Why work for us?Here at Harbourside Port Stephens, we have been supporting our local community for the last 40 years. We pride ourselves on being a not-for-profit organisation that pays individual attention to the needs and quality of life of our residents and when you join us, you will enjoy working alongside a team that is committed to continually ensuring that all our residents receive the highest quality of care.
About the company
Harbourside Port Stephens set alongside the crystal blue waters of Port Stephens. With over 40 years of experience in the industry Harbourside Port Stephens prides itself on being a not-for-profit organisation who pays particular attention to the needs and quality of life of our residents. We are committed to ensuring that all residents receive the best services and that we continually improve our quality of care.
Workplace Location
Our facility is located in Shoal Bay Port Stephens, one of NSW favourite holiday destinations. Harbourside Port Stephens is perfectly positioned to enjoy the Peninsula and the surrounding areas.
Job Description
Purpose of Role
The Quality & Risk Administration Officer provides essential administrative, coordination and data management support to the Quality & Risk Manager. The role supports effective operation of organisational systems and processes across risk, WHS, policy governance, compliance, quality improvement and accreditation.
Key Responsibilities
Register and System Maintenance
Maintain and update organisational registers and tracking systems, including:
* Governance & Compliance Registers
* Compliance Register and Compliance Calendar
* Policy & Procedure Register
* Feedback & Complaints Register
* Emergency Management & Business Continuity Registers
System Administration
* Maintain the organisational management system, including user access, action tracking and routine system reports.
* Manage document control tasks: version management, formatting, uploading, archiving
Scheduling, Coordination & Workflow Support
* Schedule and support risk assessments, WHS inspections and internal audits.
* Track policy review schedules and support managers through review, approval and publication workflows.
* Coordinate evidence gathering for audits, accreditation cycles and regulatory reviews.
* Assist with planning and documenting emergency drills.
Data, Reporting & Documentation
* Prepare basic trend summaries, dashboards and data extracts for the Quality & Risk Manager.
* Collate quality and compliance data for reporting to Executives and the Board.
* Support collation of quality data for continuous improvement activities.
* Maintain accurate records, and documentation across all quality and risk functions.
Meeting & Committee Support
Prepare agendas, minutes, follow‐up and action tracking for:
* Health and Safety Committee (quarterly)
* Support the Continuous Improvement Plan: follow up actions, track progress and prepare status reports.
* Support the feedback and complaints process by monitoring adherence to policy timeframes
* Assist with documentation and data needed for improvement initiatives.
Emergency Management & Business Continuity Support
* Maintain emergency and business continuity documentation and registers.
* Record attendance, debrief notes and actions from emergency drills.
* Provide administrative support for emergency planning activities.
Desired Skills and Experience
Qualifications & Training (Desirable)
* Extensive administrative background
* Experience in aged care, health, disability or community services.
* Familiarity with the Aged Care Quality Standards.
* Experience supporting WHS, risk, compliance or quality functions.
* Strong administrative and organisational skills with a high level of attention to detail.
* Experience managing information systems, registers, data entry or document control, preferably within a SharePoint environment.
* Well-developed written communication skills, including minute taking, report preparation and document formatting.
* Ability to prioritise work, meet deadlines and manage competing demands.
* Intermediate Microsoft Excel and reporting skills.
* High level of confidentiality, discretion and professionalism.
* Strong interpersonal skills with the ability to liaise effectively across teams.
* Commitment to continuous improvement and supporting a positive safety and quality culture.
* Ability to self‐direct work with limited supervision
Compliance
* National Criminal History Check
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