Position overview

The Division of Surgery is responsible for delivering inpatient and outpatients surgical services to the ACT and surrounding region. The Division includes Surgical Bookings and Pre-Admission Clinic, Peri-operative Services, Day Surgery Unit and Extended Day Surgery Unit, specialist surgical ward areas, medical and nursing outpatient services, ACT Trauma Service, Intensive Care Unit, Capital Region Retrieval Service, Pain Management Unit and the Trauma and Orthopaedic Research Unit.

These services are supported by administration support officers who engage in a range of duties including reception responsibilities in patient service areas, and general business support and personal assistant activities in the business offices of the division’s clinical units. The clinical units within the Division of Surgery include:

• Anaesthesia and Pain Medicine
• ACT Trauma Service
• Acute Surgical Unit
• Cardiothoracic Surgery
• General Surgery
• Intensive Care
• Neurosurgery
• Oral Maxillofacial Surgery
• Ophthalmology
• Orthopaedic Surgery
• Otolaryngology Head and Neck Surgery
• Paediatric Surgery
• Plastic Surgery
• Retrieval Services
• Urology
• Vascular Surgery

The administration manager position is an integral part of a multidisciplinary team responsible for coordinating administrative support to clinical units and services.

Key Responsibilities

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

1. Support the Operations Managers in managing the day-to-day operations of the administrative staff to achieve high quality, consistent, consumer focused administrative support within the Division of Surgery.
2. Under the general direction of the Operations Managers, oversee the management of clinic structure in patient information systems to ensure the efficient management of ambulatory appointments, and human and material resources.
3. Monitor performance indicators for the administrative team such as but not limited to waiting times and referral turnaround times.
4. Support the implementation of policies and procedures aimed at achieving a high quality, consistent consumer focused service administrative processes across a diverse range of services within the Division.
5. Problem solve and contribute to proactive change management across the administrative services to support the staff in delivering high quality, consistent services.
6. Under the general direction of the Operations Managers provide the day-to-day human resource management of staff including assisting with mandatory training, approval of flex and leave and recruitment of staff.
7. 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

Essential

• N/A

Desirable

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

Experience

Essential

• N/A

Desirable

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

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, prioritise workloads and meet set deadlines.
2. Demonstrated ability to manage and lead a team, including the ability to supervise staff, set priorities, monitor and adjust workflows.
3. 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.
4. Well-developed written and oral communication skills, including the ability to liaise, consult and negotiate with stakeholders.
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.