Position overview

The Executive Assistant plays a key role in supporting the operations of the office of an Executive Director at CHS. A high performing Executive Assistant provides 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.

The successful candidate may be expected to work at various CHS sites including Canberra Hospital in Garran and the University of Canberra Hospital in Bruce. 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

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

1. Manage the Executive Director’s diary, email correspondence, and ensure prompt action is taken on all matters and that urgent matters are prioritised.
2. Manage the daily activities of the Executive Director, including screening telephone calls, drafting correspondence, coordinating travel, finances and liaising with other members of the team.
3. Process invoices, managed Cabcharge vouchers and reconcile acquittals including Corporate Credit Card.
4. In consultation with senior staff and the Executive Officer, ensure that the Executive Director is appropriately briefed for meetings.
5. Liaise with other CHS Executive Offices and Divisions, and other professional bodies, media, and the public on related matters, including preparation of correspondence.
6. Provide secretariat and administrative support for high level committees, including timely responses to requests for information.
7. Establish and maintain systems for records management and support the operational management of the office.
8. Liaise on behalf of the Executive Office in a timely manner and prepares documents/reports.
9. Undertake other duties appropriate to this level of classification which contribute to the operations of the organisation.

Competencies

Specific competencies 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 and Experience

Specific qualifications and experience includes, but is not limited to, the following.

Essential

• Demonstrated experience in providing high-level executive and administrative support.
• High level computer literacy, including proficiency in Microsoft Office applications and Outlook.

Desirable

• Have an understanding of how the National Safety and Quality Health Service (NSQHS) indicators align with this role.
• 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.
• display behaviour consistent with CHS’s values of reliable, progressive, respectful and kind.

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. 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.