Records Officer – (Parental Leave Relief – 1 year contract)

POSITION DESCRIPTION

 Job Title:                    Records Officer

 Division:                     Database Division                 

 Date:                           Feb 2016      

 Reporting to:             Database Business Administrator

 Australasian Medical Publishing Company (AMPCo)

The Australasian Medical Publishing Company, AMPCo, is a wholly owned subsidiary of the Australian Medical Association and a leading provider of health care media, with iconic titles such as the Medical Journal of Australia and the Medical Directory of Australia.

Key Objectives

 The accuracy and comprehensiveness of AMPCo’s Practitioner Database is crucial to maintaining the company’s competitive advantage in Database Sales, for The Medical Directory of Australia (MDA), for the Australian Medical Association (AMA), for the Medical Publishers Association (MPA) and for the various commercial clients of AMPCo.

The Team

The Records Officer is part of a multi-skilled team typically doing routine work, but able to change quickly to effectively react to peak loads from a variety of sources.  It is a ‘hands on’ role requiring the accurate and efficient completion of specific data entry and “as required” tasks.

 Responsibilities

  • Update and maintain information on medical practitioners in MDA. It is important to keep the data accurate, up to date and useable. The data is updated on confirmation from the practice.
  • Communicate verbally with medical practitioners via phone to confirm their details.
  • Communicate with the doctors through email or fax to update the details.
  • Actively manage incoming calls and outgoing calls on behalf of the organization to update the database.
  • Search the Internet for additional information, as required, eg. specialist qualifications, workplace details, etc.
  • Add Delivery Point Identifier (DPID) using the Rapid Address Tool (RAT) to all new physical addresses.
  • Handle request to add or renew subscriptions for The Medical Journal of Australia

 Regular Duties

  • Participate in team meetings. This is the avenue to convey any issues that might arise, as well as the focus for group training.
  • Processing high volume of repetitive Data into the database upon verification
  • Process changes of address and mail returns from AMA medical journals or MPA publications.
  • Log the work as tasks in the tracking system and update.
  • Update the relevant statistics document for the records updated.
  • Archive the required information for future reference.

Occasional Duties

  • Handle request to add or renew subscriptions for The Medical Journal of Australia
  • Hand matching and processing data for marketing & sales clients.
  • Sending UDMD forms: typing labels etc.
  • Other project work as directed.

 Selection Criteria

  • Consistent in delivering high level of accuracy with repetitive data
  • Ability to meet deadlines
  • Fast and accurate Data entry skills
  • Productivity – based on set targets and measures
  • Initiative in problem solving with data issues
  • Strong communication – verbal, presentational, written
  • Talent in applying attention to details
  • Computer literacy skills
    • MS Word – intermediate
    • MS Excel – intermediate
    • MS Outlook – intermediate
    • MS Access – beginner

 The ideal candidate will have a minimum of 2 years’ experience working in a customer services capacity in an office environment and will have solid customer service and data entry skills. Tertiary studies may be an advantage.

For further information please contact John Barry, Group Human Resources Manager via email jbarry@ama.com.au or on telephone number 0415485523. To apply for this position please submit a cover letter and an up to date resume  via email jbarry@ama.com.au