Position overview
Under general direction of the office manager in Division of Medicine this position provides administrative support to Centre Of Personalised Medicine within the Executive Director of Medical Services by assisting with the management of referrals and the booking and scheduling of appointments, billing of services rendered and patient record management whilst providing a high level of customer service as well as other general administrative duties.
The successful applicant will need to possess a strong work ethic and ability to adapt to a constantly changing environment, be committed to achieving positive results for the department and continually apply judgement, intelligence and common sense.
This position will report to the Office Manager within the Division of Medicine.
This is a 0.5 FTE part-time position; 36.75 hours per fortnight.
Key Responsibilities
Specific responsibilities include, but are not limited to, the following.
Under limited direction of the Office Manager and Administration Manager within the Division of Medicine you will perform a range of administration duties to ensure efficient running of the Centre for Personalised Medicine (CPM) outpatient clinic. You will:
- Assist with the administrative functions of the Canberra Hospital CPM outpatient clinic including but not limited to:
- The day to day operational management of CPM clinic, including scheduling diagnostic procedures, investigations scheduling and interstate blood collection & delivery.
- Management of referrals and patient results.
- Provision of reception services.
- Provide general office administrative support to consultants, CNC, allied health, and registrars within the service.
- Record management.
- Coordination and setup clinics in the relevant IT systems.
- Maintain appropriate records and data into CHS, TCH and Outpatient databases and IT systems relevant to the unit/organisation.
- Knowledge of the Medical Benefits Schedule and ability to apply this knowledge into practice by raising and processing Medicare invoices (DB4) in accordance with the Medicare Benefits Scheme.
- Deliver high quality customer service, commit to the implementation of workplace diversity principles, and participate in workplace health and safety (WHS) activities.
- Maintain stock levels and order supplies as required of the department.
- 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.
- Have a general understanding of the role and functions of the agency, aware of issues that may impact on allocated work tasks.
- Exercise independent judgement and resolve workplace issues with a degree of guidance and monitoring from more senior staff.
- Work under general supervision and direction, exercising some autonomy regarding how work tasks are performed.
- Liaise with internal and external stakeholders on administrative and operational matters.
- Apply standard procedures to meet stakeholder requirements, help solve stakeholder problems and seek assistance as appropriate.
- Cultivate effective stakeholder relationships within defined parameters.
- Resolve customer enquiries, provide information and options, and/or refer customers to the appropriate government or community service.
- Check the accuracy of information and work.
- Undertake straightforward quality assurance tasks or activities.
- Undertake assigned audit tasks under supervision.
Qualifications
Specific qualifications include, but are not limited to, the following.
Essential
- N/A
Desirable
- Have an understanding of how the National Safety and Quality Health Service (NSQHS) indicators align with this role.
Experience
Specific experience includes but is not limited to the following.
Essential
- Proficiency with Microsoft Office Suite (Outlook, Word, Excel etc.)
Desirable
- Prior administrative experience working in a health care setting will be highly desirable.
- 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.
- 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.
- Proven ability to actively solve problems and use initiative within the competing demands of a complex work environment.
- Demonstrated computer and keyboard skills, and experience in a variety of computer software programs including CHS systems, Microsoft office programs, and ability to accurately record information whilst adhering to records management and IT policies.
- Demonstrated understanding of confidentiality procedures and practices in relation to a healthcare environment.
- Well-developed interpersonal skills and oral communication skills, including the ability to liaise, consult, and negotiate with stakeholders and work independently as well as in a team environment.
- Demonstrates understanding of, and adherence to, safety and quality standards, work, health, and safety (WH&S) and positive patient experience. Displays behavior 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.
| Administrative | Frequency |
|---|---|
| Telephone use | Frequently |
| General computer use | Frequently |
| Extensive keying/data entry | Frequently |
| Graphical/analytical based | Occasionally |
| Sitting at a desk | Frequently |
| Standing for long periods | Occasionally |
| Psychosocial demands | Frequency |
|---|---|
| Distressed People e.g. Emergency or grief situations | Occasionally |
| Aggressive & Uncooperative People e.g. drug / alcohol, dementia, mental illness | Occasionally |
| Unpredictable People e.g. Dementia, mental illness, head injuries | Occasionally |
| Restraining e.g. involvement in physical containment of clients/consumers | Never |
| Exposure to Distressing Situations e.g. Child abuse, viewing dead / mutilated bodies; verbal abuse; domestic violence; suicide | Occasionally |
| Physical demands | Frequency |
|---|---|
| Distance walking (large buildings or inter-building transit) | Occasionally |
| Working outdoors | Never |
| Manual handling | Frequency |
|---|---|
| Lifting 0 - 9kg | Frequently |
| Lifting 10 - 15kg | Occasionally |
| Lifting 16kg+ | Never |
| Climbing | Never |
| Running | Never |
| Reaching | Frequently |
| Kneeling | Occasionally |
| Foot and leg movement | Frequently |
| Hand, arm and grasping movements | Frequently |
| Bending/squatting | Occasionally |
| Bend/Lean Forward from Waist/Trunk twisting | Occasionally |
| Push/pull | Occasionally |
| Sequential repetitive movements in a short amount of time | Occasionally |
| Travel | Frequency |
|---|---|
| Frequent travel – multiple work sites | Occasionally |
| Frequent travel – driving | Never |
| Specific hazards | Frequency |
|---|---|
| Working at heights | Never |
| Exposure to extreme temperatures | Never |
| Operation of heavy machinery e.g. forklift | Never |
| Confined spaces | Never |
| Excessive noise | Never |
| Low lighting | Occasionally |
| Handling of dangerous goods/equipment e.g. gases; liquids; biological. | Never |
| Slippery or uneven surfaces | Occasionally |
Directorate: Canberra Health Services
Division: Executive Director Medical Services
Business Unit: Centre of Personalised Medicine
Position number: P72134
Position title: Booking and Scheduling Officer
Classification: Administrative Service Officer Level 3
Location: The Canberra Hospital
Reporting relationships: Direct Manager: Office Manager, Division of Medicine
Manager +1: Business Manager, Division of Medicine
Canberra Health Services (CHS) is focussed on the delivery of high quality, effective, person-centred care. We provide acute, sub-acute, primary and community‐based health services, to the Australian Capital Territory (ACT) and surrounding regions. More information can be found on the CHS website.
Our Vision: creating exceptional health care together
Our Role: to be a health service that is trusted by our community
Our Values: Reliable, Progressive, Respectful and Kind