Job Description
To provide comprehensive administrative support to both Operations and Client Service Teams, including HR, Recruitment, Finance, Payroll, and client-facing functions, ensuring efficient and effective management of required tasks.
Job Title
-
Business Support & Virtual Assistant
Work Schedule
- Day Shift
Job Qualifications/Requirements
- Minimum of 1–2 years prior experience in administration, HR, finance, or community care sector.
- Willingness to undertake further study and develop skills.
- Willingness to work as part of a team to problem solve and address urgent matters that impact our customers.
- Passionate about supporting our customers.
- Ability to connect with a range of stakeholders.
- Passionate about maintaining supports in line with AAC policies, procedures, guidelines, and relevant legislation.
- Personal values align with AAC culture, mission/vision, commitment, and values.
Job Responsibilities
- KEY FUNCTIONS / RESPONSIBILITIES OF THE POSITION:
• Provide support to the operations services and client services team in regards to support worker documentation and administration tasks.
• Manage assigning, completion and follow up of all training in the learning platform to ensure all training is completed on time including recording of Support workers skills.
• Support the HRBP with recruitment including short listing of applicants and phone screening as required.
• Assist HRBP with 30/90 day checks as required.
• Assist the HR Team with drafting internal communications.
• Assist the Finance Team with shared inbox management.
• Assist the Finance Team with following up pay related support worker queries and processes.
• Answer phones and Triaging of Coordinator Inbox.
• Provide support for documentation, administration, and approvals for both internal teams and client programs.
• Manage training assignments, completion, and follow-up for support workers.
• Assist with recruitment processes, including shortlisting and phone screening.
• Support HR with onboarding checks, internal communications, and quality tasks (e.g., CARs).
• Act as backup for rostering team and provide coverage for incidental rostering.
• Arrange travel and accommodation for team members as required.
• Conduct audits and assist with compliance activities.
• Maintain safe work practices and monitor personal performance.
• Ensure office supplies are managed.
• Manage PPE orders and ensure Visual Care records are current.
• Conduct client surveys and assist with client evaluations.
• Escalate concerns to relevant managers as needed Understand and demonstrate:
o How their work satisfies Client and Support Worker needs.
o How information is recorded, developed and communicated to improve care and services.
o How to maintain safe work practices. o How to monitor and improve their own performance. - SPECIFIC DUTIES OF THE POSITION:
• Employee Training
o Assign online training modules to employees as advised.
o Monitor completion of online training modules to ensure employees are completing the assigned modules by the due date.
o Send reminder emails to those employees with overdue training modules.
o Escalate any training modules overdue by 1 week to CSM.
o Manage skills process including tracking all training (online modules, buddy shifts, external training) and recording skills onto employee file
• Recruitment
o Assist the HRBP with short listing/phone screening of applications for open vacancies as directed.
• Finance/Payroll o Assist the Finance Team with management of Accounts inbox including saving invoices and remittances that require actioning.
o Assisting the Finance Team with responding to employee pay queries as required.
o Assist with the outstanding invoice process for invoices over 7 days.
o Support Payroll with following up employee km claims over the approved limit during pay week.
o Assist with internal audits as required
• Employee documentation/communication o Assist the HR Team with following up employees for outstanding documentation in the HRIS.
o Assist the HR Team with internal quality tasks including CAR’s requiring follow up with employees.
o Assist the HRBP with outstanding 30/90 checks as required.
o Assist the HR team with drafting reminders regarding HRIS, staff surveys and other communication to go out to all staff.
o Other admin tasks as directed or required by HCO.
• Client documentation/communication. o Answer phones and Triaging of Coordinator Inbox.
o Conduct Client Survey questionnaires with AAC clients.
o Assist the Client Services Team with administration tasks for Client evaluations as required.
o Escalate any concerns with evaluations to the relevant SIL/Program Manager for guidance. o Formatting support of Support Plans.
o Set up Clients
o Follow up on ACSR/Approvals and Costs of Supports with funders for the Finance team.
o Conduct audits and assist with CARs relating to the Community/SIL team.
o Ensure there is adequate in-home paperwork for the Community/SIL Team.
o Book flights and accommodation for the relevant Teams.
o Distribute new referral information once the relevant Manager has accepted the referral.
o Forward feedbacks onto Case Managers
o Complete the checklist for Client exits Ensure efficient work practices to maximise service delivery.
o Maintain all appropriate stock levels at all times for Personal Protective equipment and training equipment. Ensure stock is tracked and managed. o Manage PPE orders for clients and ensure Visual Care records are current.
Good luck and God Bless!