accordance with the organisations commitment to harm minimisation policy and practice, which encompasses a balance between demand reduction (e.g. treatment and other services intended to assist individuals to reduce and/or cease substance use) and harm reduction (e.g. Needle and Syringe Programs and welfare assistance). Organisational Environment QuIHN, as a state wide, not-for-profit company, is committed to providing a holistic response to the health and well-being of people who use illicit drugs in Queensland. QuIHN services are in line with Australia s current National Drug Strategy, Harm Minimisation, and include Needle and Syringe Programs, outreach, dual diagnosis counselling (Mental Health and Alcohol and Other Drug issues), support services, education and training (client and professional), and other services that relate to illicit drug use, blood borne viruses, and other mental and physical health issues. Due to the range of services provided, QuIHN employees are required to effectively communicate and work within a multidisciplinary team environment. QuIHN employees are also expected to participate in Quality Improvement processes that support the delivery of quality services and the accreditation process. Reporting Relationships Ultimate accountability is to the Board of Directors and the General Manager of QuIHN, however the position will report directly to the Executive Assistant. Extent of Authority The Receptionist is responsible for performing duties as described in this Position Description and as directed by the Executive Assistant, in line with QuIHN s operational plan, Company Policy, and your employment contract. You may be required to perform any other duties the employer may assign you, from time to time, to suit organisational requirements, having regard to your skills, training and experience. Application: Document Name: Position Description Backfill Receptionist Final.docx Page: Page 1 of 4 QuIHN Recruitment and Selection Use: Mandatory Document Number: Date of Review: Authorised by: AGM Date Loaded: 19/07/2012 Version: 0.1 UNCONTROLLED DOCUMENT WHEN PRINTED

2 Position Description Recruitment Key Duties and Responsibilities The Receptionist position will be responsible for performing the following key duties, however duties specified are the minimum requirement for this position and duties may change with the demands of the role: Ensure the effective delivery of administrative support in compliance with QuIHN Administrative Policies & Procedures, service agreements and relevant legislation through: Telephone reception and other communications Administrative and office support Minor purchasing functions Resource distribution Teamwork Basic data entry functions Ensure effective agency communication through: Courteous and prompt reception in greeting clients, answering telephone enquiries, taking messages and distributing faxes Support in the development and implementation of communications systems as required Collection and distribution of incoming mail and post outgoing mail on daily basis Receiving and distribution of incoming s on daily basis Maintenance of the staff movement register, motor vehicle booking register, room bookings and other calendar based bookings Maintain patient and practice confidentiality at all times Support the Better Access Medical Clinic Booking appointments for Better Access Medical Clinic Provision of administrative support to medical staff, including faxing, scanning, mailing and filing documents Liaise with the GP s, other health professionals and other staff Assisting the Practice Manager with billing, including the handling of cash, EFTPOS, other payments and Medicare billing Assisting Registered Nurse with order and receiving of supplies Provide effective office support through: Operation and maintenance of the following office equipment: facsimile, photocopier, and telephone system, including equipment breakdown follow up Application: Document Name: Position Description Backfill Receptionist Final.docx Page: Page 2 of 4 QuIHN Recruitment and Selection Use: Mandatory Document Number: Date of Review: Authorised by: AGM Date Loaded: 19/07/2012 Version: 0.1 UNCONTROLLED DOCUMENT WHEN PRINTED

3 Position Description Recruitment Maintain incoming mail register, as well as outgoing mail Ensuring the safe keeping of equipment and keys for vehicles, rooms, and other items associated with day to day coordination and management of company bookings systems Bulk ordering of stationery and other office supplies as necessary. Provide team support through: Active participation in team meetings and other forums, as required Making relevant positive contribution to an effective functioning team Provision of assistance and support to the Corporate team, as required Participate in Quality Improvement processes that support the delivery of quality services and the accreditation process as required and directed Practice duty of care including meeting practice standards and accountability The person will need to be able to liaise and work with all internal teams and external contractors and other external parties. The appointee will be required to attend staff meetings as required. Knowledge and Skills Requirements The Knowledge and Skills Requirements listed below are required of the Receptionist position. 1. Expertise and Technical Knowledge and Skills Demonstrate specialised and up-to-date knowledge of administration and ability to effectively utilise current office technology or ability to rapidly acquire such skills (i.e. phone and communication systems, Microsoft Windows, Microsoft Sharepoint, and Microsoft Office suite applications such as Word, Excel, and Outlook). 2. Consumer Group Knowledge and Skills Demonstrate basic understanding of issues affecting people who use illicit drugs, or are affected by illicit drug use, and ability to provide services with empathy, sensitivity, and cultural awareness. 3. Communication and Interpersonal Knowledge and Skills Able to clearly communicate information and ideas to a range of audiences in both written and oral form, listen to others in an unbiased manner, and work collaboratively within a multidisciplinary team. Application: Document Name: Position Description Backfill Receptionist Final.docx Page: Page 3 of 4 QuIHN Recruitment and Selection Use: Mandatory Document Number: Date of Review: Authorised by: AGM Date Loaded: 19/07/2012 Version: 0.1 UNCONTROLLED DOCUMENT WHEN PRINTED

4 Position Description Recruitment 4. Contemporary Office Management Knowledge and Skills Able to establish and maintain an environment that minimises health and safety risks, and promotes equity and anti-discrimination in the workplace. Ability to plan, organise and prioritise work-loads and work tasks. 5. Organisational and Analytical Knowledge and Skills Able to anticipate and adapt to internal and external changes, trends, and influences in a timely manner, including the planning of responses appropriate to consumer needs and in accordance with company goals and values. Participating in the Quality Improvement processes that support the delivery of quality services and the accreditation process as required and directed. Other Essential Requirements The successful applicant must possess: The right to live and work in Australia. A current driver licence A current Blue Card for Working With Children and Young People The appointee will be required to attend staff meetings and other external appointments as required. All staff members are expected to work within the harm minimisation philosophy and guidelines of QuIHN, and to comply with and utilise contemporary office management requirements and practices, including workplace health and safety, equal employment opportunity and antidiscrimination policies. Application: Document Name: Position Description Backfill Receptionist Final.docx Page: Page 4 of 4 QuIHN Recruitment and Selection Use: Mandatory Document Number: Date of Review: Authorised by: AGM Date Loaded: 19/07/2012 Version: 0.1 UNCONTROLLED DOCUMENT WHEN PRINTED

5 Thank you for your interest in applying for a position with Queensland Injectors Health Network Ltd. (QuIHN). The following information is provided to assist you in applying for a position at QuIHN and to explain the recruitment and selection process employed by QuIHN. It is important that your application meets ALL of the requirements as outlined in this document to be considered for employment. About QuIHN Queensland Injectors Health Network Ltd. (QuIHN) provides a range of services for people who use illicit drugs and those affected by illicit drug use (including families, significant others and community members) across Queensland. QuIHN services include: Needle Syringe Programs (NSPs), outreach, dual diagnosis counselling (Mental Health and Alcohol and Other Drug issues), support services, education and training (client and professional), and other programs that relate to illicit drug use, blood borne viruses, and other mental and physical health issues. QuIHN is a medium sized employer which employs staff in four regions across the state of Queensland: Brisbane, Sunshine Coast, Gold Coast, and Cairns. QuIHN also relies on the support of volunteers across the state. QuIHN began operations as a public company limited by guarantee in 2005 and is governed by a Board of Directors, which consists of a strong consumer base. QuIHN receives most of its funding from government departments. QuIHN is committed to continuously improving the quality and safety of its services. QuIHN s vision is for a society where drug users are included, valued, engaged, supported and empowered to achieve their aspirations. QuIHN s mission is to provide an affirming holistic approach to services for illicit drug users and their family and friends in Queensland. QuIHN s goals are: 1. To respond to stigma and discrimination faced by illicit drug users in Queensland 2. To provide high quality, innovative, culturally appropriate, accessible and relevant human services 3. To provide welfare and support to people who use or have used illicit drugs, and to facilitate their links to the community 4. To maintain a strong, sustainable and accountable organisation that facilitates its vision and goals. For more information about QuIHN, visit Working for QuIHN (Remuneration and Employment Conditions) QuIHN s workforce is characteristic of not-for-profit agencies in that people are passionate about their work and the health outcomes of both clients and the broader community. Please refer to QuIHN Sharepoint Site for most recent version Page 1 of 5

6 QuIHN encourages a positive work environment and individual career development by providing for team building opportunities, individual learning and development plans, supervision, professional development funds, safe and support work practices and flexible working arrangements to assist employees in managing a work/life balance. The terms and conditions of employment at QuIHN are in line with the Social, Community, Health Care, and Disability Services Industry Award 2010 (referred to as the Modern Award) and the National Employment Standards. The position of Receptionist is classified as Level 3.1 and the salary for this position is $ Salary Packaging is available and allows staff to elect to take part of their salary in the form of approved fringe benefits that are paid out of a staff member s pre-tax salary. Salary Packaging is not compulsory and may be entered into or cancelled at any time. QuIHN provides an employer contribution for superannuation at the required guarantee and employees can use salary packaging to make further individual superannuation contributions. Before you apply QuIHN encourages people to apply for roles that are relevant personally and/or professionally to their experience, skills, qualifications and interest. Before applying for a vacant position you should: 1. Review the Position Description to gain a broad understanding of the role 2. Consider whether your experience and skills will enable you to achieve the Key Duties and Responsibilities of the role 3. Decide if you meet the Knowledge and Skills Requirements of the role. You must have the right to live and work in Australia to apply for this position. How to apply You can submit an application for a vacant position by , by post, or in person to: Contact Person: Jennie Steele By Post: PO Box 2470, Fortitude Valley BC, Qld 4006 In Person: 1 Hamilton Place, Bowen Hills, Qld 4006 By JSteele@quihn.org Applications must be received by 5pm on Friday 8 th January If your application will be late due to unforeseen circumstances, or if you wish to withdraw an application after submission, contact the person listed above to discuss the matter. Applications submitted must include ALL of the following elements to be considered: 1. Application Form. Submit a completed Application Form (included in this Application Package or available online at ). Please refer to QuIHN Sharepoint Site for most recent version Page 2 of 5

7 This form requests the names and contact details of three referees. Referees should be previous employers, managers or supervisors who can comment on your recent performance in the work place (preferably your current Line Manager). Referees will not be contacted without prior approval from the applicant. 2. Resume (or Curriculum Vitae). Submit a resume containing a brief history of your employment and experience that covers the following areas: Educational qualifications* that detail the full title of the qualification, the year awarded and the name of the institution attended; Employment history in chronological order, starting with your current or most recent position and specifying dates of employment, title of each position, name of employer, main duties or accountabilities and achievements. *Please note that original qualifications or certified copies of originals will need to be sighted upon offer. 3. Written Response to the Knowledge and Skills Requirements of the role. Submit a written response of no more than two pages (A4 paper size) addressing how you meet the Knowledge and Skills Requirements of the role as listed on the Position Description (included in this Application Package or available online at ). Please use examples to illustrate how you meet the requirements of the role. Statements should be brief and to the point. This written response is required to assist the Selection Committee in determining whether you have the relevant qualifications, knowledge, skills, experience and personal qualities required of the role. The Selection Process Applicants for vacant positions at QuIHN are selected through a fair, competitive and merit based process. Each applicant s abilities, aptitude, skills, qualifications, knowledge, experience and personal qualities relevant to the role are considered by the Selection Panel when determining merit. Applications will be assessed to ensure that they include an application form, a current resume, and a written response to the Knowledge and Skills Requirements of the role. All applications which have effectively addressed all criteria will be reviewed by a Selection Panel. The Selection Panel will read the applications and will assess the merit of each applicant in relation to the Knowledge and Skills Requirements of the role. Those who are short-listed will be contacted by telephone and invited to attend an interview. If you are not short-listed, you will be advised in writing within ten business days of the closing date for applications. If your application is deemed incomplete, you will not be considered for shortlisting, and no further contact will be made. Please refer to QuIHN Sharepoint Site for most recent version Page 3 of 5

8 The Selection Panel will conduct interviews consisting of questions that relate directly to the Knowledge and Skills Requirements of the role and working within QuIHN. Interviews provide applicants an opportunity to elaborate on written applications and discuss examples of their work and previous work achievements (Note: it is not necessary to bring hard copy work samples to interviews). You may also be asked to participate in a role play or case scenario depending on the position. For relevant positions, candidates will be asked to disclose any information relevant to their eligibility to engage in activities involving children and young people. Interviews will be conducted on a matrix basis with a score of one to ten being given for each question based on the perceived competency level of the applicant. Each applicant is usually provided fifteen minutes prior to interview to peruse the questions and formulate responses. Interviews should take no longer than one hour. If you are the preferred candidate for the position, we will contact you via telephone to obtain permission to contact your referees. Upon successful completion of referee checks a formal written offer from the General Manager of QuIHN will follow detailing the Terms and Conditions of employment. All other applicants will be advised of the outcome within ten business days of the appointment being made. Storage of Selection Process Documentation Your Privacy and Right to Information QuIHN retains application materials (Application Forms, Resumes and Written Responses) of shortlisted applicants (those offered an interview) for a period of 12 months from the closing date of a vacant position. This information (electronic and/or hard copy) is held in a secure environment and is only accessed by those directly involved in the recruitment and selection process. This information will not be disclosed to a third party without your consent. After 12 months, this information is destroyed or deleted from filing systems. Withdrawn applications will be destroyed immediately upon notification of withdrawal or returned upon request. At any time an applicant can have access to their information (in accordance with the Right to Information Act 2009) and can request for their personal information to be removed from our records. Commencing Employment with QuIHN Prior to, or immediately upon, commencing work with QuIHN, QuIHN has a legal responsibility to verify every employee s entitlement to work which may require the sighting of relevant documentation for verification, such a passport with or without a valid visa as relevant, birth certificate or citizenship certificate. All new QuIHN employees employed on a permanent basis will undergo a probationary period of six months. During this period, employees will regularly meet with and report to their line manager in accordance with QuIHN s induction process and individual probationary plans. For some QuIHN roles, as identified in the Position Description, employees must meet specific employment conditions by the end of the probationary period to be considered for permanent appointment, with associated costs of police checks and Blue cards being at the expense of the employer (QuIHN). These include, but are not limited to: Please refer to QuIHN Sharepoint Site for most recent version Page 4 of 5

9 1. A current valid Queensland driver s licence (or equivalent) 2. A Blue Card for Working with Children, QuIHN has a responsibility, in accordance with the Commission for Children and Young People and Child Guardian Act 2000 (Qld), to ensure relevant employees have a valid Blue Card for working with children issued by the Commission for Children and Young People and Child Guardian. In Queensland, the Blue Card screening system entails a National Police Check, a review of disciplinary information held by certain professional organisations, and consideration of relevant police investigations. The Blue Card System also provides for ongoing monitoring and notification of changes in Blue Card holders' criminal histories. Blue Cards are valid for three years and can be carried between positions by individuals. For application forms and more information visit: Please refer to QuIHN Sharepoint Site for most recent version Page 5 of 5