Administrative Assistant (Quality Assurance)

at  Outdesk

JOB DESCRIPTION

This is a remote position.
Job Brief
The Administrative Assistant (Quality Assurance) plays a crucial role in providing administrative support to the Cameron Wellness Centre team, ensuring adherence to Disability Service Standards and organizational policies. This position involves a diverse range of responsibilities, including data entry, administrative tasks, reporting, and client communication. The ideal candidate will demonstrate strong organizational skills, attention to detail, and the ability to exercise professional judgment and initiative in a fast-paced environment.

Requirements

• Bachelor’s degree in Administration, Finance, or Commerce, or relevant tertiary qualification.
• Previous experience in reception/clinic environment with knowledge of administrative systems and procedures.
• Proficiency in Microsoft Office applications (Word, Excel, Outlook, Teams) and data entry skills.
• Experience with BI Developer/Analyst role, focusing on Power BI report development and maintenance.
• Strong organizational skills, ability to prioritize tasks, and multitask in a busy environment.
• Excellent verbal and interpersonal skills, with the ability to liaise with diverse stakeholders.
• Demonstrated ability to work independently and collaboratively, ensuring adherence to standards and procedures.
• Emulates organizational values and demonstrates alignment with organizational goals.
• Maintains confidentiality and ensures privacy of participants, families, and colleagues.
• Drives performance and delivers results with efficiency and follow-through.
• Prioritizes person-centered approaches, ensuring individual needs are at the forefront.
• Utilizes analytical thinking and data analysis for informed decision-making.
• Adapts to change, demonstrates agility, and actively engages in the change process.
• Applies commercial thinking and challenges the status quo for business success.
• Formulates concepts, develops plans, and contributes to visioning for organizational growth.

Responsibilities

• Quality Grammatical Review:
• Review clinician reports for grammatical accuracy, ensuring adherence to quality standards.
• Collaborate with Clinical Manager or Team Leader for review of clinical components in reports.
• Administration Support:
• Delegate non-client facing admin tasks: data entry in Splose & service agreement follow-ups.
• Conduct debt collection via email.
• Generate reports & communicate findings.
• Assist with billing, accounting, & payment reconciliation.
• Data Management and Reporting:
• Perform basic data entry and maintain accuracy in accounting systems.
• Develop, refine, and distribute end-user reports using Power BI for operational and strategic purposes.
• Advocate for the integration of reporting functions to enhance operational efficiency.
• Client Communication and Support:
• Manage and respond to inquiries from clients and staff regarding services, referrals, and participant rostering.
• Provide initial administration support for new referrals and maintain NDIS-related data in internal databases.
• Foster positive relationships with clients and staff, ensuring a supportive and inclusive environment.
• Documentation and Compliance:
• Prepare documentation related to compliance and NDIS procedures, maintaining confidentiality and sensitivity.
• Maintain data management systems and filing systems to meet quality standards and legal requirements.
• Ensure timely and accurate management of client information and compliance with funding agreements.
• Office Management and Support:
• Assist with administrative functions, including managing mail, database, records management, and room bookings.
• Collaborate with team members to address participant needs and ensure integrated approaches.

Time Zone: Australian Business Hours
Applicant Location:

• Quality Grammatical Review:
• Review clinician reports for grammatical accuracy, ensuring adherence to quality standards.
• Collaborate with Clinical Manager or Team Leader for review of clinical components in reports.
• Administration Support:
• Delegate non-client facing admin tasks: data entry in Splose & service agreement follow-ups.
• Conduct debt collection via email.
• Generate reports & communicate findings.
• Assist with billing, accounting, & payment reconciliation.
• Data Management and Reporting:
• Perform basic data entry and maintain accuracy in accounting systems.
• Develop, refine, and distribute end-user reports using Power BI for operational and strategic purposes.
• Advocate for the integration of reporting functions to enhance operational efficiency.
• Client Communication and Support:
• Manage and respond to inquiries from clients and staff regarding services, referrals, and participant rostering.
• Provide initial administration support for new referrals and maintain NDIS-related data in internal databases.
• Foster positive relationships with clients and staff, ensuring a supportive and inclusive environment.
• Documentation and Compliance:
• Prepare documentation related to compliance and NDIS procedures, maintaining confidentiality and sensitivity.
• Maintain data management systems and filing systems to meet quality standards and legal requirements.
• Ensure timely and accurate management of client information and compliance with funding agreements.
• Office Management and Support:
• Assist with administrative functions, including managing mail, database, records management, and room bookings.
• Collaborate with team members to address participant needs and ensure integrated approaches