Client Services Officer (Arabic speaking)

Bankstown Women's Health Centre Inc

Applications Closing: Tuesday, January 29, 2019 - 00:00

Bankstown Women’s Health Centre in partnership with Liverpool Women’s Health Centre auspice and manage the newly established Fairfield Women’s Health Service (FWHS), located at McBurney Road, Cabramatta.

The Bilingual Client Services/Administration Support Officer is employed by Bankstown Women’s Health Centre and located at the FWHS location. 

As the first point of contact for all FWHS incoming phone calls and enquiries, the Bilingual Client Services/Administration Support Officer is responsible for the facilitation of high quality client services, including the management of reception and associated administrative duties such as answering the phone, booking appointments, welcoming clients and visitors etc.

The role includes the development, implementation, maintenance and review of reception and administrative systems and the provision of administrative support to other staff.

All work will be undertaken in accordance with Bankstown Women’s Health Centre philosophy, standards, policies and procedures

Specific Duties

Client Focused Duties:

  • Answer incoming phone calls; screen and direct calls; accurately record and relay messages.
     
  • Respond to a range of client enquiries, both by phone and face to face, determining the appropriate response and providing applicable information and referral (internally or externally), as required.
     
  • Coordinate client appointments, including making appointments, confirming appointments, rescheduling/cancelling appointments, booking interpreters as necessary and managing client arrivals.
     
  • Open and close reception on a daily basis.
     
  • Ensure the reception area is maintained in a clean and safe manner at all times.

General Administrative Duties:

  • Manage incoming general emails daily; including replying to emails, forwarding emails to relevant staff members and deleting emails as necessary.
     
  • Cash management; including banking, administration of petty cash and reconciliation of cash takings.
     
  • Develop and manage a system for hospitality supplies such as refreshments for FWHS centre-based activities including client groups, staff training programs, and other events.
     
  • Develop and maintain an inventory and ordering system for the purchase of stationary and consumables required for the operation of the FWHS.
     
  • Assist in the production of the FWHS quarterly calendar and maintain email/mailing distribution lists.
     
  • Assist in matters relating to marketing and publicity of the organization.
     
  • Monitor the FWHS print needs, including letterhead, business cards, publications, displays etc.
     
  • Generate new client files, cull and archive client files as required.
     
  • Information Technology (IT)/Data Management:
    • Provide IT support to staff in collaboration with the external IT service provider (South Western Sydney Local Health District) and to act as the first point of contact for staff troubleshooting queries concerning IT.
    • Collection and management of Service statistics including data entry and maintenance of the Women’s Health NSW database.
       
  • Manage Social Media.
     
  • Building and Equipment.
    • Organise and monitor arrangements that relate to:
      • Building and grounds maintenance.
      • Purchases of new equipment and maintenance of existing equipment.
      • Development and implementation of a stock inventory system.
         
  • Tasks may include arranging quotes, consulting the Bankstown Women’s Health Centre CEO, Operation Manager and other staff regarding requirements/needs concerning building and equipment issues, checking new equipment on arrival, ensuring contractual obligations for equipment maintenance are fulfilled, liaising with tradespeople, implementing decisions such as placing orders for repairs, purchasing new items etc.

Other Duties and Professional Responsibilities:

  • Prepare quarterly statistical reports on service usage.
     
  • Assist with the preparation of the BWHC Annual Report and Annual General Meeting.
     
  • Prepare Quarterly Client Services/Administration Support Officer report to Manager.
     
  • Attend and actively participate in staff meetings, team meetings, supervision sessions, relevant professional development and in service training, planning sessions and performance appraisals, as required.
     
  • Comply with information collection, quality improvement, risk management procedures, record keeping and administrative practices of the organisation.
     
  • Participate in planning FWHS groups and term brochures and marketing material
Details
Category: Administration & Support
Field: Community
Employment basis: Part-time
Job Location: South West Sydney
About us

Bankstown women’s health Centre provide treatment  and prevention programs and services regarding mental health issues, support and treat issues of domestic and family violence, provide prevention programs and services  to reduce disease and illness and provide programs and services to delay or prevent chronic disease.  Practitioners onsite include trauma informed counsellors, Caseworkers, Dietician and Nurse.

Bankstown women’s health centre’s mission is an empowered community which values and supports the health and wellbeing of all women

Position details
Qualifications:

Relevant tertiary qualifications

Essential Selection Criteria:
  • Experience in a reception and/or administration position, involving a first point of contact role.
     
  • Demonstrated knowledge and understanding of office practices and procedures and administrative functions.
     
  • Ability to work with women from a diverse range of cultural backgrounds.
     
  • High level verbal and written communication skills with fluency in designated community language (Arabic) in addition to English.
     
  • Proven computer skills in word processing, desk top publishing, spreadsheets and databases with competence in the use of Word, Excel, Access, Publisher, Outlook and PowerPoint.
     
  • Ability to prioritise work load, take initiative and organise own work environment.
     
  • Ability to work independently and as part of a multi-disciplinary team.
     
  • Commitment to feminist philosophies and principles.
Desirable Selection Criteria:
  • Relevant tertiary qualifications.
     
  • Experience in working for a non-government organisation within the community sector.
     
  • A Working with Children Check and National Criminal Record Check
Contact details
Contact Name: mariam mourad
Contact Email: mariam.mourad@health.nsw.gov.au
Contact Phone: 97901378
How to apply

For further inquiries please ring Mariam Mourad on (02) 9790 1378 during office hours

Please address the criteria and email your resume to Mariam.Mourad@health.nsw.gov.au

Date posted: 15 January 2019

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