Position overview

The Infrastructure and Health Support Services, Facilities Management (FM) team have a dedicated team that covers a diverse range of functions. The Branch is responsible for planned and reactive maintenance, asset management (including infrastructure and patient support assets), strategic accommodation, minor works upgrades, utilities, engineering services, contracts, and leasing for the Canberra Health Services property portfolio across the ACT.

The Manager of Business Operations is responsible for providing oversight and management of administrative functions for the Facilities Management team which includes HR management and staff rostering, management of the FM call centres and intake of maintenance work orders, financial management, general administrative tasks, team leadership, and reporting functions across the Division.

Key Responsibilities

Under limited direction of the Director of Corporate Services and Planning you will:

This role is responsible for driving continuous improvement, ensuring compliance with organisational governance requirements, and maintaining a resilient, high‑performing team that delivers consistently high‑quality administrative services and customer support, while meeting and reporting against established KPIs and service delivery standards.

1. Lead, manage, and provide strategic oversight of the FM administration functions including the coordination of workforce capability, development through mentoring, performance management frameworks, and targeted training initiatives.
2. Drive continuous compliance and improvement within organisational governance requirements.
3. Coordinate and oversee the delivery of administrative support across all Facilities Management functions, including but not limited to:
   • Coordinating and providing high level secretariat services, including the preparation, coordination, and follow up of meetings and associated documents.
   • Leading and coordinating the review, development, and continuous improvement of FM policies, procedures, and business processes to enhance operational effectiveness, efficiency, and compliance.
   • Overseeing the end-to-end management and processing of invoices on behalf of FM ensuring accuracy, timeliness, and adherence to financial governance requirements.
   • Contribute to the development, coordination and preparation of high-quality reports, briefs, and correspondence for FM and the Division.
4. Support the coordination of recruitment activities across the Facilities Management team, including position description management, advertisement processing, and coordinating secretariat support as required.
5. Provide strategic leadership and oversight in the development, implementation, and continuous improvement of FM’s culture, including driving quality improvement initiatives, ensuring alignment with organisational objectives, and contributing to accreditation and compliance activities.
6. Utilise Microsoft Office applications and other software systems such as Mainpac, SharePoint, IAM, Rapid Global, and TRIM to support the Facilities Management team in the delivery of services.
7. 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:

• Excellent high level administrative and client focused skills.
• Professional and personable with the ability to develop and maintain effective relationships with key stakeholders within the Directorate, across Government and industry to benefit the quality-of-service delivery from Facilities Management.
• Adaptability and flexibility to accommodate change and provide responsive services to meet clients’ needs.
• An organised approach to work, managing competing priorities and attention to detail on work undertaken.
• Behave with integrity, honesty and transparency in performing your duties, managing and using government resources, dealing with contractors and providers, and working with clients and customers.

Qualifications and Experience

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

Essential

• A minimum of five years in an administrative role.
• Experience in Microsoft SharePoint and other applications.

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.

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 providing leadership and direction to administrative support teams, fostering a high‑performance culture that supports organisational priorities including workforce planning, performance management and leading change in a complex operating environment.
2. Proven ability to manage and oversee complex business operations, including financial and budget management.
3. Significant experience in setting and reporting on strategic priorities and key performance measures, and the development of local strategies, procedures and work practices to support organizational objectives.
4. Highly developed interpersonal, oral and written communication skills include the ability to interact, liaise, and coordinate with and negotiate with other business units, stakeholders, clients, suppliers, and contractors.
5. Demonstrates 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.