Position overview

Mental Health, Justice Health, Alcohol and Drug Services (MHJHADS) provides support to youth and adults via inpatient and outpatient settings, community health centres, justice health facilities and other community settings. MHJHADS aims to be socially inclusive and operate within a recovery-focussed and/or harm minimisation approach.

Reporting to the Head of the Academic Unit of Psychiatry and Addiction Medicine, this position will provide high level administrative support including all aspects of calendar management and secretariate duties to assist in the strategic and operational processes required to meet unit priorities.

Key Responsibilities

Under direction of the Head, Academic Unit of Psychiatry and Addiction Medicine, you will:

1. Provide administrative support to the Academic Unit of Psychiatry and Addiction Medicine (AUPAM), including but not limited to:
   • The preparation of reports, meetings and handbooks that relate to AUPAM.
   • Collation of teaching material and reports for the AUPAM program.
   • Assistance with the administration tasks required for the 4^th year examination process.
2. Manage the daily administrative activities required for the AUPAM including but not limited to, telephone calls, email correspondence, diary management, and liaising with external stakeholders and members of the directorate.
3. Monitor and manage the workflow of all correspondence, ensuring deadlines are met.
4. Undertake tasks and initiate action to ensure the timely response to requests for information.
5. Provide secretariate support for Unit meetings as required.
6. As required, provide support for finance functions including processing invoices, accounts payable and preparing reconciliations.
7. Maintain liaison with members of AUPAM and other personnel including medical, clinical staff and external stakeholders to ensure effective coordination of meetings and Unit priorities as required.
8. Provide administrative assistance to the Office of the Director of Clinical Services and the Director of Training through providing leave management and rostering support for senior and junior medical officers, as required.
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:

• Ability to work independently under limited direction, prioritise and coordinate activities to achieve outcomes within deadlines.
• Adaptability and flexibility to accommodate change with a solution focused attitude whilst providing response services to meet operational and stakeholder needs.
• Strong organisational skills with high attention to detail, initiative and drive.
• Excellent communication skills both written and oral.
• Uphold and integrate confidential information in daily tasks
• Proficient ICT skills and proven experience in the use of a variety of computer applications, including Microsoft Suite.
• Ability to use initiative and judgement in a fast-paced environment.

Qualifications

Essential

• N/A

Desirable

• Knowledge of Canberra Health Services software packages including DHR, Taleo, and Converga.
• Have an understanding of how the National Safety and Quality Health Service (NSQHS) indicators align with this role.

Experience

Essential

• Experience working within the area of administrative support; demonstrating administrative skills and the ability to exercise initiative, prioritise workloads and manage competing deadlines.

Desirable

• Prior experience in minute taking, diary management, invoicing and administrative support.
• 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.

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 experience in the provision of high-quality administrative support, including diary management, minute taking, and written information collation.
2. Demonstrated highly developed computer and keyboard skills and proven experience in a variety of software programs including Microsoft Suite.
3. Demonstrated well-developed interpersonal and communication skills, including the ability to liaise with staff at all levels, internal, and external stakeholders.
4. Proven organisational and office management skills including attention to detail, an ability to exercise initiative, prioritise workloads, and meet set deadlines.
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.