Position overview

The Department of Anaesthesia facilitates over 32,000 anaesthetic elective and emergency procedures each year. The breadth of procedures undertaken are all encompassing (cardiac, neurosurgery, and neonatal surgery) with the exception of solid organ transplant. We operate in several facilities, primarily Canberra Hospital which is the largest tertiary and trauma facility in the region, as well as Calvary Public Hospital, John James Calvary Hospital, National Capital Private Hospital and other private day surgery locations in Canberra.

The Administration Manager is an integral part of a multidisciplinary team responsible for coordinating and facilitating the anaesthetics consultant roster. The Administration Manager works flexibly and collaboratively, providing leadership and high-level support to enable the efficient administration of the anaesthetics service. This position supports the Clinical Director in achieving strategic and operational objectives.

Key Responsibilities

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

1. Support the Operations Manager and Clinical Director in managing the day-to-day operations of the administrative staff to proactively solve issues, support development and implementation of policies and procedures and to achieve high quality, consistent, consumer-focused administrative support within the Department and Division.
2. Under general direction, support the rostering functions of the Department of Anaesthesia, to ensure consultant and registrar coverage for operating sessions, ensuring that there are appropriately skilled anaesthetists on all lists. This includes rostering for daily theatre lists, preparation/collation of after hours on call rosters and weekend rosters, all in line with contractual agreements.
3. Maintain liaison with internal and external stakeholders to ensure the efficient co-ordination of department activities.
4. Provide and supervise high-level support to personnel in the Department, including the Clinical Director of Anaesthesia, Deputy Director of Anaesthesia, Supervisor of Training and other portfolio managers.
5. Oversee committee meeting servicing functions (catering, preparation of agenda, meeting minutes and action lists) for the Department and the Peri-operative services. Represent the Department at meetings such as list planning.
6. Preparation of draft correspondence, statistical data and reports as required.
7. Support leave management processing including maintaining a list of anaesthetists leave, analysing and making recommendations if leave can be approved and arranging relief coverage as needed.
8. Supervise and co-ordinate billing for consultants in line with Canberra Hospital revenue objectives.
9. 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.
• A commitment to providing high quality customer service.
• Adaptability and flexibility to accommodate change and completing demands.
• Sound communication, liaison and negotiation skills.
• Experience in being an effective team collaborator and contributing to a successful team dynamic.

Qualifications

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

Essential

• N/A

Desirable

• Have an understanding of how the National Safety and Quality Health Service (NSQHS) indicators align with this role.

Experience

Specific experience includes but is not limited to the following.

Essential

• N/A

Desirable

• Experience or knowledge of the CHS Exceptional Care Framework, and all other related frameworks.
• Prior experience in a health care setting.
• Prior experience in leading a team.
• Prior experience in medical rostering / allocations.
• A high level of knowledge and demonstrated ability in the use of health-based Information Technology (IT).

Prior to commencement

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

• Undergo a 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.

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. Experience and proven ability in providing high level organisational and office management including the ability to exercise initiative, problem solve, prioritise workloads and meet set deadlines, with a focus on achieving a high-quality customer services and team-orientated work environment focused on achieving key performance indicators.
2. Demonstrated ability to manage and lead a team, including the ability to supervise staff, set priorities, monitor and adjust workflows.
3. Well-developed written and oral communication skills, including the ability to liaise, consult and negotiate with stakeholders.
4. Demonstrated high- level computer software skills with the ability to be a super user of Information Systems. Competency with the use of databases and Microsoft Office applications.
5. Demonstrates understanding of, and adherence to, safety and quality standards, Work Health and Safety 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.