Front Office Administrator

Benefits for you:  

• Free Parking At Location
• Employee Discount Program
• 6 months Fix-term Contract

About Carealot

Carealot is a proud WA family-owned and operated business with 28 years of experience in caring for those needing assistance in their homes in Perth, Peel, South West and Great Southern Regions. We provide person-centered, high-quality, cost-efficient care that promotes independence and enhances quality of life.

We are seeking a skilled and experienced Front Office Administrator who can cover maternity leave and based in Busselton and manages our Busselton Front Office. This is 6 month fix-term contract to cover maternity leave.  

About your next role:

•  Answering phones, assisting the caller as appropriate and redirecting as necessary.
• Recording of messages if staff are unavailable and forwarding the messages by email or phone in an appropriate and timely fashion. Ensure all incoming phone calls are attended to in a prompt and courteous manner. Ensure phones are covered during periods of staff absence.
• Daily opening, closing and set up of the office, ensuring rooms offices are prepared for the day and ensure reception area is always maintained in a neat and tidy state.
• Handling client, staff and public enquires and assisting or redirecting as appropriate.
• Maintain all incoming and outgoing mail in a timely manner.
• Maintain stock levels of stationery and other consumables including clinical ordering as advised by the Clinical Coordinator
• Audit of VHC Service Plans (SP) and oversee maintenance of IT Issues.
• Preparation of documentation for the Induction of staff (Induction and PPE packs)
• Assist the management in identifying, establishing, improving, and maintaining reception and administrative processes and workflow.
• Provide administrative support to other team members, including clinical, human resources, finance, client services, and care partners. 
• Escalate queries to appropriate senior staff if unable to assist.
• Maintain staff compliments register and maintain office contact lists and distribute them to all office regions. 
• Build, generate and run reports as required.
• Assist in administrative functions for meetings and events, including catering.
• Accurate and timely data entry, filing and case notes using the scheduling database and other systems.
• Attend and participate in minute staff meetings. 
• Issue client and staff birthday cards and newsletters.  
• Manage the blue document disposal bins and contact them for collection and replacement. 
• General office filing, faxing, typing, laminating.

• Experienced in reception and administration duties.
• Exceptional interpersonal skills, adept at working with diverse individuals and influencing outcomes.
• Strong communication abilities across verbal and written channels.
• Skilled at building collaborative and supportive relationships internally and externally.
• Flexible and adaptable to changes in a growing industry.
• Self-motivated with excellent time management skills.
• Thrives under pressure and can effectively prioritize workload.
• Upholds professional standards and values confidentiality.
• Capable of working independently and collaboratively within a team.
• Passionate about continuous improvement.
• Proficient in intermediate to advanced Microsoft Word & Excel.
• Holds a National Police Clearance obtained within the last three months or willing to obtain one.

• June start
• Qualifications in Business administration 
• Experience with Community Aged Care / Disability / Health is a strong advantage.