Position overview

Under general direction this position provides administrative support to Outpatient Departments within the Division of Medicine 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 of the Respective Department.

Key Responsibilities

Under limited direction of the Office Manager and Administration Manager you will perform a range of administration duties to ensure efficient running of outpatient clinics. You will:

1. Assist with the administrative functions of the Canberra Hospital Division of Medicine Outpatient Departments including but not limited to:
   • The management of outpatient medical, nursing, and allied health clinics, diagnostic procedures, and investigations scheduling.
   • Registering referrals.
   • Assist with the provision of reception services.
   • Provide general office administrative support to consultants, CNC, allied health, and registrars within the services.
2. Record management.
3. Coordination and setup clinics in the relevant IT systems.
4. Maintain appropriate records and data into CHS, TCH and Outpatient databases and IT systems relevant to the unit/organisation.
5. 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.
6. Deliver high quality customer service, commit to the implementation of workplace diversity principles, and participate in workplace health and safety (WHS) activities.
7. Maintain stock levels and order supplies as required of the 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:

• 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

Essential

• N/A

Desirable

• Have an understanding of how the National Safety and Quality Health Service (NSQHS) indicators align with this role.

Experience

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.
• Current registration issued under the Working with Vulnerable People (Background Checking) Act 2011 is required.
• 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.

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 ability to actively solve problems and use initiative within the competing demands of a complex work environment.
2. 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.
3. Demonstrated understanding of confidentiality procedures and practices in relation to a healthcare environment.
4. 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.
5. 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.