Position overview

The Women, Youth & Children Community Health Program teams within the Division of Community Health & Integrated Care 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 Women, Youth & Children Community Health Programs within Community Health & Integrated Care:

• Paediatric Gender Service
• Enhanced Child  Health Services
• Women’s Health  Services
• Child and  Adolescent Immunisation Team
• School Services
• Maternal and Child  Health
• Early Family  Support Services

This position provides Personal Assistant and secretarial support for the Program Director and Assistant Director of Nursing for Community Health Programs. The role requires a high level of time management skills with an ability to liaise effectively with staff at all levels. The position holder will be accountable to the WYC Director of Community Health Programs. The Director works in collaboration with Program leaders to provide professional governance for Maternal and Child Health Nurses, Nurse Educators, Counsellors, Allied Health professionals and technical officers within the Division.

Key Responsibilities

Under limited direction of the Administration Manager you will perform the role of administrative support to the program. You will:

1. Provide administrative support to the Program, including but not limited to the examination of incoming correspondence and initiating appropriate action, the screening and classifying of inward telephone calls and attending to and taking appropriate action on enquiries relating to program functions. This would also include the registering, classifying and indexing of files, coordinating record requests, managing stock requisitions and the electronic appointment diary and liaising with other areas of the Health Portfolio and external agencies as required.
2. Provide administrative and secretarial support to the program including the co-ordination of ministerial, complaints and consumer feedback and the preparation of draft correspondence and reports as necessary.
3. Provide financial services including the reconciling of credit card acquittals and the processing of invoices to accounts payable.
4. Provide secretariat support to Program Committees including the preparation of agenda and taking and transcribing of minutes. This may also extend to broader Division level meetings.
5. Coordinate travel, conferences and meetings for all members of the Community Health Programs and Allied Health within Women Youth and Children.
6. Undertake background research and projects as required.
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.

• Have accountability for the completion of allocated tasks, mandatory trainings, making decisions within defined parameters relating to the area of responsibility.
• Have responsibility for planning own work goals and priorities that align with the business unit and achieve own and team outcomes.
• Work under general supervision and direction, exercising some autonomy regarding how work tasks are performed.
• Cultivate positive team culture, aligned with our Team Charter.
• Be adaptable and flexible to accommodate change and provide a range of core customer services.

Qualifications

Specific qualifications 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).

Experience

Specific experience includes but is not limited to the following.

Essential

• N/A

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.
• Current registration issued under the Working with Vulnerable People (Background Checking) Act 2011.

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.
• Comply with all relevant clinical and/or competency standards.

Be available for weekend and/or after-hours work. 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 in providing administrative support, with the ability to actively solve problems and use initiative within the competing demands of a complex work environment.
2. Excellent interpersonal and communication skills including the ability to negotiate and liaise with professional staff and the public.
3. Demonstrated ability to organise workload and manage competing priorities with limited supervision.
4. Demonstrated extensive experience in computer applications, including Microsoft Office and Outlook. Knowledge of Trim or the capacity to learn it is essential.
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.