Position overview

The Infrastructure and Health Support Services (IHSS) Group is responsible for the infrastructure delivery and maintenance and a diverse array of non-clinical support services with the primary focus of delivering timely patient centric solutions across the CHS organisation.

The Facilities Management (FM) Branch is a dedicated team that covers a diverse range of functions. The Branch is responsible for planned and reactive maintenance, asset management, minor works upgrades, safety and risk management, engineering services, strategic accommodation, utilities, and contracts and leasing for the Canberra Health Services property portfolio (excluding North Canberra Hospital).

The Administration Support Officer provides frontline reception duties including receiving incoming calls and emails for maintenance work orders, processing work orders for maintenance across the Canberra Hospital and off-site facilities, verifying documents using the Rapid Global system, processing items such as contractor service reports and invoices using Mainpac and Apias, and supporting access for contractors and other stakeholders.

Key Responsibilities

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

1. Provide high level customer service in responding to  telephone calls, email requests and actioning maintenance requests via phone  and/or email.
2. Processing  maintenance requests, maintaining appropriate records and entering information  into database and IT systems relevant to Facilities Management.
3. Effectively deal and communicate with internal and external  stakeholders using strong interpersonal, oral and written communication  skills.
4. Provide  general administrative support to the FM team, such as, but not limited to,  coordinating and providing secretariat support to meetings and other general  office duties.
5. 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:

• Excellent administrative and client focussed skills.
• Strong organisational skills with a high degree of drive.
• Ability to perform in a busy and demanding maintenance environment.

Qualifications

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

Essential

• A current driver’s license is essential.

Desirable

• 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.

Experience

Specific experience includes, but is not limited to, the following.

Essential

• N/A

Desirable

• General administrative experience.
• Demonstrated experience working within a Hospital and Healthcare environment.

Prior to commencement

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

• Undergo a pre-employment National Police Check.

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. Proven ability to consistently display high quality customer service principles practices and attributes.
2. Experience in use of a variety of computer software programs and Microsoft Office suites
3. Experience in a wide range of administrative support functions and demonstrated ability to prioritise workloads to meet established deadlines, work effectively in teams and independently and show initiative in problem solving.
4. Demonstrated sound interpersonal skills and oral communication skills, including the ability to liaise, consult and negotiate with stakeholders and coordinate correspondence.
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.