This template is provided as guidance only and can be modified locally as required.

Download as PDF

Position title: Senior Administration Officer

Required Job Skills: Supervisory experience, demonstrated communication, clerical and interviewing skills;

Secondary workforce: Clerical

Report to: Clinic Manager

Mission

The primary role of the Senior Administration Officer is to perform administrative duties to assist the Clinic Manager in maintaining up-to-date information on the clinic activities, the production of reports on request, documenting actions, note-taking at meetings or any other duties that are assigned.

Initial actions

  • Sign-on to staff roster, including personal contact number
  • Report to and receive assignment from supervisor
  • Ensure photo ID badge is clearly visible
  • Read job action sheet
  • Introduce self to all staff assigned to team
  • Attend clinic initial briefing at specified time prior to commencement of each shift
  • Alert supervisor if you are unable to perform any of the duties on the job action sheet and clarify any issues of concern with supervisor
  • Familiarise self with the workstation and resources including:
    • Physical layout of workspace (eg: emergency exits, toilets)
    • Check workstation phone and computer
    • Set up the administration desk
    • Obtain needed office supplies
    • Check two-way radio and mobile phone, ensuring that batteries are fully charged and re-charger is available for phone type for Site Manager

Specific job actions

  • Attend meetings as requested by the Clinic Manager
  • Type up agendas, arrange meeting times & venues, type up minutes, as requested, for briefings and meetings
  • Once approved, copy and distribute meeting minutes to all activated group supervisors and the Site Manager
  • Take messages whether written or in any other form and pass them on to the Site Manager
  • Deliver messages as directed by Clinic Manager
  • Type up the situation status report & give to the Clinic Manager for approval at specified times during each shift
  • Perform other duties as assigned, including photocopying, document preparation, organizing office supplies and preparing requests for additional resources
  • Check with team leader about other jobs to be done
  • At end of work cycle (each break), convey all information collected to the Site Manager, giving a verbal report on any issues
  • Document on job action log any problems, expected or unanticipated, and document how these were resolved
  • Give Clinic Site Manager feedback about what is working well and what is not working well
  • Attend Team meetings as directed by Clinic Manager
  • Assist other clerical staff as required
  • Familiarise self with emergency procedures, including calling an ambulance & basic life support (BLS)

Conclusion of work shift actions

  • Complete or copy forms, reports and other documentation as requested by supervisor
  • Clean up work area before leaving
  • Brief on-coming staff at shift change on specific job position duties, ensuring that ongoing activities are identified and that follow-up requirements are known before leaving
  • Sign off and log the hours worked
Current as at: Tuesday 23 February 2021
Contact page owner: Health Protection NSW