Position overview

Executive Assistants play a key role in supporting the operations of the office of an Executive Director at CHS. High performing Executive Assistants provide day to day support to senior staff, including managing their diaries, ensuring they are in the right place in the right time, and have the information they need to perform their role. More information about the duties of an Executive Assistant at CHS are detailed in the section below.

Successful candidates will be placed in a merit pool to fill current and future vacancies.

The successful candidates may be expected to work at various CHS sites including Canberra Hospital in Garran, the University of Canberra Hospital in Bruce and the City Community Health Centre. Flexible working arrangements can be negotiated for successful candidates and are dependent on the needs of your Executive Director, however your role as an Executive Assistant working to an Executive Director requires presence primarily in the office environment.

Key Responsibilities

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

1. Manage the General Managers diary and email correspondence, ensuring prompt action is taken on all matters including prioritising urgent tasks.
2. Manage the daily activities of the General Manager, including screening telephone calls, drafting correspondence, coordinating travel, finances and liaising with other members of the team.
3. In consultation with senior staff and the Business Manager, ensure that  the General Manager is appropriately briefed for meetings.
4. Liaise with other CHS Executive Offices and Divisions, other professional bodies, and the public on related matters, including preparation of correspondence.
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. Liaise on behalf of the Executive Office in a timely manner and prepare documents/reports.
8. Undertake other duties appropriate to this level of classification which contribute to the operations of the organisation.

Competencies

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

• Strong organisational skills with a high degree of initiative and drive.
• Ability to build rapport with people and maintain positive and productive working relationships.
• 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

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

Experience

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

Essential

• Several years’ work experience in a similar role and role environment.
• Prior experience in providing high-level administrative support to a senior staff member or executive.

Desirable

• Prior experience in health administration, specifically Mental Health, Justice Health or Alcohol and Drug Services will be highly desirable.
• Prior experience in developing and manager external stakeholder relationships.
• Prior secretariat experience.
• 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.

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 organisational and office management skills, with the ability to exercise initiative, prioritise workloads and manage competing deadlines in a changing and challenging environment.
2. 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.
3. Demonstrated ability to work independently and in a small team to achieve organisational outcomes.
4. Proven experience in computer applications, including the Microsoft Office, and the ability and willingness to learn new systems.
5. Demonstrates understanding of, and adherence to, safety and quality standards, Work Health and Safety 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.