Administration Executive (Information and Organisation Professionals nec)

Sociable Tech; Sydney; On-site; AUD 80,000 - 100,000; Full time

Job summary

Direct Focus Solutions is seeking an Administration Executive to analyse, organise and manage information and data across its locations, services and programs, and to advise management on policy, business and organisational methods.

You will turn service and compliance data into clear reports, maintain DFS’s knowledge resources, and help ensure privacy and NDIs compliance. This is a full-time role based in Sydney, offering stability and opportunities to influence practice governance.

Qualifications

• Bachelor degree or higher in information management or related qualification.
• Minimum one year of relevant work experience analysing, organising and managing information or data.
• Experience in health, disability or community services is an advantage.
• Strong data analysis skills using spreadsheets and reporting tools.
• Understanding of privacy requirements and NDIS standards (desirable).

Responsibilities

• Analyse, organise and manage information and data across DFS locations, services and programs.
• Collect and analyse data on referrals, appointments, wait times, service hours, practitioner caseloads and program attendance; report trends.
• Analyse client feedback, complaints and outcome measures; report recurring issues to management.
• Design and maintain DFS's shared documents, templates, forms and practice guides with version control.
• Set data standards; ensure privacy, data storage and disposal compliance.
• Draft, review and update DFS policies and procedures for NDIs compliance.
• Ensure reports are accurate, complete and delivered on time.

Skills

Data analysis

Reporting

Documentation

Policy advice

Written and verbal communication

Education

Bachelor degree in information management or related field

Tools

Practice management systems

Client portals

Information governance tools

Job description

Administration Executive (Information and Organisation Professionals nec)

Job Type: Permanent position | Full time position

Job Description

Direct Focus Solutions To analyse, organise and manage the information and data that DFS holds across its locations, services and programs, and to advise management on policy, business and organisational methods. The role turns service, referral, client outcome and compliance data into clear reports that management can act on, and keeps DFS’s policies, procedures and knowledge resources accurate, current and easy for staff to find.

Benefits Task & responsibilities Job duties Analysing, organising and managing information and data Collect and analyse data on referrals, appointments, wait times, service hours, practitioner caseloads and program attendance across all DFS locations, and report trends in demand by service, region and referral source. Analyse client feedback, complaints, incident records and outcome measures, and report recurring issues and patterns to management in plain written reports. Design and maintain the structure of DFS’s shared documents, templates, forms and practice guides, with clear naming, version control and review dates, so staff can find the current version quickly.

Evaluate the quality, completeness and consistency of information held in the practice management system and client portal, identify recurring data issues, and recommend controls and corrective actions to improve information reliability. Set data entry and document standards for clinical and administration staff, and check that they are followed. Manage how client and staff information is stored, accessed, shared and disposed of, and record and review any privacy breaches or near misses.

Advising on policy, business and organisational methods Draft, review and update DFS policies and procedures, including privacy, incident management, complaints, record keeping and referral handling, and check them against the NDIS Practice Standards. Review information and documentation against applicable NDIS requirements, identify evidence gaps and compliance risks, and coordinate corrective actions and supporting documentation for external audits and reviews. Review how information moves between clinics, practitioners, administration and management, and recommend improvements to forms, intake and referral steps and reporting.

Assess how changes to privacy requirements, NDIS standards and funding arrangements affect information management practices, recommend policy and procedural updates for management approval, and brief staff on approved changes. Responsibilities Make sure the reports and data summaries produced are accurate, complete and delivered on time.

Keep DFS’s policy and procedure library current, approved and available to all staff. Make sure client and staff information is handled in line with privacy law, NDIS requirements and DFS policy, and report any breach or compliance gap to management promptly. Maintain the knowledge base, templates and shared document system so they are consistent across all locations.

Maintain reliable audit evidence and monitor agreed actions to address identified information management and compliance gaps. Train and support staff on document control, data entry and reporting requirements. Work with clinical leads, practice managers, administration teams, software providers and auditors so that information practices are consistent across DFS.

Qualification & experience Qualification, Experience and Skills Bachelor degree or higher in information management or any relevant qualification. Minimum one year of relevant work experience in a role involving analysing, organising and managing information or data, and giving advice on policies, procedures or organisational methods. Experience in a health, disability or community services organization is an advantage.

Strong data analysis skills, including confident use of spreadsheets and reporting tools to summarise and present data. Working knowledge of document control, version management and information classification. Understanding of Australian privacy requirements for health and personal information, and of NDIS quality and safeguards requirements (desirable).

Ability to read compliance requirements and write them into clear policies and procedures. Clear written and spoken communication, with the ability to explain findings to clinical and non-clinical staff. Good organisation and attention to detail, and the ability to manage several tasks and deadlines across multiple locations.

Experience with practice management systems, client portals or similar information systems. About Company Direct Focus Solutions is an allied health and disability and community supports provider that delivers services such as psychology and counselling, occupational therapy, speech pathology, neurofeedback, social work, and support work.

Work Type: Full time Salary: $80000-100000