Position overview

As the PA to Director and Clinical Director you will manage diary bookings, screen and direct phone calls, manage correspondence and provide secretariat duties.

Within the Division of Rehabilitation, Aged and Community Services (RACS) provides adult, child and youth general dental, restorative, special needs, General Anaesthetic (GA), Relative Analgesia (RA), and specialist Surgical and Orthodontic services to the eligible members of the ACT community. The service currently operates from five Community Health Centres and three hospitals across the ACT region, as well as operating within ACT corrective services and from mobile dental clinics as below:

• Gungahlin Community Health Centre – Six dental chairs
• Belconnen Community Health Centre – Eleven dental chairs
• City Community Health Centre - Ten dental chairs
• Phillip Community Health Centre - Ten dental chairs; and
• Tuggeranong Community Health Centre - Five chairs.
• Alexander Maconochie Centre (AMC)
• The Canberra Hospital
• Northside Canberra Hospital
• Calvary John James Hospital
• Mobile Dental Clinics -
  • Residential Aged Care mobile dental clinic
  • School mobile dental clinic
  • Targeted Access Program mobile dental clinic

Dental is a multidisciplinary program and consists of dentists, visiting oral surgeons, oral health therapists, dental therapists, prosthetists, orthodontists, dental assistants, laboratory technicians and administrative staff. Dental offers a range of dental services to the eligible members of the community for adult & child and youth dental services; this includes denture services and emergency dental.

The services are available Monday to Friday, from 8:30am to 5:00pm at the above-mentioned facilities and Community Health Centres.

Key Responsibilities

Under limited direction of the Director and Clinical Director you will:

1. Manage the daily administrative activities of the Director and Clinical Directors offices including screening and directing telephone calls and correspondence, diary management including coordination of the shared Directors inbox, secretariat support and arranging travel.
2. Monitor and manage the flow of all correspondence using TRIM, ensuring that deadlines are met.
3. Establish and maintain systems for managing activities and correspondence including updating SharePoint pages.
4. Provide secretariat support to the Director and Clinical Director for formal committees and working groups, management and other meetings as required.
5. Responsible for the coordination and preparation of agendas, briefs and minutes for relevant Oral Health Committees.
6. Undertake other duties appropriate to this level of classification which contribute to the operation of the organisation.

Competencies

Competencies required for the role include but are not limited to the following.

• Strong organisational skills.
• Highly developed communication skills.
• Sound ability to determine priorities and exercise initiative.

Qualifications

Essential

• N/A

Desirable

• N/A

Experience

Essential

• Previous experience as a Personal Assistant with a minimum 1-year experience.

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:

• 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.

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 and ability to provide high level administrative and secretarial services to the Directors and management team. This includes a high level of diplomacy and confidentiality.
2. Sound interpersonal, oral and written communication skills, including the ability to communicate with a diverse range of internal and external stakeholders in a diplomatic and professional manner.
3. Demonstrated high level skills in the ACTPS standard software suites and experience in TRIM and SharePoint or the ability to learn within a short time frame.
4. Demonstrated ability to work under pressure and contribute to a positive team environment.
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.