Position Overview

The medical administration team leader is responsible for the co-ordination of the day-to-day running of the medical administration workforce at North Canberra Hospital ensuring a cohesive results driven team approach.

The medical administration team leader has operational oversight of the medical rosters in the hospital and is directly responsible for the design and maintenance of the rosters for junior medical officers (JMOs) at North Canberra Public Hospital Bruce, excluding the Emergency Department.

The team leader leads and assists the medical administration team for all JMO rostering, medical officer leave, locum engagement, finance and auditing, education and pastoral care issues. The team leader works closely with the JMO Director(s) of Postgraduate Education and Training (DPET), and with the clinical department leaders, to ensure that the rosters are appropriately designed and filled to meet the needs of the clinical services, in conjunction with the relevant governing bodies. The team leader additionally works closely with colleagues across both North Canberra Hospital and Canberra Hospital to ensure adequate workforce planning with regard to recruitment and seconded JMOs.

Key responsibilities

Specific responsibilities include, but are not limited to, the following.

1. Design, publish and maintain the management of rosters for all medical officers within the Medical Administration department, including ongoing monitoring and reviewing of junior officer rosters to ensure they meet clinical, educational and Enterprise Agreement requirements.
2. Ensure consultant rosters are submitted complete for inclusion in the composite roster and for payroll purposes.
3. Working with the locum officer, identify locum requirements and fill these accordingly with knowledge of the process and best practice rostering to ensure cost effectiveness and rostering requirements.
4. Ensure that all medical officers are working in accordance with the relevant enterprise agreements and provide advice and assistance to staff at all levels on general rostering and related enterprise agreement interpretation
5. Maintain a practical knowledge of AHPRA, and immigration law relevant to the employment of overseas trained doctors
6. Monitor medical officer planned and unplanned leave, including anticipating short- and medium-term workforce needs, alerting the relevant stakeholders to areas of concern, and take appropriate action to avoid understaffing on rosters.
7. Working with the MESO to oversee term onboarding/ orientations deadlines are met ensuring a smooth transition for JMOs.
8. Liaise with The Canberra Hospital (TCH) medical administration to ensure appropriate advance planning for seconded JMOs in relation to term allocation, planned leave and roster equity.
9. Make recommendations for alternate rostering practices to promote roster equity, outlining where improvements could be considered, and where practicable, implement these recommendations.
10. Review and verify the fortnightly medical officer KRONOS completed by the Medical administration coordinator; with the final authorisation for approval remaining with the payroll team.
11. Engage and actively work with the medical recruitment officer, and the contracts and credentialing Officer regarding recruitment processes.
12. Review and monitor medical workforce policies and SOP’s
13. Collate and provide relevant data necessary for external auditing bodies and medical colleges where required
14. Manage daily tasks within the department to ensure deliverables are met.
15. Undertake other duties appropriate to this level of classification which contribute to the operation of the organisation.

Key responsibilities

• Design, publish and maintain the management of rosters for all medical officers within the Medical Administration department, including ongoing monitoring and reviewing of junior officer rosters to ensure they meet clinical, educational and Enterprise Agreement requirements.
• Ensure consultant rosters are submitted complete for inclusion in the composite roster and for payroll purposes.
• Working with the locum officer, identify locum requirements and fill these accordingly with knowledge of the process and best practice rostering to ensure cost effectiveness and rostering requirements.
• Ensure that all medical officers are working in accordance with the relevant enterprise agreements and provide advice and assistance to staff at all levels on general rostering and related enterprise agreement interpretation.
• Maintain a practical knowledge of AHPRA, and immigration law relevant to the employment of overseas trained doctors.
• Monitor medical officer planned and unplanned leave, including anticipating short- and medium-term workforce needs, alerting the relevant stakeholders to areas of concern, and take appropriate action to avoid understaffing on rosters.
• Working with the MESO to oversee term onboarding/ orientations deadlines are met ensuring a smooth transition for JMOs.
• Liaise with The Canberra Hospital (TCH) medical administration to ensure appropriate advance planning for seconded JMOs in relation to term allocation, planned leave and roster equity.
• Make recommendations for alternate rostering practices to promote roster equity, outlining where improvements could be considered, and where practicable, implement these recommendations.
• Review and verify the fortnightly medical officer KRONOS completed by the Medical administration coordinator; with the final authorisation for approval remaining with the payroll team.
• Engage and actively work with the medical recruitment officer, and the contracts and credentialing Officer regarding recruitment processes.
• Review and monitor medical workforce policies and SOP’s.
• Collate and provide relevant data necessary for external auditing bodies and medical colleges where required.
• Manage daily tasks within the department to ensure deliverables are met.
• 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.

• Demonstrated team leadership and project management skills with proven outcomes.
• Demonstrated experience in rostering and policies, procedures and legislation within a healthcare environment.
• Knowledge of financial practices in the healthcare and public sectors including interfaces with finance, payroll and human resources functions.
• Demonstrated ability to interpret and apply policies, procedures and regulations or other medical workforce guideline material.
• Sound liaison and communication skills and the capacity to negotiate with a range of stakeholders.
• 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.

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

• Demonstrated experience in the design, maintenance and administration of large 24/7 rosters; ideally in a healthcare setting.
• Demonstrated organisational skills, ability to set priorities, manage competing demands and work in a multi-disciplinary team.
• Excellent oral and written communication skills.
• Current understanding of AHPRA, and immigration law relevant to medical recruitment, or similar
• Demonstrated high level awareness of the training needs of JMOs.
• Demonstrated experience in the administration needs of the medical workforce, or similar, apply and interpret all relevant North Canberra Hospital policies, procedures and legislation.
• 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

• Business Administration - based training.
• Human Resources - based training.
• 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.

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 knowledge in the design, development, management and monitoring of large departmental rosters, including a working knowledge of the ACT Public Service Medical Practitioners Enterprise Agreement and the Public Sector Management Act 1994.
2. Excellent numeracy and data analytic skills with the ability to be decisive under pressure.
3. Demonstrated experience in the administration needs of the medical workforce, apply and interpret all relevant NCH policies, procedures and legislation.
4. Ability to lead and cultivate collaboration within the medical administration team with an emphasis on building strong relationships both within the team and the greater NCH staff.
5. High proficiency in Microsoft suite and Kronos/Payroll database Dimensions.
6. Demonstrated application of effective communication (oral and written) negotiation, problem solving and organisational skills with meticulous attention to detail and accuracy.
7. Demonstrated ability to work effectively both individually and as part of a team with minimal supervision.
8. Ability to prioritise, organise workload and use initiative to meet organisation and legislative requirements.
9. 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.