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To whom it may concern,
I am writing to express my interest in the Administration Officer (Theatre Reception) position at the Murdoch Hospital and Health Service, as advertised. With a strong background in administrative support, I am excited about the opportunity to join your team. Please find my application for consideration, along with my resume.
I offer the ability to undertake challenging administration projects and experience in performing general administrative functions. Throughout my extensive administrative career, I have held various roles within the Queensland court system, demonstrating a solid commitment to efficient and effective service delivery. Starting as an Administrative Officer in the Magistrates Court in Cloncurry, I quickly developed essential organisational and procedural skills.
Progressing to positions in Townsville and later Mackay, I expanded my expertise, handling various responsibilities across different court jurisdictions, including the Magistrates, District, and Supreme Courts. My job as a Court Services Officer equipped me with in-depth knowledge of case management procedures, recordkeeping systems, and financial management practices. My role as Acting Deputy Registrar in Townsville showed my leadership capabilities as I supervised staff and ensured the smooth operation of court proceedings.
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My ability to acquire knowledge of the Queensland Health Elective Surgery Services Implementation Standard and Elective Surgery Services Policy is based on my experience within the court system, where I had to understand legal policy, procedures, and legislation rapidly.
A significant administration challenge I encountered involved processing applications to transfer summary offences to the District and Supreme Court for sentencing under section 652 of the Criminal Code. Despite the clear practice direction stipulating the submission deadline and requirement for original documents, several local legal practitioners approached me with incomplete applications.
Rather than rejecting these applications outright, I adopted a solution-oriented approach to mitigate the issue. Understanding the complexities faced by legal practitioners, particularly regarding client access in custody, I collaborated with the legal practitioners to gather sufficient relevant documentation to initiate the application process, ensuring that all other procedural aspects complied with legislative requirements.
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Once the initial steps were taken, I facilitated the submission of the original documents before the sentencing date. I maintained open communication with the Higher Courts, ensuring the papers were delivered and processed efficiently. This facilitated the smooth processing of late applications and developed positive relationships with legal practitioners and Higher Court registry staff.
Based on my experience, I am confident in my ability to manage the coordination and prioritisation of work and my capacity to use initiative and supply sound judgment in achieving deadlines. My ability to consistently meet deadlines has been displayed in various administrative roles within the Queensland court system. Whether managing case files, processing legal documents, or coordinating court proceedings, I prioritise planning to ensure tasks are completed within stipulated timeframes.
Drawing upon my experience with court procedures, I adeptly allocate resources, set realistic timelines, and implement strategies to mitigate potential delays. I thrive in high-pressure environments and handle multiple responsibilities concurrently while adhering to strict deadlines. My attitude enables me to anticipate possible obstacles and implement proactive measures to overcome them, ensuring a smooth workflow.
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I also offer well-developed skills using HBCIS, ieMR, Microsoft, and Windows-based applications and email systems and the ability to acquire knowledge of other Queensland Health-specific software. Previously, I used QWIC, a comprehensive record management system used for tracking criminal and quasi-criminal proceedings across various court jurisdictions. Additionally, I used it as a financial management tool for handling the receipting and disbursement of funds within the court system.
I have used the MS Office Suite to input data, complete transactions, update customer records and research information, forward requests, respond to emails, and update the case management system. I can quickly pick up new systems. Regarding information technology, I can comply with all applicable IT and electronic resources laws to ensure sound records management processes, including records disposal and preservation. I understand my responsibilities under the Privacy & Data Protection Act and the Freedom of Information Act and can quickly pick up new systems and technologies.
I offer high-level customer service and interpersonal and communication skills, both written and verbal, across all levels and streams. One administration issue I addressed involved a client who mistakenly contacted our office regarding an enduring power of attorney matter, which falls outside the jurisdiction of the Magistrates Court. I recognised the importance of providing exceptional customer service and resolved the confusion. It became apparent that the issue lay in the misdirection of her query to our agency.
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Rather than simply redirecting her, I took steps to assist her in finding the correct avenue for her concerns. Utilising my knowledge of governmental structures, I searched the Queensland Government website to identify the appropriate division she needed to contact. Once I had the correct contact details, I relayed this information to the client, accompanied by a polite explanation of the misunderstanding. This approach rectified the client's issue and demonstrated our commitment to delivering comprehensive support. In a return email, the client expressed her gratitude, thanking me for the swift assistance and provision of accurate information.
I can also establish and maintain effective working relationships with staff at all levels whilst dealing with a diverse cross-section of internal and external stakeholders. Recognising the myriad stakeholders involved in the court system, including judges, legal practitioners, government agencies, and public members, I prioritised building and maintaining positive relationships to facilitate practical cooperation and mutual understanding. I ensured stakeholders were informed and involved in relevant processes, decisions, and developments through regular communication channels, such as meetings, emails, and phone calls.
I cultivate trust and confidence among stakeholders by fostering open and transparent dialogue, enhancing their engagement and participation in court-related activities. Whether addressing inquiries, resolving issues, or soliciting input on improvement initiatives, I demonstrate a genuine commitment to stakeholder engagement, recognising its role in promoting accountability, transparency, and stakeholder satisfaction within the court system.
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Additionally, I can work autonomously and cohesively in a team environment to achieve the work unit's goals. I resolved a problem involving a colleague who found themselves in a challenging scenario during their on-call duty for Saturday Court, facing an interstate arrest warrant issue. Despite being contacted at home, I assisted by guiding video calls on the necessary steps to handle the situation.
After walking the colleague through registering the file on the court database and advising on subsequent updates post-hearing, I further extended support by verifying a draft verdict judgment order sent via email. This ensured accuracy before finalising and forwarding it to the watch house Police. By offering remote assistance and guidance, I aided my colleague in resolving the immediate issue and contributed to their professional development and confidence in handling similar situations in the future. This collaborative effort reinforced teamwork and solidarity within the administrative team, promoting a supportive work environment.
Thank you for considering my application for the Administration Officer (Theatre Reception) role at Murdoch Hospital and Health Service. I am eager to bring my administrative skills, commitment to confidentiality, and dedication to exceptional service to your service. My experience aligns well with the requirements of this position, and I am enthusiastic about the possibility of contributing to the efficient operation of the Theatre Department.
I look forward to discussing how my qualifications and experiences can further benefit your team. Please feel free to contact me at your convenience to schedule an interview.
Yours Sincerely
A Client
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