The Executive Assistant (EA) is a key role in the support team for executives across North Canberra Hospital. In this role, the EA is responsible for providing a wide range of support and coordination to the Executive Director of Surgical Services, and their teams, including diary management and meeting support, documentation coordination and secretariat support as well as liaison with other executive offices, team members and consumers.

To be successful in the role, the EA must be responsive professional, able to manage changing and competing priorities, be detail oriented, act with drive and initiative and have excellent time management, communication, liaison, and negotiation skills.

Under limited direction of the executive you will perform a range of EA duties. You will:

1. Manage the daily administrative activities of the executive and their office, including but not limited to management of the executive’s personal and generic email inboxes, correspondence, telephone calls, calendar, meeting papers and travel. Allocate and coordinate tasks assigned to, by and through the executive office, including coordination of associated documentation such as briefs, submissions, policies and other correspondence.
2. Lead and manage all communications across the executive support office and liaise with other executive support staff in facilitating communications between your executive and other executive including the allocation and coordination of associated documentation such as briefs, meeting papers, submissions, policies and other correspondence. Including maintaining confidentiality and discretion at all times.
3. Provide secretariat support for meetings and committees including preparation of meeting papers, follow up of actions and coordination of reporting requirements.
4. Prepare draft written documentation on behalf of the executive or division including but not limited to emails, correspondence, project plans, meeting minutes, submissions and briefs.
5. Manage invoices, leave and travel applications, timesheets and recruitment actions, seeking advice and assistance from senior officers where appropriate.
6. Undertake project support work to support the executive or division.
7. High level keyboard skills and extensive experience in the operation of Windows suite, Microsoft Office Software and other information management systems as required including SharePoint.
8. Undertake other duties appropriate to this level of classification which contribute to the operation of the organisation.

• Strong work ethic and ability to adapt to a constantly changing environment.
• Commitment to achieving positive results.
• Ability to apply judgement, critical thinking and common sense.
• A high degree of self-direction, initiative and commitment to excellence.
• Demonstrated ability to maintain confidentiality and exercise discretion at all times.

Specific responsibilities include but are not limited to the following.

Essential

• Relevant experience as an EA to a senior executive, especially in the health sector is preferred.

Desirable

• Have an understanding of how the National Safety and Quality Health Service (NSQHS) indicators align with this role.
• Fulfil the responsibilities of this role in alignment to the CHS Exceptional Care Framework and all other related frameworks.

Specific responsibilities include but are not limited to the following.

• Undergo a pre-employment National Police Check.
• Comply with Canberra Health Services Occupational Assessment, Screening and Vaccination policy.

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.

These are the key selection criteria for how you will be assessed in conjunction with your resumé and experience.

1. Proven success in high-level executive support including preparation and coordination of calendars and documents such as official minutes, submissions, policies and correspondence.
2. Well-developed knowledge of administration practices in the public sector including finance and human resources functions and proficient in the use of Microsoft Office.
3. Highly developed coordination, organisation, liaison and communication skills in the context of a complex environment with demonstrated ability to successfully negotiate a complex executive calendar.
4. Demonstrated experience in providing secretarial support to committees including agenda preparation, minute taking, coordination of actions, and other related tasks.
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.

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.

Administrative	Frequency
Telephone use	Frequently
General computer use	Frequently
Extensive keying/data entry	Frequently
Graphical/analytical based	Occasionally
Sitting at a desk	Frequently
Standing for long periods	Occasionally

Psychosocial demands	Frequency
Distressed People e.g. Emergency or grief situations	Never
Aggressive & Uncooperative People e.g. drug / alcohol, dementia, mental illness	Never
Unpredictable People e.g. Dementia, mental illness, head injuries	Never
Restraining e.g. involvement in physical containment of clients/consumers	Never
Exposure to Distressing Situations e.g. Child abuse, viewing dead / mutilated bodies; verbal abuse; domestic violence; suicide	Never

Physical demands	Frequency
Distance walking (large buildings or inter-building transit)	Occasionally
Working outdoors	Never

Manual handling	Frequency
Lifting 0 - 9kg	Frequently
Lifting 10 - 15kg	Never
Lifting 16kg+	Never
Climbing	Never
Running	Never
Reaching	Occasionally
Kneeling	Occasionally
Foot and leg movement	Occasionally
Hand, arm and grasping movements	Occasionally
Bending/squatting	Occasionally
Bend/Lean Forward from Waist/Trunk twisting	Occasionally
Push/pull	Occasionally
Sequential repetitive movements in a short amount of time	Occasionally

Travel	Frequency
Frequent travel – multiple work sites	Never
Frequent travel – driving	Never

Specific hazards	Frequency
Working at heights	Never
Exposure to extreme temperatures	Never
Operation of heavy machinery e.g. forklift	Never
Confined spaces	Never
Excessive noise	Never
Low lighting	Never
Handling of dangerous goods/equipment e.g. gases; liquids; biological.	Never
Slippery or uneven surfaces	Never