Position overview

The Division of Cancer and Ambulatory Support (CAS) provides a comprehensive range of assessment, diagnostic and treatment services through inpatient, outpatient, and community settings. The Division is also responsible for the Central Outpatients Department, and the Canberra Region Cancer Centre (CRCC).

The Canberra Region Cancer Centre (CRCC) is a modern integrated facility delivering multidisciplinary cancer care to patients across the ACT and southern NSW. Located at Canberra Hospital, it provides specialised services in medical and radiation oncology, haematology, cancer nursing, allied health, and palliative care.

The role of the Executive assistant to the Executive Director for Cancer and Ambulatory support is to provide executive level support to the Executive Director and the Cancer and Ambulatory Support Leadership group. This position is integral to the Executive team in ensuring the Office of the Executive Director is managed Professionally and workflow is completed in a timely manner and to a high standard.

To be successful you will be a consummate professional, be confident in a fast-paced work environment, be adaptable and responsive, be able to quickly acquire knowledge and understanding of situations and subject matter and cultivate productive working relationships with a range of stakeholders.

Key Responsibilities

Under limited direction of the CAS Executive Director, you will:

1. Provide high-level administrative and executive support to the Executive Director, including effective office management, diary, email and telephone management, meeting coordination, travel arrangements, and the preparation, tracking and actioning of correspondence, presentations and meeting papers.
2. Manage the generic mailbox and coordinate timely responses to correspondence, including ministerial briefings, consumer complaints and other requests for information, ensuring matters are progressed appropriately and within required timeframes.
3. Prepare and coordinate briefs, reports, presentations and key documentation to support strategic decision-making, executive operations and departmental performance reporting.
4. Manage and coordinate human resource and shared services activities, including staff requisitions, recruitment, leave, salary reports and staff selection reports, in accordance with organisational requirements.
5. Process and track financial matters including invoices, purchase orders and credit card acquittals, in line with operational requirements for Canberra Health Services.
6. Undertake research and provide high-level administrative and operational support, including preparing routine reports, initiating action on requests for information, and contributing advice to executive-level discussions.
7. Support stakeholder engagement, meetings and project activities by preparing briefings, coordinating documentation, and contributing to the planning, implementation and management of initiatives aligned with business goals and policies.
8. Maintain accurate and organised records, systems and databases to support executive, team and business operations, and promote effective coordination across teams to improve service delivery and workflow efficiency.
9. Provide assistance to the Executive Officer and other members of the CAS leadership team and contribute to a collaborative work environment by supporting team activities, organising events and facilitating effective communication across teams.
10. Undertake other duties appropriate to this classification level that contribute to the effective operation of the section and support the delivery of high-quality, person and family-centred, safe patient care.

Competencies

Specific competencies include but are not limited to the following:

• Strategic thinking and Health ICT System awareness.
• Strong interpersonal skills with ability to work with clinical and no-clinical staff.
• Adaptability and flexibility to accommodate change and provide responsive services to meet organisational objectives in a dynamic, clinical environment.

Qualifications

Specific qualifications include, but is 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

• Relevant public sector or equivalent experience.

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.

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 success in executive support including preparation and coordination of calendars and documents such as official minutes, submissions, policies and correspondence.
2. Exceptional organisational skills and demonstrated ability to be proactive, flexible and to manage competing priorities, while working under pressure and in a changing work environment.
3. Proven interpersonal and communication skills, both written and oral, with the ability to manage sensitive and confidential issues, to liaise with internal and external stakeholders at a range of levels and to develop corporate relations and networks.
4. High-level ICT skills and demonstrated experience using a range of computer applications, including content manager, word processing, spreadsheets, power-point, adobe and organisational charting software in a windows environment.
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.