AddressDue to exciting growth, IRT is seeking an experienced Site Administrator to join our team at our Kirrawee Thomas Holt site. This is a part-time role (20 hours per week, Tuesday to Friday, 10am - 3pm). The Site Administrator works in a customer-facing role performing daily duties via an interactive, flexible and proactive approach. This role ensures the provision of high quality administration support services, actively anticipating the resident and local leadership team’s needs to create a vibrant and dynamic community environment. The role represents IRT in a positive way at all times, providing residents, families, visitors, contractors and staff with information regarding services provided
KEY RESPONSIBILITIES
- Visitor management
- First point of contact and welcome on a day to day basis for residents, families, visitors, contractors and staff
- Customer lifecycle
- Support resident lifecycle processes including:
- Facilitate site tours for new residents and families
- Entry of tour outcome and/or capture of potential walk in lead enquiries in IRT’s customer relationship management system: Salesforce
- Coordinate virtual admission financial discussion (webex or phone) between new resident/family members and the Admissions Coordinator and ensure Admissions Office at site is kept in tidy and presentable condition at all times
- Print and scan new residents admission paperwork, where required
- Management of care suite keys including room keys, bedside table keys or other lock box keys situated in care suites
- Prepare Welcome Pack and Welcome Gifts for new residents
Communication
- Communicate effectively to all internal and external customers using telephone, written and electronic forms of communication; interpret and draft written correspondence consistent with the classification and handle sensitive and confidential matters with tact and discretion
- Ensure confidentiality surrounding residents, families and staff is maintained and is not shared with other people who are not directly involved – whether they are internal or external – via face to face, email or social media
- Coordinate mail merge databases for mail outs, format correspondence for residents/NOK, print and distribute site communications and maintain the site phone list
- Ensure signage, notice boards and digital signage throughout the Aged Care Centre are current
Technology
- Utilise organisational software and databases to contribute to operational activities e.g. time and attendance, records management, customer relationship management, clinical management and feedback and complaints systems. Related systems include: Intranet / Internet, Email, My Central, Salesforce, Coupa, Platinum, Protecht, Power BI, Concur, Content Manager, Maintenance Connection etc.
- Ensure safe use of office equipment, including logging of work orders for Facilities Management support or IT Support, as required
- Maintain Aged Care Centre network document structure as outlined in the Aged Care Centre Document Management Guide
- Legislation, Policy and Procedure
- Ensure accreditation folder reports are printed and updated weekly
- Print site Feedback and Complaints and SIRS dashboards reports from Protecht and update accreditation folders
- Update Fire Evacuation packs as required for new/deceased residents including Fire Mobility Reports, evacuation lists and Bradma Labels
- Collation of various Consent Forms that are required for residents, on receipt scan and upload to Platinum e.g. Psychotropic Management, Flu Vaccination etc.
- Complete necessary documentation, aligned to legislation, policies and procedures
