Position overview

The Infrastructure and Health Support Services, Facilities Management (FM) team have a dedicated team that covers a diverse range of functions. The Branch is responsible for planned and reactive maintenance, asset management (including infrastructure and patient support assets), strategic accommodation, minor works upgrades, utilities, engineering services, contracts and leasing for the Canberra Health Services property portfolio across the ACT.

The Assistant Manager of Business Operations is responsible for supporting the Manager of Business Operations to oversee and manage administrative functions for the Facilities Management team which includes processing of on-call timesheets, intake of maintenance work orders, payment of invoices, general administrative tasks such as Minute taking and staff support and training.

Key Responsibilities

Under limited direction of the Manager of Business Operations you will:

1. Provide administrative support across all areas of the Facilities Management team including but not limited to:
   1. Provision of secretariat support at meetings ensuring accurate documentation and timely distribution of minutes.
   2. Coordinating and managing reviews and updates to Facilities Management procedures and process to improve business operations and efficiencies.
   3. Processing and management of invoices on behalf of Facilities Management.
   4. Assistance with the preparation of reports for Facilities Management and the broader Infrastructure and Health Support services Division.
2. Oversight of the Facilities Management inbox including the development of processes relating to response to enquiries, raising work orders, processing invoices, filing of service reports and processing timesheets.
3. Supervise the work of the administration team and assist with complex aspects of the work.
4. Utilise Microsoft Office applications and other software systems such as Mainpac, SharePoint, IAM, Rapid Global and TRIM to support the Facilities Management team in the delivery of services.
5. Contribute to the development, implementation and progressive improvement of the sections culture, policies and processes relating to Facilities Management, contributing to quality improvement and accreditation activities.
6. Undertake other duties appropriate to this level of classification which contribute to the operation of the organisation.

Competencies

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

• Excellent administrative and client focused skills.
• Professional and personable with the ability to develop and maintain effective relationships with key stakeholders within the Directorate, across Government and industry to benefit the quality-of-service delivery from Facilities Management.
• Adaptability and flexibility to accommodate change and provide responsive services to meet clients’ needs.
• An organised approach to work, managing competing priorities and attention to detail on work undertaken.
• Behave with integrity, honesty and transparency in performing your duties, managing and using government resources, dealing with contractors and providers, and working with clients and customers.

Qualifications

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

Essential

• N/A

Desirable

• Prior experience in similar role.
• An organised approach to work, managing competing priorities with a high degree of drive.
• Adaptability and flexibility to accommodate change.

Experience

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

Essential

• N/A

Desirable

• Experience in Microsoft SharePoint, Content Manager and other applications.
• A minimum of five years in an administrative role.
• 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.

Prior to commencement

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

• 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.

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. Well-developed liaison and oral and written communication skills with strong interpersonal skills and the ability to work as part of a team.
2. Proven experience in developing and implementing local strategies, procedures and work practices that support operational efficiency and continuous improvement.
3. Demonstrated experience in coordinating and reporting on key performance indicators, data collection, analysis, preparation of reports, data quality management with a focus on using data to drive improvements.
4. Highly developed interpersonal, oral and written communication skills including the ability to interact, liaise and coordinate with and negotiate with other business units, stakeholders, clients, suppliers and contractors.
5. Demonstrates understanding of, and adherence to, safety and quality standards, work, health and safety (WH&S) and the positive patient experience. Display behaviors 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.