Position overview

This position reports to the Administration Manager (reporting) and Business Manager (line).

This position will provide high level administrative support to the Unit Director and senior leadership team withing a department. It also provides leadership and supervision to the relevant department’s administration team. You will also be responsible for supporting divisional data, operational and policy requirements.

Outpatient Services (Ambulatory Care) includes all health services provided without the need for admission to hospital. A wide range of services are offered in Medicine Ambulatory Care settings including assessment and follow up appointments which allow clients to better manage acute and chronic conditions while reducing the reliance on hospitals.

Key Responsibilities

Under limited direction of the Administration Manager and Business Manager you will perform Office Management and Administration Team Leader duties. You will:

1. Manage the office of the Unit with daily administration tasks and unit governance including, but not limited to:
   • Managing the Unit Director’s calendar and inbox and providing support to the unit’s health professional staff.
   • Maintaining and managing data bases, filing systems, and research matters.
   • Secretarial Support including scheduling and preparation of meeting papers, recording, and transcribing of meeting minutes.
   • Assisting the Unit Director with departmental fiscal matters including Special Purpose Accounts, research funding, Divisional scorecard reporting, inpatient billing, revenue, processing invoices, ordering of stationery and non-stock requisitions.
2. Assisting the Unit Director and Administration Manager with basic human resource functions including the management of leave applications, travel applications, timesheets, and recruitment.
3. Monitoring and supervising the workflow and workload of booking & scheduling officers, ensuring deadlines are met in an efficient and accurate manner.
4. Assisting the Unit Director and Administration Manager to streamline processes and identify quality issues and assist with quality assurance and improvement opportunities within the unit.
5. Maintaining liaison with members of the management team and other personnel including doctors and patients as applicable to ensure effective coordination of the department’s activities.
6. 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:

• Contribute positively to strategic planning and provide sound advice and recommendations which influence the decisions made by others, including supervisors and peers.
• Have accountability for completion of allocated tasks for yourself and your team.
• Contribute new ideas and maximise the benefits of change, including the identification of opportunities to improve the efficiency of business processes and mitigate risk.
• Maintain rapport and liaise with internal and external stakeholders on moderately complex operational and administrative matters.
• Resolve moderately complex enquiries from stakeholders and provide information and advice as a representative of the work area.
• Undertake procedural, clerical, administrative support or operational tasks including some research and analysis activities.
• Coordinate the workflow and supervise lower classification levels, including monitor work practices, set priorities within the work area, and develop local procedures.
• Coach employees, identify training needs, provide quality assurance of work and the provision of constructive feedback on performance.
• Provide administrative support and secretariat duties including drafting correspondence using agreed formats.
• Assist in the delivery of projects under the direction of higher classification levels.

Qualifications

Essential

• N/A

Desirable

• Certificate/Diploma or other tertiary qualification in business administration, frontline management, human resources or similar.
• Have an understanding of how the National Safety and Quality Health Service (NSQHS) indicators align with this role.

Experience

Essential

• Previous experience working in administrative roles.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel etc.)

Desirable

• Experience working in a public healthcare environment.
• Prior healthcare management and personal administration experience.
• Experience providing secretarial 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:

• 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 high level organisational and office management skills including the ability to exercise initiative, prioritise workloads and meet deadlines within a complex and multi-disciplinary work environment.
2. Demonstrated ability to manage and provide leadership to administrative staff, set priorities, and adjust workflows according to the unit’s priorities.
3. Demonstrated knowledge and experience in using computer software applications including Microsoft Office and CHS information management systems or similar.
4. Sound interpersonal and communication skills including conflict resolution, negotiation, and liaison skills.
5. Demonstrates understanding of, and adherence to, safety and quality standards, work, health, and safety (WH&S) and the positive patient experience. Displays behavior 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.