Common use of Role Description Clause in Contracts

Role Description. The ICT Project Administration Officer is a newly-created role to support a number of ICT projects. You will be joining an organisation that is the product of a recent merger between 2 community health organisations. The integration of our services, systems and ICT is a priority over the term of this role. This is a hands on project administration role, providing a great variety of work and challenges. It will be a critical resource and will assist in allowing ICT projects, other integration tasks and business as usual functions to continue. This position will provide a full range of administration services to support and progress critical ICT projects. You will assist the ICT Projects Manager (applications) and other DPV Health senior staff responsible for the projects.  Assist in the tracking of a number of simultaneous ICT projects  Assist staff with problems and recommend action to be taken  Collate, cleanse and load data into new ICT applications  Assist in the development and presentation of training programs  To maintain office support systems, including records, registry, filing systems, information designation and retrieval.  To liaise with other service sites to ensure efficient flow of information and data between centres.  To provide support to members of the various project teams  Act as minute taker for designated internal committees  To support coordination of internal events, education sessions and publications  To meet, and strive to exceed, personal and workgroup targets for Key Performance Indicators as set from time to time by DPV Health. Doc no: PDINF002 Doc Name: ICT Projects Administration Officer PD Doc Owner: Human Resources Effective: Jan-2019 Review Due: Jan -2020 Version No V1  Prepare Agenda and reports  Circulate Agenda and other information to all project teams  Maintain regular contact with project teams  Liaise with the designated members attending any committees  Assist in a variety of administrative tasks associated with daily diary activities, project tracking submissions, integration projects  Preparation, word processing and formatting of correspondence and organisational materials  Meetings administration including scheduling and minute taking  Organising small functions and catering  Dissemination and collation of internal and external documents related to ICT projects  Follow through and action of correspondence  Document management  Data collection, entry, collation and reporting as required  Administratively support management in planning integration projects  General Administration as directed by the Integration Project Manager when covering/supporting Integration Team  To abide by and actively support DPV Health’s OH&S policies to ensure the safety and wellbeing of the employee, clients, colleagues, contractors and visitors.  To ensure that the confidentiality of DPV Health clients is respected and upheld at all times.  To actively support the Vision, and Values contained in the DPV Health Strategic Plan.  To undertake Continuing Professional Development and annual workplan development.  To abide by the Policies & Procedures of DPV Health (which may be amended from time to time).  To actively promote DPV Health and its services within the community. Other duties as directed.

Role Description. The ICT Project Administration Officer and Reception Team at DPV Health provides services to both internal and external clients. The team is often the first point of contact for DPV Health clients and is committed to providing its services with professionalism, quality and efficiency. The Administration and Receptionist position is a newly-created role to support a number of ICT projects. You will be joining an organisation that is vital component within the product of a recent merger between 2 community health organisations. The integration of our services, systems and ICT is a priority over the term of this role. This is a hands on project administration role, providing a great variety of work and challenges. It will be a critical resource client services team and will ensure service delivery at reception is delivered in a professional, proficient and considerate manner to the staff and clients of DPV Health.  Provide administration and reception services to clients, staff and other service providers associated with DPV Health, including: o Answering incoming telephone calls and dealing with queries in an efficient and timely manner o Greeting clients at the front desk in a pleasant, professional and timely manner o Disseminating messages to staff in an efficient and timely manner  Maintain appointment systems by assist clients book, change or cancel their appointments  Undertake general clerical duties, including word processing  Maintain and undertake data entry to all CRM and other Data Base Systems  Assist with the ongoing upkeep of infrastructure services including IT, telephone, building and utilities  Ensure the daily operations of the administrative and reception services meet the needs of clients and DPV Staff  Assist the Team Leader with administrative tasks in allowing ICT projects, other integration tasks and business as usual functions relation to continue. This position will provide a full range the operation of administration services to support and progress critical ICT projects. You will assist reception and the ICT Projects Manager (applications) and other DPV Health senior staff responsible for the projects. central office  Assist the Team Leader in service functions including the tracking ordering of a number of simultaneous ICT projects stationery & kitchen supplies  Assist staff with problems the Team Leader in service functions including the collection, scanning and recommend action to be taken distribution and electronic record keeping of mail and faxes in a timely manner, which may include TRIM  Collate, cleanse and load data into new ICT applications  Assist in the development and presentation of training programs  To maintain Maintain office support systems, including records, registry, records and filing systems, information designation and retrieval. systems  To liaise Liaise with other service sites to ensure efficient flow of or information and data between centres. sites  Ensure files are scanned for each service daily  Assist in the collection and distribution of mail and faxes in a timely manner  Ensure the photocopier and fax machines are maintained in workable order  Assist in maintaining and updating of printed materials and notices in the reception area  To provide administration support eg: Minutes and Agenda’s  Demonstrates behaviours aligned with DPV Health Values and Code of Conduct  Participate in regular supervision, annual work plans and annual performance reviews  Actively participate in all required training, inductions and development  Actively participate in and attend organisationally required meetings in a positive constructive manner. Offering balanced views and seeking solutions  Actively supports and demonstrates inclusive behaviour with a zero tolerance for any bullying, harassment and inappropriate conduct  Take reasonable care to members ensure no risk of harm to self and others in the various project teams workplace. This includes immediately reporting any incidents, near miss, hazards and injuries.  Act Comply with relevant Occupational Health and Safety laws, standards, safe work practices, policies and procedures and attend all safety initiatives, improvements & training.  Demonstrate safe work behaviours and conducting work in accordance with our safety management system.  Ensure documentation supports both quality and department standards  Actively identify, monitor and manage areas of key risk and lead appropriate escalation and response  Actively monitor and improve the quality and safety of their care and services  Identify risks as minute taker they emerge and proactively addressed new and known risks.  Commitment to partnering with clients to facilitate effective engagement and participation. This position description contains the key tasks and associated performance indicators for designated internal committees  To support coordination this position. The list of internal events, education sessions and publications  To meet, and strive key tasks is not intended to exceed, personal and workgroup targets for Key Performance Indicators as set be complete. Other tasks will be assigned from time to time by to meet the needs of the organisation DPV Health. Doc no: PDINF002 Doc Name: ICT Projects Administration Officer PD Doc Owner: Human Resources Effective: Jan-2019 Review Due: Jan -2020 Version No V1 Health Requirements  Prepare Agenda and reports Current Victorian Drivers Licence  Circulate Agenda and other information to all project teams Valid Working With Children Check  Maintain regular contact with project teams Disability Worker Exclusion Check  Liaise with the designated members attending any committees Satisfactory Policy Check  Assist in a variety of administrative tasks associated with daily diary activities, project tracking submissions, integration projects  Preparation, word processing and formatting of correspondence and organisational materials  Meetings administration including scheduling and minute taking  Organising small functions and catering  Dissemination and collation of internal and external documents related to ICT projects  Follow through and action of correspondence  Document management  Data collection, entry, collation and reporting as Travel between sites is required  Administratively support management in planning integration projects  General Administration The occupant of this position has authority as directed by per the Integration Project Manager when covering/supporting Integration Team  To abide by and actively support DPV Health’s OH&S policies to ensure the safety and wellbeing of the employee, clients, colleagues, contractors and visitors.  To ensure that the confidentiality of DPV Health clients is respected and upheld at all times.  To actively support the Vision, and Values contained in the DPV Health Strategic Plan.  To undertake Continuing Professional Development and annual workplan development.  To abide by the Policies & Procedures of DPV Health (which may be amended from time to time).  To actively promote DPV Health and its services within the community. Other duties as directeddelegation manual.