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About the role:
If you're an experienced Medical Services Administrative Assistant, there is an exciting opportunity for you to join the Alcoa family. This permanent, full-time position offers a family-friendly Monday-to-Friday roster that allows you to work across two site locations. You will be based at the Huntly Mine Site for three days a week and at the Pinjarra Refinery Medical Centre for two days.
In this role, you'll report directly to the Occupational Health Manager and provide comprehensive support to the location's Occupational Health Services team. Your responsibilities include managing patient records, scheduling appointments, coordinating with local healthcare providers, and ensuring the smooth operation of the medical centres.
You'll need excellent organisational skills, attention to detail, and the ability to handle sensitive information with complete confidentiality. You will be accountable for supporting Health Services personnel and other support services that assist employees and contractors. This position requires you to handle employee medical records confidentially and to use a high level of interpersonal and communication skills.
Key responsibilities include:
1. Provide comprehensive administrative support to the Occupational Health Services team, including handling correspondence, managing patient inquiries, and coordinating with health professionals and line management.
2. Manage medical records and documentation, including maintaining and updating patient files, digital databases, and processing medical reports.
3. Coordinate medical services, such as scheduling appointments, follow-ups, and managing employee referrals to external specialists and diagnostic services.
4. Oversee office and medical supplies, which includes budgeting, ordering, and managing inventory and equipment.
5. Process financial transactions, including invoices and purchasing requirements.
6. Ensure the maintenance of the medical facility and equipment by coordinating repairs, servicing, and calibration with external vendors and service providers.
What’s on offer
7. Competitive remuneration and benefits packages
8. Salary packaging for a novated car lease, employee share plan and superannuation options.
9. Parental leave support for all caregivers
10. Safety is our top priority – our days start and finish with it
11. As a values-based company, we Act with Integrity, Operate with Excellence, Care for People, and Lead with Courage
12. Career development opportunities to pursue your passions
Our vision is to Build a Legacy of Excellence for Future Generations. The choices we make now and the candidates we recruit help us shape our company’s and our industry’s future. That is why we must Excel Today, Continuously Improve and Invest for Tomorrow.
What you can bring to the role
13. Basic St Johns Ambulance First Aid Certificate
14. Highly proficient computer skills across the Microsoft Suites and other database type systems used by Alcoa such as Oracle
15. Well-developed interpersonal communication skills, to deliver key messages across levels of the business
16. Strict adherence to confidentiality of information, attention to detail, and work management.
17. A strong motivation to work effectively unsupervised, and ability to prioritise actions from a broad customer group, to compliment your drive to meet customer demands in a timely manner.
You will need to be self-motivated and self-directed in this role, but you should also feel comfortable consulting with other staff members for advice when needed. You will be responsible for processing all medical records in a strictly confidential environment.
You must be flexible and able to prioritise your workload, as your responsibilities will depend on the evolving needs of employees and staff.