Position overview

The position is situated within Adult Community Mental Health Services (ACMHS), which is a specialist mental health service that provides services for people aged over 18 years. ACMHS is a part of the Mental Health, Justice Health, Alcohol and Drug Services (MHJHADS) division.

ACMHS teams operate across the Australian Capital Territory, adhering to either the Adult Community Mental Health Model of Care or the Older Persons Community Mental Health Model of Care depending on area of practice. ACMHS program area services the community’s mental health needs in the areas of intake, recovery, supported and therapeutic accommodation, therapy, older persons, neuropsychology, assertive community outreach, homeless outreach and intensive home treatment.

This temporary with possibility of extension and or permanency position is responsible for the provision of high-level administrative support to the ACMHS Director of Clinical Services and jointly the ACMHS Operational Director. This position will consist of other related administrative responsibilities such as preparing a range of correspondence, diary and inbox management, providing secretariat support to committees, assisting with human resource and financial management functions, research and initiating action to ensure the timely response to requests.

Key Responsibilities

Under limited direction of the ACMHS Clinical Director and ACMHS Operational Director you will perform high-level administrative support.  It is expected that in this position you will assist in the strategic and operational processes required for the Directors to undertake their roles. This includes the provision of high-quality customer service to the consumers and staff of MHJHADS Division. You will:

1. Provide administrative support to the ACMHS Directors. This includes but is not limited to diary and email management, receive and screen incoming phone calls and take appropriate action, preparing correspondence, co-ordinate and provide secretariat support to committees and organise travel arrangements.
2. Manage and coordinate human resource management and Shared Services activities inclusive of preparation of staff requisitions, recruitment, leave and staff selection reports.
3. Communication and liaison with other areas and departments both with and external to the Division, professional bodies, tertiary institutions, consumer and carer representatives and the general public on nursing and related matters.
4. Establish and maintain manual and electronic administrative systems for a range of correspondence, confidential briefings, minutes, reports, Human Resource and Cost Centre Reporting documentation.
5. Responsible for the operational requirements of the office finances, i.e. invoice payment in APIAS, Credit Card acquittal.
6. Undertake other duties appropriate to this level of classification which contribute to the operation of the organisation.

Competencies

Specific competencies include, but are not limited to, the following.

• Strong organisational skills with a high degree of drive.
• Good communication and interpersonal skills.
• Adaptability and flexibility to accommodate change and provide responsive services to meet clients’ needs.
• An understanding in dealing with persons for whom the MHJHADS Division provides services.

Qualifications and Experience

Specific responsibilities include, but are not limited to, the following.

Essential

• Have an understanding of how the National Safety and Quality Health Service (NSQHS) indicators align with this role.
• Experience or knowledge of the CHS Exceptional Care Framework, and all other related frameworks.

Desirable

• Have previous experience working within a health administration area.
• Hold a current Australian driver’s licence.

Prior to commencement

Appointment to this position is conditional on being granted and retaining appropriate clearances:

• Pre-employment National Police Check.
• Comply with Canberra Health Services Occupational Assessment, Screening and Vaccination policy.

Important information

All employees are required to:

• Adhere to the Canberra Health Services Values and the ACT Public Service Code of Conduct.
• Act in accordance and comply with all relevant Safety and Quality policies and procedures.
• Comply with all relevant competency standards.

CHS is leading the drive to digitally transform health service delivery in Australia through the implementation of a territory wide Digital Health Record. Computer literacy skills are required which are relevant to this role as you will be responsible for completing required documentation and becoming a proficient user of the Digital Health Record and/or other Information Technology systems; once proficient, you will need to remain current with changes, updates, and contingencies.

What you Require (Key Selection Criteria)

These are the key selection criteria for how you will be assessed in conjunction with your resumé and experience.

1. Proven experience and ability in providing administrative support at the senior level including the provision of high level organisational and office management skills and the ability to exercise initiative, prioritise workloads and manage competing deadlines.
2. Demonstrated well developed oral and written communication skills, including the ability to liaise with staff at all levels.
3. Demonstrated ability to actively problem solve and use initiative within the competing demands of a complex work environment.
4. High-level computer and keyboard skills, additionally, experience in a variety of software programs including Canberra Health Services systems and Microsoft Suite.
5. Demonstrates understanding of, and adherence to, safety and quality standards, work, health and safety (WH&S) and the positive patient experience. Displays behaviour consistent with CHS’s values of reliable, progressive, respectful and kind.

Work environment description

The following work environment description outlines the inherent requirements of the role and indicates how frequently each of these requirements would need to be performed. Please note that the ACT Public Service is committed to providing reasonable adjustments and ensuring all individuals have equal opportunities in the workplace.