Position overview

The Division of Women, Youth & Children provides a broad range of primary, secondary and tertiary health services to children, young people, families and women in the ACT and surrounding regions. The Division provides family centred, multidisciplinary services at Canberra Hospital and in Community Health Centres, client homes, schools and Child and Family Centres. The services within the Division of Women, Youth and Children include:

• Obstetrics and Gynaecology
• Maternal Fetal Medicine
• Paediatrics
• Neonatology
• Genetics
• Gender Services
• Enhanced Child Health Services
  • Developmental and Behavioural Paediatrics
  • Paediatric Forensic Medical Service
• Women’s Health Services
• Child and Adolescent Immunisation
• School Services
• Maternal and Child Health
• Early Family Support Services

Key Responsibilities

Under limited direction of the Administration and/or Operations Manager, the Personal Assistant provides high-level administrative and secretarial support to departmental leads and program directors across the Division of Women, Youth and Children. These roles are essential to the smooth operation of the department and requires a proactive individual with excellent time management, problem-solving capabilities, and strong communication skills. Roles remain flexible according to resourcing needs across the Division, positions will work across multiple sites.

1. Provide comprehensive administrative support to the departmental leads and program directors, including managing diaries, coordinating meetings, screening correspondence and phone calls, and initiating appropriate follow-up actions.
2. Maintain and manage accurate electronic and paper-based records to support human resource operations and meeting coordination.
3. Organise travel and accommodation arrangements for staff across the Division, ensuring all logistics are handled efficiently, including leave applications and travel reimbursements.
4. Process invoices, reconcile acquittals, and prepare financial documentation in accordance with departmental processes.
5. Support daily departmental operations, including procurement, contributing to projects aligned with strategic and operational goals of the Division, and effective use of the Digital Health Record (DHR) system for appointment scheduling, and patient support.
6. Perform other duties appropriate to the classification level that contribute to the effective functioning of the Division and the delivery of high-quality, person- and family-centered care.

Competencies

To be successful in this position, you will be someone who thrives on working in a fast-paced, stimulating and results-orientated environment.

• Demonstrates a proactive approach to tasks, anticipating needs and taking independent action to resolve issues and improve processes.
• Manages multiple priorities and deadlines effectively in a dynamic healthcare environment.
• Applies sound judgment and resourcefulness with a proactive approach.
• Communicates clearly and professionally with a wide range of stakeholders, fostering positive and collaborative working relationships.
• Cultivate positive team culture, aligned with our Team Charter.

Qualifications

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

Essential

• N/A

Desirable

• A level of knowledge and demonstrated ability in the use of health-based Information Technology (IT).
• Have an understanding of how the National Safety and Quality Health Service (NSQHS) indicators align with this role.

Experience

Essential

• N/A

Desirable

• Demonstrated experience in providing high-level executive and administrative support.
• 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:

• Pre-employment National Police Check.
• 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 ability to provide high level organisational and administrative support in a busy environment, including the ability to exercise initiative, prioritise workloads, and meet deadlines with minimal supervision.
2. Strong organisational and time management skills, with the ability to prioritise tasks, manage competing demands, and work independently or as part of a team with minimal supervision.
3. Demonstrated initiative and problem-solving skills, with the ability to adapt to a dynamic and complex work environment while maintaining attention to detail and service quality.
4. High-level computer literacy, including proficiency in Microsoft Office applications, Outlook, and experience with or the ability to learn ACT Health systems such as DHR, TRIM or equivalent records management 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.