Team Leader – Medical Reception Capabilities
Please note Galambila
Aboriginal Health Service considers that being Australian Aboriginal is a
genuine occupational qualification under s.14 of the Anti-Discrimination Act
1977 NSW – the successful applicant will need to provide documentation that
they are recognised by the Aboriginal Community as being of Aboriginal descent.
Essential
Determined: Research options and sets a clear path; deals
with obstacles and impediments; has clear goals.
Resilient: Recovers from setbacks; overcomes obstacles and
setbacks; learns from experience and identifies areas for self-development.
Professionalism –
Time Management: Prioritises work;
delegates appropriately demonstrating an understanding of organisational, team,
and individual priorities and capacities; ensures that key requirements are
met.
Professionalism –
Problem-solving: Implements systems
to address adverse events and problems, assists teams to take proactive
approach to problem-solving.
Communication –
Interpersonal skills: Models
self-awareness, self-management and social awareness in communications,
problem-solving and conflict resolution; motivates others through personal
interactions; mentors development of other staff.
Leadership and
Team-work – Team dynamics: Manages team dynamics, supports productive working
relationships and work -life balance and collaboration.
Client
Confidentiality and dignity: creates systems
and policies for protection of client confidentiality and fosters a culture of
respect for clients’ dignity.
Complaint handling
and continuous improvement: Resolves frontline
client complaints and looks for ways to improve client service delivery.
Desirable
1. Experience in
leading or line managing a team.
2. Experience in a
medical practice or health related field.
3. Experience with
specialist medical software such as PracSoft and Medical Director.
Licence
1.Current ‘C’ Class driver’s licence is mandatory for this role.
Qualifications
There are no mandatory
qualifications for this position, however, the following qualification (or
equivalent) is highly regarded.
·Certificate IV or Diploma in Business
Administration
·Certificate III Medical Reception
·Diploma of Practice Management
Position Description
Objectives
The Team Leader – Medical
Reception will:
· Provide supervision and leadership to a small team
of Medical Receptionists promoting communication, and teamwork in a busy
front-line health environment; and
· Develop, implement, and review reception and
administration processes to ensure excellent customer service fostering a safe,
professional, and welcoming environment for clients, visiting specialists, and
staff.
Key Areas of responsibilities
1.Deliver excellent customer service to clients
accessing Galambila with a particular focus on:
a.Ensuring systems and processes are in place that
ensure a consistent quality service to clients;
b.Ensure reception and administration processes
support the safe, welcoming, friendly and professional environment;
c.Ensuring client communication is provided during
busy periods; and
d.Supporting triage of clients and re-prioritisation
of client appointments.
2.Develop and implement systems and processes to support the coordination of visiting
specialists and regular health clinics including:
a.Rostering and planning of specialist and allied
health clinics;
b.Medicare and specialist billings;
c.Patient Booking Systems including transportation;
d.Consult room booking arrangements; and
e.Ordering and stocking clerical and medical
supplies.
3.Provide supervision and leadership to Reception
staff by:
a.Mentoring and coaching staff;
b.Building and fostering a collaborative
teamwork culture and enhancing internal communications;
c.Undertake performance management and feedback
for direct reports on a regular basis;
d.Identify learning, and training needs for
direct reports and support the delivery of development opportunities;
e.Manage the scheduling and rostering of a
small team;
f.Supporting the Senior Aboriginal Health
Workers and Practice Manager in managing workloads and resources; and
g.Undertake regular team meetings and follow-up
on deliverables and actions items.
4.Manage administration tasks and functions ensuring
they are in a timely and efficient manner by:
a. Monitoring and reallocating workloads and tasks;
b. Ensuring staff are trained and supported in
undertaking functions;
c. Creating and updating Client medical records;
d.Completing billing processes, ensuring daily review
of exceptions and lodgments;
e. Implementing and monitoring the Practice Incentive Payments Processes;
and
f. Work across a multidisciplinary team to ensure work
outcomes match current priorities.
5.Work collaboratively with staff across the service
including: Executives; Aboriginal Health Workers; General Practitioners; and
Nursing staff to improve systems, processes, and communication.
6.Ensure appropriate maintenance and servicing of
assets such as photocopier, facsimile, telephones and practice software.
7.Work with clients and stakeholders in managing
client feedback, suggestions, and complaints.
8.Work in collaboration and partnership across the
organisation to deliver excellent customer service.
9. Ensure
that client confidentiality and privacy is maintained and adhered to across all
functions of Reception and Administration.
Workplace responsibilities
·Work as a team member, seeking support,
guidance and direction as required;
·Provide leadership, direction, support and supervision to all direct
reports;
·Attend meetings and undertake training as
appropriate to the role of Team Leader – Medical Reception;
·Perform any other duties consistent with
the terms of employments as may be directed or implied from time to time; and
·Participate in staff performance reviews.
Workplace Health and
Safety responsibilities
·Follow defined WH&S and injury
management policies and procedures;
·Take reasonable care for the safety of
others in the workplace;
·Ensure organisational compliance with any
requirements of the WH&S Act and other legislation with regard to health,
safety and welfare in the workplace;
·Not intentionally or recklessly interfere
with or misuse anything provided in the interests of health, safety and welfare
in compliance with the WH&S Act or other legislation;
·Report all accidents or incidents which
did, or could have resulted in, injury to others in the workplace or damage to
property;
·Report all hazards or potential hazards;
·Be familiar with emergency evacuation
procedures and participate in regular training in safety procedures; and
·Provide input into regular safety
inspections for their department.
Child Protection
Responsibilities
·Be familiar with and adhere to legislation
in relation to Child Protection and comply with NSW Health Frontline Procedures
for the Protection of Children and Young People; and
·Attend training in Child Protection as
required.
Continuous Quality
Improvement responsibilities
It is the responsibility
of each staff member to be aware of the contents of the policy and procedures
manuals and work within the principles contained therein.
Each staff members is expected to be committed to
quality service and to participate in activities to enhance continuous quality
improvements in the workplace.
Non Smoking Policy
Galambila provides a
smoke-free work environment and promotes a no-smoking culture for staff where
they are encouraged and supported not to smoke.
Employment Arrangements
An offer of employment is subject to a six (6) month
probationary period and ongoing funding arrangements. A review of performance will be conducted 3
months after commencing.
Performance and outcomes will be reviewed
regularly. This role has direct
supervision of a small team of Receptionists and casual staff and responsible
for managing and supporting these positions and people. Your reporting lines
may change from time to time at Galambila in accordance with operational
requirements.
This appointment is subject to a satisfactory
clearance for a police check and a clearance for working with Children
undertaken by the Office of the Children’s Guardian (NSW).
Documentary identification required
Successful applicants will be
required to provide the following documentation:
·Working with Children Check
verification or application number;
·Proof of identity (such as Birth
Certificate, Drivers licence, Proof of Age Card, or Passport); and
·Confirmation of recognition of
being of Aboriginal and/or Torres Strait Islander descent from an incorporated
Aboriginal and/or Torres Strait Islander organisation.
Applications close Friday, 17 July 2026 at 5pm.
For more information email HRGalambila@galambila.org.au or call Jen on 02 6652 0800
