GIPPSLAND SOUTHERN HEALTH SERVICE Supervisor/Receptionist

GIPPSLAND SOUTHERN HEALTH SERVICE
Supervisor/Receptionist
GIPPSLAND SOUTHERN HEALTH SERVICE (GSHS) - MISSION:
Dedicated to Health
Vision Statement:
We Care for You
NAME:
CLASSIFICATION: GB5 AWARD:
Health and Allied Services
FACILITY:
DATE JOINED COMPANY:
RESPONSIBLE TO:
Finance Manager
Appraisal Period:
RESPONSIBLE FOR: The operation and supervision of Front Office Functions at
Leongatha & Korumburra Hospitals
PERFORMANCE MONITORING:
An initial review of performance will be undertaken within three months and then formally
reviewed every 12 months based upon this position description.
LAST APPRAISAL DATE:
NEXT APPRAISAL DATE:
REVIEW OF POSITION DESCRIPTIONS:
This position description will be reviewed annually (June 30 each year), when the position
becomes vacant or as deemed necessary.
KEY SELECTION CRITERIA:
© Copyright - Proteus Australia Pty Ltd, 1999. GIPPSLAND SOUTHERN HEALTH SERVICE

To competently perform in this position, the person should possess the following knowledge,
skills and experience based upon the 6 Key Performance Indicators as indicated:
1. PERSONAL & PROFESSIONAL DEVELOPMENT.
Demonstrated experience and understanding of the continuation of both personal
development & professional development in their career and industry.
2. CUSTOMER SERVICE.
Excellent communication and interpersonal skills including demonstrated experience in
liaising with a wide range of internal and external clients.
3. ADMINISTRATION & DOCUMENTATION
Using the processes that are in place to ensure that all administration and documentation
requirements are initiated and completed in a professional and timely manner.
4. TECHNICAL SKILLS & APPLICATION.
Demonstrated knowledge and understanding in the application of the skills required for this
position. This includes knowledge and understanding of appropriate equipment, legislation,
policies and procedures.
5. TEAMWORK & COMMUNICATION
Demonstrated ability to lead and develop a diverse team or participate as an active member
of a team, which is consistent with the philosophy and policies of GSHS
6. CONTINUOUS IMPROVEMENT.
Commitment to ensuring quality services are delivered to both internal & external clients
through continuous improvement activities.
QUALIFICATIONS:
ESSENTIAL:
Demonstrated ability to supervise staff. Excellent communication skills.
supervision. Excellent computer and switchboard skills.
Ability to work without
DESIRABLE:
SALARY & CONDITIONS:
As per Award conditions.
© Copyright - Proteus Australia Pty Ltd, 1999. GIPPSLAND SOUTHERN HEALTH SERVICE

KEY RESPONSIBILITIES
POSITION TITLE:
Supervisor/Receptionist
PERFORMANCE
INDICATORS
P.I. 1
PERSONAL &
PROFESSIONAL
DEVELOPMENT
DESCRIPTION
Demonstrate ability to continually develop both personally & professionally to meet
the changing needs of your career & industry.
Demonstrate ability to attend all mandatory training sessions provided by the
organisation and be actively involved in other training & development as required.
Demonstrate ability to meet the minimum training target per year as set by the
organisation.
Demonstrate ability to actively participate in the Performance Appraisal as
required.
P.I. 2
CUSTOMER
SERVICE
Act in a professional manner at all times when dealing with internal & external
clients.
Positively promote the organisation both internally & externally.
Be prompt and provide courteous service to clients, families/ carers and
colleagues.
Maintain a pleasing, professional and efficient telephone manner.
Provide assistance to Specialists with regard to Appointment Scheduling and
Consulting Room bookings.
Ensure that Patient Confidentiality is valued at all times.
P.I. 3
ADMINISTRATION
&
DOCUMENTATION
Ensure that all documentation is accurate and completed in a professional and
timely manner.
Responsible for booking of Specialist/X Ray appointments.
Ensure that the Front Office Procedure Manual is up to date and utilised by staff.
Responsible for the operation of the Reception areas in the Korumburra &
Leongatha Hospitals.
Responsible for Rostering and Sick/Annual Leave coverage within the
Department.
© Copyright - Proteus Australia Pty Ltd, 1999. GIPPSLAND SOUTHERN HEALTH SERVICE

KEY RESPONSIBILITIES (cont.)
PERFORMANCE
INDICATORS
P.I. 4
TECHNICAL
SKILLS AND
APPLICATION
DESCRIPTION
Demonstrate ability to complete the duties in the 'work schedule' as outlined &
required for this position.
Coordinate the telephonist services for all departments of the Organisation.
Opening of Administration Office each morning and control of main switchboard.
Responsible for the franking & posting of mail each afternoon.
Carry out duties as directed by the CEO as required.
Responsible for training & supervision of all Front Office staff.
Ability to operate and care for all office equipment (photocopier, etc.).
Responsible for the locking up of the Administration Office each night.
Perform other tasks as required including; maintain stock of stationery,
organisation of appointments.
Demonstrated ability to effectively & efficiently use and keep up-to-date with the
organisational computer system and software packages as appropriate.
Demonstrated ability to compile monthly statistics.
Demonstrated ability to raise X Ray accounts.
Demonstrated ability to operate Fire Panel and Emergency Evacuation Panel.
P.I. 5
TEAMWORK &
COMMUNICATION
Be aware of, and practice according to, the GSHS Mission and Philosophy.
Demonstrate the ability to work positively and supervise a team to achieve team
goals.
Direct and work with other team members to achieve service delivery excellence.
Ability to liaise with Medical Practitioners.
P.I. 6
CONTINUOUS
IMPROVEMENT
Demonstrate understanding of all relevant internal & external policies and
procedures that relate to this position.
Demonstrate commitment, participate and contribute to quality improvement
programs and other facility activities to meet Service/Accreditation Standards.
Participate and contribute to occupational health and safety activities to ensure a
safe work environment for clients, staff and visitors.
Ensure that Office staff are undertaking relevant training as required.
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INCUMBENT DATE MANAGER DATE
© Copyright - Proteus Australia Pty Ltd, 1999. GIPPSLAND SOUTHERN HEALTH SERVICE