Position overview

The Division of Women, Youth & Children (WYC) provides a broad range of primary, secondary and tertiary health services. The division has a strong focus on clinical governance to ensure quality of services this is underpinned by our partnerships with our consumers and other service providers. We are a family centred, multidisciplinary team that delivers care in Canberra Health Services.

The position reports to the Executive Officer, WYC and provides high-level administrative support to the Clinical Director and the broader Executive administration team. The role operates under limited direction and exercises sound judgement in prioritising tasks and managing competing demands. Key responsibilities include the preparation of a wide range of correspondence, proactive diary and inbox management, coordination of meetings and meeting room bookings and the provision of secretariat support to committees. The role also supports human resource and financial management processes in line with organisation requirements. In addition, the position plays a key coordination role in supporting the management and governance of WYC policies and procedures, ensuring robust processes for development, consultation, compliance, tracking, review and publication are effectively implemented and maintained.

Key Responsibilities

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

Under limited direction of the Executive Officer, you will perform the role of Executive Support Officer. You will:

1. Provide high-level, proactive executive and administrative support to the Clinical Director’s Office This includes but is not limited to:
   • Management of the diary, prioritising competing demand and co-ordinate internal and external meetings.
   • Act as a point of contact, screening, prioritising and responding to incoming phone calls, correspondence and enquiries, escalating where appropriate.
   • Organise travel and accommodation as required.
   • Maintain accurate and compliant record management and HR requirements.
   • Process invoices and financial documentation efficiently.
   • Provide high-level secretariat and administrative support to committee and working groups, including timely responses to requests for information.
2. Coordinate and support the management of WYC policy and procedure processes, ensuring alignment with organisational standards ensuring alignment with organisational standards. This includes supporting development and review processes, coordinating stakeholder consultation, maintaining registers and tracking review cycles, and assisting with monitoring compliance and identifying risks.
3. Provide administrative and coordination support to governance functions, including quality assurance processes , and assisting with evidence collection and documentation for accreditation and short notice assessment preparation.
4. Under the direction of the Executive Officer, provide support with correspondence, briefing preparation, meeting coordination/secretariat responsibilities, and task tracking as required.
5. Undertake additional duties as required, consistent with the scope, responsibilities and classification of the role.

Competencies

Specific competencies include but are not limited to the following.

CHS is committed to workforce diversity and to creating an inclusive workplace. As part of this commitment, we welcome applications from all diversity groups. Aboriginal and Torres Strait Islander peoples, people with disability and people who identify as LGBTQIA+ are particularly encouraged to apply.

• Strong organisational skills with a high degree of drive.
• Adaptability and flexibility to accommodate change and provide responsive services to meet clients’ needs.
• Good communication and interpersonal skills.
• Ability to respond to and prioritise competing and often urgent requests in a calm and efficient manner.

Qualifications & Experience

Specific qualifications & Experience include, but are not limited to, the following.

Essential

• Computer literacy skills are required including spreadsheets and databases as these are used frequently.

Desirable

• Previous experience using HP Records Manager 8 (aka. TRIM).
• Previous experience using the Digital Health Record.
• Previous experience working in the health sector.
• 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.
• Comply with Canberra Health Services Occupational Assessment, Screening and Vaccination policy.
• Current registration issued under the Working with Vulnerable People (Background Checking) Act 2011 is required.

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 experience in providing executive support, including exceptional written and verbal communications skills, sound judgement, and the ability to engage effectively with senior stakeholders.
2. Demonstrated experience in coordinating and supporting policy and procedure processes, including development, consultation, document control, tracking of review cycles, and ensuring compliance with organisation and governance requirements.
3. Proven ability to work under limited direction both autonomously and collaboratively, supported by strong organisational problem-solving and critical thinking skills. Proven capacity to exercise initiative, manage competing priorities, and maintain high performance in a complex and fast-paced environment while contributing to positively to team outcomes.
4. High level of computer and keyboard skills, additionally experience in a variety of software programs including ACT Health systems, Microsoft Suite and TRIM or the ability to learn TRIM correspondence tracking system.
5. Demonstrate 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.