Position overview

The Division of Medicine provides a range of medical specialties. A strong emphasis is placed across all sections on accessible and timely care, delivered to a high standard of safety and quality. This is underpinned by the Division’s commitment to research and training. The Division works in partnership with professional colleagues, consumers, and a range of government and non-government service providers to ensure the best possible outcomes for patients.

The Emergency Department at Canberra Hospital sees over 90 000 patients per annum. In such a busy department, the administrative team provides support to medical, nursing and allied health staff.

The Team Leader is responsible for the day-to-day supervision of the administration team and administrative tasks within the Emergency Department, in particular database management and validation, managing rosters and staffing shortfalls, conduct staff training and patient registration, patient admission processes and the coordination of medical records whilst providing high quality customer service 24 hours a day, 7 days a week.

Key Responsibilities

Under limited direction of the Administration Manager, you will play a key role in providing day to day supervision of administration staff by managing the workflow within the area, ensuring administrative Key Performance Indicators (KPIs) are met and overseeing the management of the team’s output. You will also provide support to the Administration Manager in relation to reporting and human resource management. The position will be required to work on a rotating 24/7 roster, including weekends, evenings, and nights

Duties include but are not limited to:

1. Provide supervision of the administration team to achieve high quality customer service within a high-pressure environment.
2. Provide support to the management team through:
   1. overseeing workflow management, ensuring resources are matched appropriately to priority and routine tasks.
   2. monitoring and co-ordinating staff training and development.
   3. assisting with the preparation of staff rosters.
   4. assist with recruitment and staff selection.
   5. other support functions as required.
3. Collaborate with senior staff across all disciplines within the Emergency Department to identify and resolve problems in a timely, professional manner.
4. Manage all database validation processes and systems for data related to the Emergency Department.
5. Provide a high level of customer service including front-counter management, patient admission process, telephone inquiries and email correspondence.
6. Assist the Administration Manager with Quality Improvement and Quality Assurance projects relevant to the Emergency Department administration team, including undertaking daily EDIS data validation reports.
7. Maintain, and troubleshoot all issues with, ICT equipment within the Emergency Department.
8. 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:

• Oversee the training and development of new staff.
• Provide day-to-day supervision and guidance to staff, ensuring team performance aligns with organisational goals.
• Manage workflow and resources to meet service delivery requirements, including rostering and task allocation.
• Exercise sound judgment and initiative to resolve issues and make decisions within defined parameters.
• Communicate effectively with internal and external stakeholders, including providing advice and responding to inquiries.
• Maintain accurate records and manage data systems in accordance with policy and legislative requirements.
• Apply and interpret policies, procedures, and legislation relevant to the role and ensure compliance.
• Contribute to continuous improvement by monitoring performance, validating data, and supporting quality assurance activities.

Qualifications & Experience

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

Essential

• The successful applicant must have the ability to work on a 24 hour, 7 days a week rotating roster, including nightshift.
• Previous supervisory experience within a high-pressure environment.
• Strong organisational skills with a strong work ethic.
• Be proactive, enthusiastic, and a strong communicator

Desirable

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

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.
• Be available for weekend and/or after-hours work.

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 in staff supervision and team leadership, in particular managing resources to meet business needs.
2. Proven high level organisational skills including the ability to exercise initiative, priorities’ workloads and meet deadlines within a complex and multi-disciplinary work environment.
3. Sound oral and written communication skills including the ability to deal with and provide information to a diverse range of customers.
4. Demonstrated high-level skills in the use of a variety of computer software and experience in using information technology systems whilst adhering to IT and records management policies.
5. Demonstrates understanding of, and adherence to, safety and quality standards, work, health, and safety (WH&S) and 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.