Position overview

The Senior Support Officer provides high‑level administrative and professional support to the Procurement and Supply (P&S) Branch, enabling the effective delivery of strategic, governance, and operational priorities. Reporting directly to the Senior Director, the role is responsible for coordinating office functions, committee secretariat services, and administrative support for the Procurement and Supply leadership team.

A key responsibility of the position is the provision of secretariat support for committees chaired by the Senior Director. This position manages day‑to‑day administrative operations of the office and the maintenance of effective systems and processes. The role acts as a central point of contact, ensuring information flows efficiently, priorities are managed, and deadlines are met.

The position also supports site management requirements for a CHS Distribution Centre by coordinating administrative and reporting activities and liaising with corporate and operational stakeholders. The role requires sound judgement, discretion, strong organisational skills, and the ability to manage competing priorities in a fast‑paced environment.

Key Responsibilities

Under limited direction of the Senior Director, Procurement & Supply, you will:

1. Provide high‑level administrative and professional support to the Senior Director and P&S Branch, operating under limited direction to manage priorities, coordinate workflows, and ensure the effective delivery of strategic, governance, and operational activities.
2. Plan, coordinate, and deliver end‑to‑end secretariat services for committees chaired by the Senior Director, including scheduling meetings, preparing agendas, reviewing submissions for accuracy, completeness, and governance compliance, collating and distributing papers, recording and finalising minutes, maintaining action registers, and monitoring follow‑up actions in accordance with governance requirements.
3. Manage the day‑to‑day operations of the Senior Director’s office, including diary and correspondence management, briefing coordination, document control, and the development and maintenance of effective administrative systems, processes, and records.
4. Independently assess, prioritise, and manage competing demands, applying sound judgement, discretion, and an understanding of organisational requirements to ensure deadlines are met and sensitive information is handled appropriately.
5. Coordinate administrative and reporting activities for the CHS Distribution Centre site, including maintaining site documentation, supporting compliance and audit processes, and ensuring reporting obligations are met in line with organisational and regulatory requirements.
6. Identify opportunities to improve administrative practices, systems, and workflows; provide guidance or support to other staff assisting with administrative tasks; and contribute to the effective functioning and capability of the Procurement and Supply leadership team.
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:

• Demonstrated capability to independently coordinate and manage complex committee and governance processes while exercising judgement to resolve issues and ensure timely outcomes.
• Proven ability to provide high‑level senior leadership support in a complex, fast paced environment.
• Strong capability to operate with a high degree of autonomy, applying sound judgement to manage competing priorities, while maintaining accuracy, discretion, and attention to detail with limited supervision.
• Well‑developed written and verbal communication capability, including the ability to proactively engage, influence, and negotiate with, operational lines of business to facilitate effective information flow and support informed decision‑making.
• Demonstrated capability to manage and enhance administrative systems, ensuring compliance with legislative, policy, audit, and reporting requirements, while identifying and implementing process improvements to support business outcomes.
• Demonstrated commitment of upholding privacy, confidentiality and ethical standards.

Qualifications

Specific qualifications and experience include, but are not limited to, the following.

Essential

• N/A

Desirable

• Relevant qualifications in business administration, public administration, governance, or a related discipline.
• Certificate IV in Government Procurement.

Experience

Essential

• Experience providing high‑level leadership, committee secretariat, or governance support in a multi-disciplined environment at a comparable level.
• Demonstrated experience using corporate software systems independently and effectively, including Microsoft SharePoint and the Microsoft Office Suite, to manage information, support complex workflows, and produce accurate, high‑quality documentation.

Desirable

• Knowledge of ACT Government procurement legislation and processes.
• Experience working in environments governed by safety, quality, and compliance frameworks, with an understanding of WHS obligations and positive service or patient experience.
• Have an understanding of how the National Safety and Quality Health Service (NSQHS) indicators align with this role.

Prior to commencement

Appointment to this position is conditional on being granted and retaining appropriate clearances:

• Undergo a 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.
• Be available for occasional weekend and 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. Exceptional organisational skills and demonstrated ability to be proactive, flexible and to manage competing priorities while working under pressure and in a changing working environment.
2. Excellent interpersonal and communication skills, both written and oral, and the demonstrated ability to work with people across different levels and to represent Procurement & Supply and Canberra Health Services.
3. Demonstrated capability to independently coordinate complex committee and governance processes with the ability to exercise autonomy and sound judgement on sensitive and complex issues.
4. Proven commitment to integrity, confidentiality, and ethical practice
5. Demonstrates 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.