Position Overview

The medical administration coordinator is responsible for providing administrative support to the medical administration department to meet operational and professional regulatory requirements.

The medical administration coordinator is a first point of call for all medical officers working within NCH regarding pay, rostering, leave, and education. This position also assists with the coordination and management of recruitment, on-boarding, and credentialing of medical staff; including locums.

Key responsibilities

Under limited direction of the team leader and management, the medical administration coordinator will provide administrative and secretariat support to enhance workflow within the department. You will:

1. Provide assistance in drafting and maintaining the JMO and Consultant rosters. This includes managing, recording and coordinating leave request process for medical staff including shift swaps and overtime approvals, medical staff pay, rostering into the Kronos system and pay queries,
2. Assist with junior medical officer on boarding of term rotations,
3. Coordination and management of receipting and processing of invoices,
4. Provide data analysis and reports as defined and requested by the medical administration manager,
5. Provide the first line customer service to all internal and external customers and visitors to the medical administration area in an engaging and friendly manner,
6. Be accountable for the accurate completion of work within timeframes and quality requirements and work collaboratively with team members to achieve positive outcomes, and
7. Undertake other duties appropriate to this level of classification which contribute to the operation of the organisation.

Competencies

Specific responsibilities include but are not limited to the following.

• Strong organisational skills with a high degree of drive;
• Adaptability and flexibility to accommodate change and provide responsive services to meet clients’ needs;
• Foster an environment of customer service and support within the medical administration department.
• Ability to liaise effectively with staff at all levels and across disciplines.

CHS is committed to workforce diversity and to creating an inclusive workplace. As part of this commitment, we welcome applications from all diversity groups. Aboriginal and Torres Strait Islander peoples, people with disability and people who identify as LGBTQIA+ are particularly encouraged to apply.

Position Requirements / Qualifications

Essential

• COVID-19 vaccination is a mandatory requirement unless assessed exempt.
• Demonstrated excellence in communication skills, including effective negotiation and ability to liaise effectively with diverse external and internal stakeholders, and interact as part of a multi-disciplinary team.
• Demonstrated attention to detail including data entry skills with a high level of accuracy,
• Demonstrated high level of sound judgement and organisational skills, including ability to prioritise workload, time management and problem solving ability under limited direction and supervision.
• Demonstrated experience in an administrative role (ideally within a healthcare environment).
• Demonstrated knowledge and experience in information management systems including a staff timecard system and Microsoft Office suite of products.
• Several years’ work experience in a similar role and role environment.
• 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.

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.

Please note prior to commencement successful candidates will be required to:

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

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.

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. Demonstrated experience in an administrative role and secretariat duties within a healthcare environment.
2. Demonstrated excellence in communication skills, including effective negotiation and ability to liaise effectively with diverse external and internal stakeholders, and interact as part of a multi-disciplinary team.
3. Demonstrated attention to detail including data entry skills with a high level of accuracy.
4. Demonstrated high level of sound judgement and organisational skills, including ability to prioritise workload, time management and problem-solving ability under limited direction and supervision.
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.