Your role at St John of God Murdoch Hospital
Working as an Administration Officer within our Engineering department, you will provide administrative support, assist with contract management, and support accounts functions for both the Engineering Manager and the broader Engineering team.
The Position
* Provide reception services for the Engineering department including attending to phone calls and assisting visitors and contractors.
* Provide computer support including word processing, spreadsheet and database input as required.
* Maintain up to date calendar record for Engineering meeting room and coordinate room booking.
* Complete written correspondence, documentation and reports as requested.
* Assist in contractor induction, visitor and contractor registration.
* Issue and control of Access cards and Keys managed by Engineering.
* Undertake receipt and dispatch duties, including packing and forwarding through post/courier.
* Reorder Medical gas and consumable chemicals.
* Undertake engineering project related administrative tasks.
* Preparation of on call and work roster in liaison with trades and maintenance of roster spreadsheet.
* Preparation of on call roster for trade caregivers; maintain and update leave records; communication of weekly on call roster to call center (Zintel).
* Support with following tasks as required
o Daily exceptions into "UKG" for timesheets.
o Maintaining and posting the engineering schedule on UKG
o Leave records
* Support Equipment store person and be back up for Equipment store to cover leave.
* Assist the Manager in preparing Divisional contract/ tender documentation.
* Assist in development of documentation for RFQs.
* Update of SJOG Hospitals records within allocated system files as directed.
* Support the Manager Engineering services in contract renewal initiation, quote and preparation of comparative statements.
* Liaise with regional and Group contracts team for centrally managed contracts.
* Track expenses on contracts against budget and maintain the tracking spreadsheet.
* Prepare purchase order entry and engineering contracts into Oracle. Ensure required authorisation is gained prior to commitment of expenditure and all relevant documentation is provided and filed as per policy and procedures.
* Follow up with contractors to update Oracle work order status for open jobs.
* Assist with administrative function of the computerised work management process, verbal /phone and email requests, for the repair and maintenance of equipment and services.
* Update repair status of biomedical equipment in Oracle Fusion and/or "Asset manager" software during absence of equipment store person.
* Action enquiries to and from vendors and suppliers regarding purchase orders. Where changes are requested, ensure they are approved by engineering Manager.
* Maintain and reconcile accounts on behalf of the engineering department and liaise with account payable team on outstanding invoices and general accounting enquiries.
* Enter and maintain purchase order process in Oracle.
* Reconcile and match invoices against purchase orders, receive invoices in oracle. Ensure correct coding and timely invoice information is sent to group accounts payable team.
* Process and code non-PO invoices in Oracle.
* Run financial Reports from Oracle as required.
* Follow up and close outstanding purchase orders on regular basis.
You will bring proven experience in a similar administrative and/or secretarial support role, along with a solid understanding of accounts processing activities.
You will thrive on delivering outstanding customer service, supported by strong interpersonal and communication skills, and be highly organised with the ability to prioritise tasks and meet deadlines in a fast-paced environment.
To be successful in the role you will be confident using the Microsoft Office suite and a range of systems such as accounting, asset management, and computerised maintenance management software, with a proactive approach and a genuine commitment to continuous improvement.
Above all, people will be at the core of everything you do committing to and supporting our Mission and Values.
Benefits
* Salary: $74,627 to $78,011, plus 12% superannuation
* A permanent full-time position, working 38 hours per week
* Salary packaging up to $18,550 on a range of benefits such as mortgage, rent, meal entertainment, holiday accommodation or other everyday living expenses as well as options to salary package benefits above the FBT cap on items such as:
o Novated leasing
o work related expenses
o self-education and
o additional superannuation
* A healthy work-life balance through flexible work options, additional purchased leave & well-being programs
* Access to gym membership, fitness and wellbeing benefits through Fitness Passport for you and your family.
* Employee discount on St John of God Hospital & Medical Services and Private Health Insurance
* Employee support through our dedicated free Employee Assistance Program (EAP)
* Innovative Professional Development opportunities
* Travel Green allowance. If you walk, carpool or use public transport you could be eligible for up to $1,500 per year
For enquiries contact Geoff Barnett, Manager Engineering Services, on (08) 9428 8503
At St John of God Health Care, we celebrate diversity and warmly welcome applications from people of all backgrounds. Our commitment is to create a safe and nurturing environment for all children and vulnerable individuals in our care and proactively take steps to protect them from abuse, ensuring their safety and well-being. Our inclusive culture fosters an environment that is respectful and secure, welcoming and accessible, and unified through our diverse community.
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