WW6355 - Administrative Services Manager - Mental Health Program - (Full-time) - Eastern Health, Melbourne Eastern Suburbs - VIC

Organisational Environment

Eastern Health provides a comprehensive range of high quality acute, sub-acute, palliative care, mental
health , drug and alcohol , residential care and community health services to people and communities that are
diverse in culture, age and socio-economic status. These services are provided both on an inpatient and
outpatient basis. These services and programs are supported by staff who possess an unparalleled
commitment to patient care as well as teaching and research.

The strategic goals are fully detailed in the Eastern Health i-learning orientation.

Eastern Health Values

Eastern Health values reflect who we are as individuals and as an organisation , and are testament to the
Eastern Health Mission Statement; they include the concepts of Kindness, Respect, Excellence, Agility,
Humility and Patients First.

The Eastern Health Values are fully detailed in the Code of Conduct which is covered in the Eastern Health ilearning


The Administrative Services Manager, Mental Health Program will be responsible for the overall operational
and budgetary management of all administration staff and processes to ensure that administrative service
delivery is provided to a high standard and consistently supports the changing needs of the Mental Health

The Administrative Services Manager also takes responsibility for the performance monitoring of the Mental
Health Program to ensure robust data capture and administrative processes. The position will report to the Program Director, Mental Health Program.

Responsibilities / Duties: 


  • Manage the recruitment process of administrative staff for the Mental Health Program;
  • Attain a sound understanding of relevant legislation (including Mental Health Act & Health Records Act); Department of Health program management circulars; Office of the Chief Psychiatrist guidelines; and National Accreditation Standards;
  • Ensure that all administrative staff have sufficient skills to complete the required tasks;
  • Ensure that planned and unplanned leave is sufficiently covered by overseeing the equitable allocation of administrative staff across the program, in order to meet service delivery needs, and that administrative resources are placed in the area of highest demand;
  • Complete annual appraisals and performance development plans for Admin Team Leaders andPersonal Assistants (in conjunction with Clinicall Programl Associate Directors);
  • Ensure completion of mandatory training for all administrative staff;
  • Provide direct line management supervision and performance feedback to Team Leaders and Personal Assistants;
  • Lead and coordinate the development of a centralised Administrative Services procedure manual to ensure consistency in practices and processes across all sites in the use and management of information systems (including CMI , CPF, iSOFT and ehCare@eastern);
  • Effectively communicate with Clinical, Associatel Program Directors any issues that may affect their
    relevant areas;
  • Liaise with clinical service managers to address administrative operational issues, and determine a resolution;
  • Ensure that Medico¬∑Legal coordination of MHRB hearings, statutory reporting, and reporting of reportable deaths occur in line with legislative and policy timeframes;
  • Monitor scanning throughput, and ensure that backlogs are identified and addressed early;
  • Effectively communicate with Team Leaders any information that may impact on the provisions of service in other areas;
  • Finance and Performance

    • Manage the Administrative Services budget;
    • Develop and monitor Administrative Services Key Performance Indicators (KPls) and ensure that all staff are aware of the expectations of their roles;
    • Undertake actions as required to manage and improve performance;
    • Produce KPI data as required by Program Director;
    • Ensure that Private Health Insurance usage rates are optimised;
    • Identify ways to create efficiencies that reduce costs to the Program and organisation;

    Learning and Growth

    • Participate in self annual performance process, including a training and professional development plan;
    • Ensure adequate training is provided to all administrative staff, in order to complete required duties;

    Quality and Compliance

    • Develop a MHP CPF quality assurance and improvement program which ensures the highest quality scanned medical record is maintained;
    • Monitor safe work practices and security standards to maintain a safe and secure environment;
    • Oversee any relevant activities required to be completed for accreditation;
    • Ensure that privacy and confidentiality of consumer information is maintained at all times;


    • Travel between sites will be required;
    • Perform other tasks as required by the Program Director

  • Thorough understanding of the Mental Health Act and Health Records Act
  • Knowledge of CMI , CPF, iSOFT;
  • Previous experience in managing staff;
  • Previous experience in developing and delivering training and education;
  • Excellent written, verbal, presentation and interpersonal communication skills;
  • Understanding of customer service of internal and external customers and be committed to effectively meet their needs in a helpful and professional manner;
  • Demonstrated planning and organisational skills;
  • Possess good negotiation skills and conflict resolution skills;
  • Demonstrated commitment to quality improvement;
  • Competency in util ising word processing , spreadsheet, presentation, database and web applications;

  • Previous experience working in public mental health services;
  • Knowledge of Freedom of Information Act 1982 and medico legal principles;
  • Knowledge of Victorian and Commonwealth statutory reporting requirements;
  • Current Victorian drivers licence;


Lisa Shaw-Stuart
Program Director - Mental Health
Phone: (03) 9895 4965
Email: Lisa.Shaw-Stuart@easternhealth.org.au

Reference Number: 


Applications Close On: 
18 July 2018