Position overview

The Division of Surgery is responsible for delivering inpatient and outpatients surgical services to the ACT and surrounding region. The Division includes the ACT Trauma Service, Acute Surgical Unit, Cardiothoracic Surgery, General Surgery, Intensive Care Unit, Neurosurgery, Oral Maxillofacial Surgery, Ophthalmology, Orthopaedic Surgery, Otolaryngology Head and Neck Surgery, Paediatric Surgery, Pain Management Unit, Plastic Surgery, Retrieval Services, Urology, Vascular Surgery and the Trauma and Orthopaedic Research Unit.

The Executive Assistant supports the Executive Director of the Division of Surgery. Under the direction of the Operations Manager and the Executive Officer, this position is responsible for providing a wide range of support and coordination to the Executive Director and their teams, including diary management and meeting support, documentation coordination and secretariat support as well as liaison with other executive offices, team members and stakeholders.

Key Responsibilities

Under limited direction you will provide executive administration support to the Executive Director and broader Executive Office. You will:

1. Manage the daily activities of the Executive Director of Surgery, including screening telephone calls, drafting correspondence, coordinating travel, finances and liaising with other members of the team.
2. In consultation with the Operations Manager and Executive Officer, ensure that the Executive Director is appropriately briefed for meetings.
3. Maintain liaison with CHS Executive Offices and Divisions, and other professional bodies, media, and the general public on divisional business, including preparation of correspondence.
4. Manage the Executive Director’s diary, email correspondence, ensure prompt action is taken on all matters and that urgent matters are prioritised.
5. Provide secretariat and administrative support for high-level committees, including timely responses to requests for information.
6. Establish and maintain systems for records management and support the operational management of the office.
7. Undertake other duties appropriate to this level of classification which contribute to the operation of the organisation.

Competencies

To be successful in this position, it is expected that you will have the following attributes:

• Strong organisational skills with a high degree of initiative and drive.
• Ability to be agile, flexible and respond to meet changing operational priorities.
• Strong attention to detail with a high level of accuracy.

Qualifications

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

Essential

• N/A

Desirable

• N/A

Experience

Essential

• Experience in providing high-level administrative support to an executive or other senior staff member.

Desirable

• Health service administration experience.
• Experience as a committee secretariat.
• Have an understanding of how the National Safety and Quality Health Service (NSQHS) indicators align with this role.

Prior to commencement

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

• 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.

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. Demonstrated experience in the provision of high-level support services to a Senior Executive.
2. Proven organisational and office management skills, with the ability to exercise initiative, prioritise workloads and manage competing deadlines in a changing environment.
3. Proven excellent interpersonal and communication skills, both written and verbal, and the demonstrated ability to manage sensitive and confidential issues, liaise with internal and external stakeholders at a range of levels and to develop corporate relations and networks.
4. Proven experience in computer applications, including the Microsoft Suite and experience with a Records Management document tracking system.
5. Demonstrated 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.