Position overview

The Division of Women, Youth & Children provides a broad range of primary, secondary, and tertiary health services to children, young people, families and women in the ACT and surrounding regions. The Division provides family centred, multidisciplinary services at Canberra Hospital and in Community Health Centres, client homes, schools and Child and Family Centres. These services include:

• Maternal Child and Family Health Program
• School Team – High School Immunisations and Health Checks
• Child and Adolescent Immunisation
• Enhanced Child Health Services
• Women’s Health Services

As an Administrative Team Leader you will report to the Administration Manager for Women Youth Children Community Health Programs (WYCCHP). In this role you will be expected to co-ordinate the daily workflows and program objectives within the Maternal Child and Family Health (MACH) program. You will lead and support the MACH administration team across three regional clinical teams located at Gungahlin, Belconnen, and Tuggeranong Community Health Centres. This role requires a high level of time management skills, the ability to communicate and liaise effectively and efficiency with internal and external stakeholders. It is important to maintain a high level of attention to detail, a can-do attitude, whilst bringing a positive culture to the team as well as providing support to the MACH Program Manager to maintain effective processes. The role is responsible for one team but can be required at times to move into other teams, where operationally required.

Key Responsibilities

Under limited direction of the Administration Manager, you will contribute to the daily support of Women, Youth & Children, MACH team. These roles require a high level of time management skills with an ability to liaise effectively with staff at all levels. Roles remain flexible according to resourcing needs across the Division, positions will work across multiple sites.

1. Providing leadership to the MACH ASO team, ensuring daily workflows and objectives are met, including staff training and performance management through collaborative means.
2. Co-ordinate and provide support and direction to MACH ASO team to provide superior customer service, sensitive to the needs of clients including responding to general telephone enquiries, data entry and managing client appointments in the DHR booking system.
3. Monitor, maintain and liaise to oversee IT, clinical equipment, and fleet processes and action where necessary.
4. Liaise with MACH program manager and other members of the WYCCHP management team, including nurses, midwives, allied health professionals and clients as applicable to ensure effective coordination of the programs service.
5. Experience in a variety of software programs used across Canberra Health Services systems, Microsoft Suite, and ability to manage complex database systems, e.g., PROACT
6. Under general direction perform other duties within the framework of the Community Health Program as required.
7. Undertake other duties appropriate to this level of classification which contribute to the operation of the organisation.

Competencies

Competencies required for the role include but are not limited to the following.

• Have accountability for the completion of allocated tasks, mandatory trainings, making decisions within defined parameters relating to the area of responsibility.
• Have responsibility for planning own work goals and priorities that align with the business unit and achieve own and team outcomes.
• Work under general supervision and direction, exercising some autonomy regarding how work tasks are performed.
• Cultivate positive team culture, aligned with our Team Charter.
• Be adaptable and flexible to accommodate change and provide a range of core customer services.

Qualifications

Essential

• N/A

Desirable

• A level of knowledge and demonstrated ability in the use of health-based Information Technology (IT).
• Have an understanding of how the National Safety and Quality Health Service (NSQHS) indicators align with this role.

Experience

Essential

• N/A

Desirable

• Demonstrated commitment to the provision of high-quality customer service.
• 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:

• Pre-employment National Police Check.
• Current registration issued under the Working with Vulnerable People (Background Checking) Act 2011 is required.

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. Demonstrated interpersonal and leadership skills with the ability to problem solve and provide supervision, direction and delegation to staff while achieving a high-quality patient/customer service.
2. Demonstrated ability to lead a small team of staff across three locations with a variety of administrative duties by setting team priorities, and monitoring and adjusting work flows according to the program’s priorities. An ability to exercise initiative, prioritise workloads and meet set deadlines.
3. Proven ability to provide computer and keyboard skills in a variety of software programs used across Canberra Health Services (CHS) systems and Microsoft Suite. Sound administration, and office management skills with reliability and a high attention to detail.
4. Demonstrated interpersonal, oral, and written communication skills including conflict resolution, negotiation, and liaison skills with internal and external stakeholders.
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.