Maria Elizabeth Rose Matthews (Mia)

•  Set up the Service from inception in January 2022 as the single administrative caregiver, devising & implementing systems & procedures for smooth functioning of the service at Head to Health SJOG Outreach.
  
  Providing front desk service to Clients & Stakeholders
   Information, Assistance, Facilitation of Appointments (Pre & post appointment documentation, coordinating Transport & Interpreter services, Post Appointment services. (Follow up Appointments, Reports & Correspondence).
  
  Providing administrative support to Clinical staff
   Managing clinical calendar, drafting Medical correspondence, maintenance of Reports & other documents & providing general administrative support.
  
  Providing background administrative service
   Processing of Referrals, Data entry & Record management of clients according to organizational protocols.
   Regular update & maintenance of Medical Records according to organizational protocols of SJOG using the resident software - Mastercare.
   Tracking movement of client records within relevant departments of Service.
   Compiling pre & post service data & statistics for service improvement & records as well as service events & client data.
   Processing ROIs (Request for Information) according to organizational protocols.
   Coordinating Training events and scheduling Learning & Development activities of staff.
   Processing incoming/outgoing correspondence - categorizing mail, drafting responses, in accordance with privacy & confidentiality requirements and maintaining mail logs according to organizational protocol.
   Coordinating Business, OSH & Departmental Meetings - Preparing Agendas, Minute taking transcribing & proof-reading correspondence for the team.
   Procuring & replenishing stationery orders, as required & facilitating authorization of invoices for payments & updating petty cash floats.
   Working closely with OSH leaders & ensuring workplace environment is compliant with Occupational Health specific staff requirements.
   Organizing catering for business meetings, events & presentations
   Organizing maintenance of office assets such as printers, photocopiers & other equipment.

In addition to the current job description:
 Providing front desk administrative & clerical support to the multidisciplinary team at Community CAMHS.
 Processing of Referrals, Data entry & Record management of clients, managing Choice & Partnership Clinics, liaising with Choice coordinators & Sbar team to assist with the CAPA process.
 Regular maintenance of Medical Records according to organizational protocols of WA Health using Psolis, Webpas & Best Practice Software’s.
 Compiling pre & post service data (SDQ’s & ESQ’s) & statistics for service improvement & records as well as service events & client data.
 Providing secretarial support to doctors & clinicians by drafting & preparing medical correspondence, reports & facilitating ongoing appointments with clients.

Assisted the Human Resources Manager & HR Team to develop & implement best practice HR protocols & procedures to support all the departments of the City of Joondalup.

 Coordinated the City’s Study Assistance scheme by which employees can apply for financial assistance from the city to cover their academic fees. Processing initial applications, eligibility checkups, procuring management approvals, maintaining reimbursement claims, coordinating with payroll to process the refunds.
 Coordinated Worker’s Compensation between the City’s employees & LGIS (Local Government Insurance) – preparing documentation of initial claims, calculating lost time & coordinating with payroll, LGIS & the appointed medical team to process claims.
 Responsible for Minute Taking the City’s OSH meetings on a monthly basis, preparing agenda, coordinating participation at every dept level & maintaining records.
 Coordinated the City’s Work Experience Program by which University students gain work experience with the City. Processing initial applications, eligibility checks, liaising with the relevant departments to right-fit candidates, organizing work timetables & schedules, maintaining official correspondence, liaising with the educational institution for insurance currency etc.
 Gained considerable experience in the local government common software package – Finance One, Responsible for placing purchase orders, processing invoices, amending & adjusting invoices, ordering stationery requirements etc. on behalf of Human Resources department.
 Undertaken official correspondence on behalf of the City ( in accordance with the writing protocols of the City of Joondalup) with regards to appointments, acceptance of resignation, change of work hours, study assistance, work experience & work from home schemes.
 Worked with Aurion, the City’s database program by which HR inputs, stores & retrieves data & reports for all its employees. Proficient in its many aspects such as employee details, currency of training & certificates, Visa Status of workers who are not permanent residents of Australia, Pay roll details, Employment details, Occupational Health & Safety & Workers Compensation details, Inductions, Training & Qualifications data etc.

 Responsible for compiling monthly training statistics for Internal, Corporate, External training, as well as Seminars & Conferences. Responsible for processing training authorization requests from departments ensuring budget sufficiency, monitoring Individual Training Plans for regularity of training & managerial authorization, liaising with external trainers to facilitate training, compiling post training feedback to optimize value.
 Generating monthy reports for Salary Increments in Aurion to ensure eligible employees get their increase according to their award levels, checking for performance issues or other impediments, liaising with payroll to ensure pay increase, Notifying supervisors & employees via written correspondence & updating individual records.
 Generating monthly reports for Service Recognition h in Aurion to ensure eligible employees get their service recognition certificates according to the duration of service at the City, ruling for impediments like extended leave without pay, performance issues etc., Notifying CEO, supervisors & employees via written correspondence & updating individual records.
 Creating reports in Aurion for Employee documentation (Driver’s License & Working with Children’s check) so as to ensure every employee has current & valid documents, if not current, organizing online validity checks for them.

 Responsible for inducting new employees into the City – Taking employee photos for Identity cards, organizing their list of inductions, organizing name badges and other such credentials.
 General upkeep of the Human Resources department – ensuring stationery requirements are met, safe clearance of shredder bin according to protocols, collating incoming & outgoing mail & dispatching them to the right recipients, coordinating room bookings for meetings, taking minutes of staff meetings, publish news articles & announcements on the intranet, organizing catering for trainings & meetings.
 Responsible for record keeping in accordance with HPRM Records Management procedures of the City. – all the documents from recruitment to resignation of employees, along with payroll documents, certificates etc.

 Providing support to the Executive Team by managing the running of the office & organizing schedules.
 Providing one to one support to the team with various project work, assignments & research.

 Responsible for coordinating room reservations based on the range of rooms & apartments available.
 Handling Guest enquiries & quoting prices, discount packages, partnership deals & securing the booking upon receipt of an initial deposit.
 Upselling promotions & packages
 Liaison with Hotel staff & management
 Processing of cash, cheques & credit card payments & deposits, issue receipts, undertaking reconciliations & assist with the end of day banking.
 Customer logistics & contingency planning
 Preparing arrival list for the following day after thorough checking of the reservations
 Receiving guests at the reception, allotting parking bays, handling complaints

 Coordinating core & non-core Training for support staff. – Liaising with heads of departments for training needs of each staff & mapping out required training for the financial year.
 Responsible for optimizing training value by doing market research, consulting with other providers & feedback from staff.
 Updating & maintaining HR & Training documentation. Certificates personalized & distributed, Driver’s licenses, Ensuring Working with Children’s Check cards, First Aid, Manual handling etc. are current & valid for every employee, and reminders sent 3 months prior to expiry of documents.

 Data entry into Service Management Systems (SMS) database, which is the organization’s system of database management.
 Provision of Training Reports for management & collation of Training feedback.
 Responsible for Advertising Job vacancies, collation of Job Application documents, sorting through the applicants, shortlisting them.
 Preparation of Employment Interview schedules.
 Preparation & dissemination of course information schedule.
 Generation of Training Forecasts for the financial year to account for training budget every financial year
 Researching, collating, evaluating & sourcing external & internal Training courses.
 Drafting & submitting Grant Applications for projects.