Job Description
The Administrative Officer role at Youturn is pivotal in providing comprehensive support across all operational aspects of the organisation. The incumbent will handle reception, secretarial duties, administrative functions (including MBS billing), communication, and organisational tasks in a youth‐friendly environment. The primary goal is to deliver reception and administrative assistance to all members of the centre, ensuring a high standard of care for young individuals and their families and friends. The Administrator is crucial for maintaining a professional and confidential atmosphere while supporting effective service delivery and day‐to‐day operations.
Key Responsibilities
Administration
* Perform various administrative tasks as required, including reception duties, telephone management, calendar maintenance, appointment management, database management, scanning, filing, and correspondence management.
* Provide general administration support including resource preparation, shopping, postage, mail in and out, and other general office duties.
* Administer meeting support, including secretarial duties, scheduling, planning and preparation.
* Support the line manager with general daily housekeeping activities, facilities management, maintaining office/kitchen supplies, ensuring facilities are cleaned and well‐equipped, and organising regular and timely maintenance and repairs.
* Provide administrative support for committees and sub‐committees, including meeting preparation, minute‐taking and post‐meeting follow‐up.
* Assist with the establishment and maintenance of office systems such as file management and catalogue of resources and stationery.
* Organise bookings of meeting rooms, including arrangement of catering, equipment hire, key deposit and cleaning.
* Manage office systems, file and brand management, and promotional materials.
* Ensure confidentiality of young people and Headspace information.
* Handle reception duties such as patient billing, medical history requests and appointment management.
* Ensure timely reminders for Mental Health Care Plans and Reviews.
* Perform other duties as directed within the limits of the employee's skills, competence and training and the scope of the employee's award classification.
General Duties
* Promote the program, communicate regularly with and build and maintain collaborative working relationships with program partners and all relevant stakeholders.
* Maintain an open‐minded and flexible approach to the work whilst upholding the best‐practice principles contained within the Code of Conduct, policies and procedures of Youturn.
* Contribute to a positive representation of Youturn through supportive and positive working relationships with staff, young people, their families/carers/kin, stakeholders and the wider community.
* Participate in service staff meetings and professional development with the relevant line manager and other staff as appropriate.
* Participate in appropriate education to develop and maintain necessary knowledge and skills required to fulfil the responsibilities of the position.
* Work in a healthy and safe manner, encourage others to do the same; comply with all warning and safety signage; report or rectify any unsafe conditions; adhere to workplace health and safety policies and procedures.
* Perform other reasonable duties as directed that are within the employee's skill, competence, training and scope of the employee's award classification.
* From time to time, Youturn may require you to work in areas that are not your normal work areas and perform functions that are outside of your usual duties, provided you have the skills and training to perform those functions.
Desired Skills And Experience
Essential Experience, Qualifications & Other Requirements
* Tertiary qualifications and/or a minimum of 3 years' relevant experience in office administration/reception in a medium‐sized organisation, ideally in the social support environment or medical reception.
* Sound written and oral communication, interpersonal and customer service skills and the capacity to deal confidently and courteously with people at all levels.
* Strong organisational skills, the ability to successfully complete several tasks concurrently, maintain high levels of attention to detail, maintain documentation and record keeping, and meet deadlines.
* Current 'C' class open driver's licence.
* Knowledge and/or experience of MBS system and processes for patient billing or the ability to rapidly acquire relevant skills.
* Hold a current Working With Children Check (WWCC) issued by the relevant State or Territory. Example – Blue Card.
* Hold or be eligible to apply for a Licensed Care Suitability Check issued by the Department of Child Safety, Youth Justice and Multicultural Affairs.
Desirable
Certificate in a relevant discipline (Certificate IV Health Administration/Business Support) and/or substantial experience working in medical administration in a general practice or health sector.
Selection Criteria
* Experience in an administration role with demonstrated understanding of the challenges, importance and issues of working in a dynamic environment.
* Demonstrated ability to work as part of a team, taking professional approach, acting in the best interest of Youturn and its clients, and being able to demonstrate Youturn values.
* Ability to tactfully respond to crisis situations and to handle information with confidentiality.
* Experience working with young people in a youth‐friendly manner.
* Innovative problem‐solving skills and ability to adapt to change.
* Understanding of the health and well‐being of young people aged 12–25, particularly regarding mental health and substance use issues.
* Well‐developed proficiency, knowledge and experience in Microsoft Word, Excel, Outlook and PowerPoint.
* Strong organisational skills and attention to detail, with a demonstrated ability to manage competing workloads and rapidly changing priorities, including multi‐tasking and prioritising.
* Excellent interpersonal, written and oral communication skills, in particular the ability to communicate with a broad cross‐section of people with a focus on communication with young people.
* Ability to work autonomously and as part of a team, with a willingness to take direction when given.
* Ability to adapt to a changing work environment.
* Experience in minute‐taking or the ability to quickly acquire this skill.
Benefits
* Generous remuneration package with benefits designed to support your career and lifestyle goals.
* Salary packaging of up to $15,900, plus $2,650 meal entertainment benefits to maximise your take‐home pay.
* Five days of paid wellness leave each year (pro‐rata).
* Twelve weeks paid parental leave after just one year of service.
* Annual leave loading to boost your annual leave pay.
EEO Statement
Youturn encourages applications from Aboriginal and Torres Strait Islander people, the LGBTIQA+ community, people with a disability, candidates from culturally diverse backgrounds, and those with lived experience. We are committed to ensuring a safe, inclusive and respectful recruitment process, and if we can support you with any adjustments to help you fully participate, please let us know in your application or contact us at recruitment@youturn.org.au.
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