Organisation: Queensland Health
Job Title: Administration Officer Claims
Word Limit: 2 Pages
Location: Cairns
As a highly organised and self-motivated individual, I have the ability to quickly learn and retain new information, tasks and ideas. This has been noticed at my most recent role with Indigenous Business Australia (IBA). Within a short period of just two weeks, I had gained a complete and thorough understanding of all office protocols and systems, including specific software and databases. Both colleagues and my supervisors were impressed that I had learnt all operating systems so quickly.
My ability to learn and retain complicated topics easily, has provided me with a sound knowledge base, particularly in relation to the requirements surrounding occupational health and safety standards. Starting as a Customer Service Assistant at Charles Darwin University, where I was frequently in contact with both students and apprentices who required accurate OH&S information from me, I have maintained an up to date knowledge of regulations and legislation as they relate to my roles. Additionally, working as a volunteer with the RSPCA, where I was required to drive my own car, enter homes of foster carers and maintain standards and protocols regarding safety, has made OH&S standards second nature to me.
Working with IBA, I am required to complete all types of general administration duties; particularly answering phones (up to 50 calls per day), greeting clients, and arranging and conducting face to face meetings with clients. The level of detail required by me includes maintaining accurate communication logs, both phone and mail. IBA is an organisation aiming to assist those of Australian Indigenous and Torres Strait Islander descent to establish successful businesses. In line with this, I am required to read and assess business plans and consultant reports, including profit and loss statements, and I also manage invoicing requirements. Naturally, to complete these tasks it is necessary to maintain a high level of confidentially and accuracy when dealing with financial and planning information.
Maintaining the current office systems, producing reports and updating communication logs requires I have an excellent understanding of a variety of software systems. These packages include the latest Microsoft Office 2010 and all its accessories, including Word, Excel, Outlook, PowerPoint, Publisher, Access and OneNote. The level of my expertise with software systems can been shown by my unofficial status within my current office as being the ‘go-to’ person for any IT problems. I am seen as being knowledgeable, quick and easier to deal with than our IT department.
Additionally, I have a thorough knowledge of a variety of financial and information management systems, including Callista Student Management System, Smart Data Online, eLVIS/Oracle Financials, TRIM, Lotus Notes, QATS Production and ITB Database. As can be seen by this extensive list of programs I utilise effectively, I most definitely have the ability to acquire knowledge to operate new information technology systems, including those relating to occupational, health and safety.
My keen desire to learn and improve my skills, stretches to other areas of my working office life. I utilise my inquisitive mind to research and analyse situations, issues or systems to develop and recommend changes that I feel may be of benefit to those around me. An example of this, in particular relation to occupational health and safety, occurred during my role at Charles Darwin University. Being a Customer Service Assistant and Personal Assistant, it was the nature of my role to come into contact with a wide variety of staff members.
I began to notice that many staff complained of similar aches and pains, eg. sore backs, arms and hands. Thinking that perhaps there could be a link between all these complaints, I extensively researched and discovered “Occupational Overuse Syndrome” as the most likely culprit. In an effort to assist those with my newfound knowledge, I created a brochure surrounding the most likely causes, and more importantly the actions that could be taken to relieve the symptoms, and prevent further occurrence. Coupled with this, I created a poster displaying exercises as a large continual visual reminder to all staff. Both the brochure and posters are still in use.
Another way in which I have utilised my creative thinking ability is to create a ‘Forward Notice’ document. This document is for internal use only and has been found to work better than a sticky note or an email, which may get lost or deleted after a day or two. I have introduced this document at both Charles Darwin University and at my current place of employment, IBA. This document is used both locally and nationally. Its purpose is to be attached to confidential files and/or tasks, and displays who the item has come from, who it is going to, its purpose and contact details, ie. all relevant information. That way reports or files can be sent to, or placed with a person, allowing them to attend to it at their most convenient time, while maintaining all necessary information at their fingertips. All staff use this document, and I have been repeatedly commended for how professional it looks and how useful it has been in minimising time chasing up additional information.
Although this is a relatively simple example of how I have been able to improve timely communication between staff, I believe that if you can ensure the small things operate smoothly, you open the way to focus on the larger issues at hand.
My current role at IBA also requires I utilise excellent interpersonal and sensitive negotiation skills. I am constantly in consultation with clients, financial and business consultants surrounding the potential establishment of businesses. It is of the utmost importance that these effective communication techniques are displayed without the remotest hint of discrimination. Regardless of the individual who presents themselves for assistance, I must remain ethically above reproach at all times. This would obviously extend to employment and managing staff. Although in this particular role I am employed on a contract basis and am not required to employ staff directly, I have obtained a Diploma of Management, and therefore have a clear understanding of employment equity and ethical human resource management practices.
Additionally, I possess a C class vehicle licence and am willing to travel locally and further afield should it be a necessary requirement of this role. As outline above, I am willing and able to obtain the necessary certification to undertake this role. I am currently studying risk management and look forward to completing these studies shortly.
In summary, I am keen to utilise my administration and work safety experience in a new role, which will challenge me and allow me to progress my expertise further. I am an extremely fast learner, picking up new skills, processes and concepts quickly, allowing me to be a confident and active contributor to my employer. I am willing to travel and eager to complete any additional training recommended to me.
