Position overview

Key Responsibilities

Under limited direction of the Manager of Strategic Projects. 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 and minute taking.
2. Provide further assistance and administrative support to the ACT Pathology senior leadership group and contribute to a collaborative work environment by supporting team activities, organising events and facilitating effective communication across teams.
3. 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.
4. Liaise with internal and external stakeholders to build strong working relationships to achieve successful business outcomes, including representing ACT Pathology (where appropriate) across various CHS committees and other projects.
5. Prepare and coordinate briefs, reports, presentations and key documentation to support strategic decision-making, executive operations and departmental performance reporting.
6. 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.
7. Process and track financial matters including invoices, purchase orders and credit card acquittals, in line with operational requirements for Canberra Health Services.
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. 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.

• Ability to work independently under limited direction, prioritise and coordinate activities to achieve outcomes within tight deadlines.
• Adaptability and flexibility to accommodate change with a solutions focus attitude whilst providing responsive services to meet Executive, operational and stakeholder needs.
• Strong organisational skills with high attention to detail, initiative and drive.
• Strong communication and interpersonal skills with demonstrated capability to effectively communicate with a wide range of staff across the organisation and with both internal and external stakeholders.
• Ability to work effectively independently and within a team.
• Ability to work independently under limited direction, prioritise and coordinate activities to achieve outcomes within tight deadlines.
• Strong organisational skills with a high degree of drive.
• Flexibility to accommodate change and provide responsive services to meet operational and client needs.

Qualifications and Experience

Specific qualifications and experience include, but are not limited to, the following.

Essential

• Relevant public sector or equivalent experience.

Desirable

• Previous experience in an Executive support role.
• Fulfil the responsibilities of this role in alignment to 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, prioritise workloads and managing competing deadlines 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 in the use of a variety of computer applications, including Microsoft Suite, TRIM, CTM and digital application management 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.