ROLE DESCRIPTION
1.
ROLE DETAILS
Role Title
Administrative Officer
Role No
Classification Level
AS02
Discipline
Administration
Division
Community and Home Support SA
Date Created
October 2012
Branch/Unit
Domiciliary Care / Business Services
Date Approved
October 2012
Reports To
Site Administrative Managers
Review Date
October 2014
2.
ROLE CONTEXT
Role Summary
Reporting/Working
Relationships
Special Conditions
3.
The Administrative Officer is a role within Domiciliary Care and is accountable to the Site Administrative
Manager for:

providing a range of administrative and confidential secretarial activities that contribute to the
provision of an efficient and effective support service to Business Administration, Client Services,
Therapy Solutions business units, under general direction from Supervisor.

providing a high level of customer service via face:face contact, email, front counter/reception or
telephone enquiries to both internal and external clients.

undertaking a range of financial related tasks.

Site Administrative Manager (Direct Line Manager)

Team Leaders (Client Service Areas, Specialised Programs, Therapy Solutions)

Administration Support Officers

Domiciliary Care staff

Domiciliary Care clients and carers

Successful applicant will be required to satisfactorily complete a Background Screening and
National Criminal History Record Check (NCHRC) prior to being employed and every three
years.

Some out of hours work may be required.

Current South Australian Driver’s Licence is essential.
QUALIFICATIONS
Essential

Not applicable.
4.
PRIMARY OUTCOMES AND ACCOUNTABILITIES
KEY RESPONSIBILITIES
RELATED TASKS
Administrative Service

Provide effective and timely referral of internal and external client telephone queries to the
appropriate staff member as required.

Provide a confidential secretarial service to Team Leader (s) including screening calls, diary
management, workflows are monitored and urgent matters dealt with accordingly.

Monitor and allocate administrative workload for teams & business units.

Update client details on Client Management Engine (CME) including processing and
tracking clinical referrals, liaise with T/Leader around KPI benchmark reporting and other
requests for services from Intake Assessment & Resource Allocation, Client Service Areas,
Therapy Solutions or Specialised Programs.

Provide a range of administrative duties including reporting requirements, recruitment
activities, recording of flexi time and leave, preparation of correspondence, project work,
submissions, filing, maintain office equipment, photocopying, monitor staff directory.

Maintain internal and external databases for Manual Handling or Therapy Solutions
including the provision of activity reporting and preparation of financial data required by
Department for Communities and Social Inclusion Finance for customer invoicing and
internal recharges.

Provide a minute taking service at meetings, including preparation and distribution of
agendas, recording and distribution of minutes to attendees.

Provide high quality client focussed services via face: face, email, front counter or telephone
contact, by interacting with staff, clients and stall, in a courteous and helpful manner.

Address complex enquiries in a professional and timely manner.

Undertake a range of financial related tasks including coding basware invoices, petty cash
reimbursement and requisitions.

Maintain and track individual client services records and manager files in accordance with
agency procedures.

Booking of motor vehicles, taxis, couriers as required.

Maintain and monitor motor vehicles by arranging services, delivery and returns in a timely
manner, to meet the needs of the business.

Coordinate the issue and tracking of security badges in consultation with DCSI Security.

Maintain the supply of stationery, forms (electronic and paper format) and resources.

Organise and provide appropriate support for meetings, forums and training events.

Understand and follow workplace safety initiatives, identify hazards and contribute to a safe
working environment, as well as follow procedures to manage and minimise risks within the
DCSI.

Follow the principles of a sustainable working environment by following departmental
greening initiatives.

Model ethical behaviour and practices consistent with SA Government Code of Ethics for
Public Sector Employees and DCSI stated values.
Customer Service
Resource Coordination
Organisational Contribution
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5.
DCSI CAPABILITIES (A)
Relating &
Communicating
Client Focus
Achieving
Objectives
Personal Drive &
Professionalism
Continuous
Improvement
Respect Cultural
Diversity
6.

Present verbal and written information in a clear and concise manner

Participate in team discussions and contribute to the knowledge base

Support others and work collaboratively toward common team goals

Develop understanding of client requirements through the use of open ended questions, reflective
responding and active listening

Deal with sensitive client enquiries effectively

Follow up on client requests to provide high level service

Focus on team goals/objectives and understand how their role affects team outcomes

Monitor own progress, recognise mistakes and apply improved approaches

Prioritise workload and adapt working methods to achieve objectives.

Engage in personal and professional development

Listen to performance feedback and take the initiative to improve performance

Develop own knowledge base and understanding of department directives.

Recognise the need for change and embrace work approaches

Check accuracy and validity of information to minimise risks

Offer ideas and/or advice to help resolve situations or issues

Take action and provide services that are inclusive of Aboriginal people and people from culturally and
linguistically diverse backgrounds as well as engaging in learning about other cultures to better
establish relationships and improve services.
ROLE SPECIFIC CAPABILITIES
1
Attend to Detail - check accuracy of information, follow procedures and processes to avoid errors and take corrective action, to
minimise mistakes and notify others when appropriate.
2
Interacting with technology - interact with a variety of online and computer based systems including: Microsoft Word, Excel,
Powerpoint, Outlook, Visio, Client Management Engine (CME), Objective, Riskman, Big Red Sky, KIOSK, COGNOS, JADU
reporting, Therapy Solutions Information Systems, Electronic Staff Development System, Voicemail, Basware, Share Point
efficiently and adapt to changes in technology and/or systems.
3
Multi-disciplinary Teamwork - effectively communicate and work with people from diverse professional backgrounds and work
as a team member to provide a professional service.
4
Administrative and Secretarial Experience and Knowledge – utilise experience in performing administrative and secretarial
duties within an office environment and demonstrate knowledge of how to perform common administrative tasks.
5
Autonomy - ability to work under limited direction and deal with conflicting priorities to achieve objectives and meet deadlines
in a challenging and changing environment.
7.
DELEGATES APPROVAL
ASSESSED BY:
Tania Heames-Robson
Date: Oct 2012
Signature:
APPROVED BY:
Michael Sabey
Date: Oct 2012
Signature:
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