Position overview

Adult Acute Mental Health Services (AAMHS) incorporates the Adult Mental Health Unit (AMHU), Ward 12B Mental Health Unit, and the Mental Health Short Stay Unit (MHSSU).

The AMHU is a 40‑bed inpatient facility comprised of a High Dependency Unit (HDU) and a Low Dependency Unit (LDU). Ward 12B is a 10 bed low dependency inpatient unit for people experiencing moderate to severe mental illness. The MHSSU is a 6 bed low dependency inpatient unit for people requiring extended mental health assessment and/or treatment initiation.

These units provide contemporary, evidence‑based services that deliver high quality mental health care guided by the principles of Recovery. The service aims to deliver collaborative care involving the patient, their carers, and other key services.

The Office Manager of 12B and MHSSU reports directly to the Administration Manager of AIMHS, and secondarily to the Clinical Nurse Consultant of 12B and MHSSU. The Office Manager provides administrative support to the clinical staff and teams for both MHSSU and 12B.

This position is responsible for facilities management, general administrative tasks, front‑of‑house duties, and other related administrative functions appropriate to the level. The role is also responsible for providing high‑quality customer service to consumers, visitors and staff across the areas.

Key Responsibilities

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

1. Under minimal direction, provide administrative assistance to the CNC and team at 12B & MHSSU including but not limited to:
   • Reception/ward clerk duties and act as the first point of contact.
   • Receiving and screening telephone call for appropriate action
   • Secretariat support including scheduling meeting, taking and processing minutes
2. Provide support for financial and operational functions including but not limited to:
   • Oversight of fleet vehicles.
   • Facilities management.
   • Processing invoices and accounts payable.
   • Procurement.
3. As directed, coordinate and follow up correspondence, reports, and documentation as necessary as part of the provision of effective administration support.
4. Provide basic human resource and support for the CNC and Administration Manager.
5. 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:

• Strong organisational skills with a high degree of drive.
• Ability to manage confidential and sensitive information.
• Ability to work within a multi-disciplinary team and adapt quickly to a changing environment.
• Adaptability and flexibility to accommodate change and provide responsive services to meet clients’ needs.
• Strong communication and interpersonal skills.
• Ability to proactively problem solve.

Qualifications

Essential

• Drivers Licence.
• 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.

Desirable

• Knowledge of Canberra Health Services software packages including DHR, Taleo, and APIAS.
• High level written & oral communication skills.

Experience

Essential

• Strong organisational skills with a high degree of drive.
• Ability to manage confidential and sensitive information.
• Strong communication and interpersonal skills.

Desirable

• Ability to work within a multi-disciplinary team and adapt quickly to a changing environment.
• Adaptability and flexibility to accommodate change and provide responsive services to meet clients’ needs.

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. Demonstrates a strong customer service focus, consistently delivering professional, punctual, and courteous support while adhering to best‑practice service standards.
2. Brings proven experience in administrative and office management support within multidisciplinary teams, including records management, coordination of supplies and assets, and ensuring all tasks are completed with a high level of accuracy and attention to detail.
3. Possesses strong interpersonal and verbal communication skills, with the ability to liaise, consult, and negotiate effectively with internal and external stakeholders.
4. Displays well developed organisational and communication skills, with the ability to prioritise workloads, work independently, and collaborate effectively as part of a multidisciplinary team.
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.