Administrative Service Officer 4 - Personal Assistant Divisi...

Administrative Service Officer 4 - Personal Assistant Division of Medicine (Job Number: 01QB0) Description
Job Title: Personal Assistant Division of Medicine
Classification: Administrative Services Officer Class 4
Position Number: 14190
Annual Salary: $72,272 - $78,254
Branch: Medicine
Section: Medicine Operational
Vacancy Type: Temporary Full-time
Duration: 12 Months with the possibility of extension and/or permanency.
Closing Date: 10 July 2020
Contact Officer: Tarryn Guinard (02) 5124 4504

Our Vision: Creating exceptional health care together
Our Role: To be a health service that is trusted by our community
Our Values: Reliable, Progressive, Respectful and Kind.

Canberra Health Services (CHS) is focussed on the delivery of high quality, effective, person centred care. It provides acute, sub-acute, primary and community‐based health services, to the Australian Capital Territory (ACT)—a catchment of approximately 400,000 people. It also services the surrounding Southern New South Wales region which includes the Bega Valley, Bombala, Cooma-Monaro, Eurobodalla, Goulburn, Mulwaree, Palerang, Queanbeyan, Snowy River, Upper Lachlan Shire and the Yass Valley. CHS administers a range publicly funded health facilities, programs and services including but not limited to:

  • The Canberra Hospital: a modern 600-bed tertiary hospital providing trauma services and most major medical and surgical sub-specialty services.
  • University of Canberra Hospital Specialist Centre for Rehabilitation, Recovery and Research: a dedicated and purpose-built rehabilitation facility, with 140 inpatient beds, 75-day places and additional outpatient services.
  • Four Walk-in Centres: which provide free treatment for minor illness and injury.
  • Six community health centres: providing a range of general and specialist health services to people of all ages.
  • A range of community based health services including Early Childhood Services, Youth and Women’s Health, Dental Health, Mental Health, Alcohol and Drug Services.

Overview of the work area and position
Applications are sought for an enthusiastic and professional individual to fill the Personal Assistant position within the office of the Director of Nursing, Division of Medicine. This is a great opportunity to develop your skills in a busy office environment.

This position is responsible for managing the daily activities of the Director of Nursing and two Assistant Directors of Nursing within the Division of Medicine by preparing a range of correspondences, management of diary inboxes and calendars, providing secretariat support to committees, assisting with human resource and financial management functions, research and initiating action to ensure the timely response to requests.

Applicants will need to be professional and have excellent communications, organisational and time management skills while adhering to Canberra Health Services confidentiality policies and procedures. The applicant must have ability to liaise
It is expected that the Business Manager, Division of Medicine will have a strong understanding of the responsibilities and accountabilities of the functions of the Ambulatory Services and be able to work collaboratively with executives across Canberra Health Services to support the delivery of priorities.

Eligibility/Other Requirements:
Prior to commencement successful candidates will be required to:
  • Undergo a pre-employment National Police check.
Note: This is a temporary position available for a period of 12 months with the possibility of extension and/or permanency.

  • Under limited direction, provide administrative assistance to the Director of Nursing including but not limited to, coordination, follow up all correspondence, the scheduling of meetings, providing secretariat support for committees and drafting complex correspondence.
  • Monitor and manage the flow of all incoming correspondence using TRIM, and ensuring appropriate action is taken by tracking all correspondence and making sure deadlines are met.
  • Manage the Director of Nursing diary and email correspondence and ensure appropriate action is taken.
  • As required, provide support for finance functions including tracking of expenditure, processing invoices, requisition purchases and the ordering of non-approved stationery requests for the Division of Medicine.
  • Provide basic human resource and support for the Director of Nursing including but not limited to: Processing of leave applications and timesheets, processing of professional development applications, processing of recruitment and filing of salary reports.
  • Undertake research tasks and initiate action to ensure the timely response to requests for information
  • Monitor and manage the flow of the Consumer Feedback for the Division of Medicine ensuring deadlines are met.
  • Undertaking other duties appropriate to this level of classification which contribute to the operation of the section. OR Undertaking other duties as directed, within the approved scope of clinical practice.

Selection Criteria
These are the key criteria for how you will be assessed in conjunction with your resume and experience. Your statement of claims against the selection criteria should summarise how your skills and experiences would enable you to fulfil the responsibilities of the position. It is therefore in the interests of candidates to present their application in a way that demonstrates significant outcomes associated with each of the criteria, as well as the capabilities and behaviours that underpin them.
1. Demonstrated ability to provide high level administrative support to the Director.
2. High level computer and keyboard skills with proven experience in a variety of software programs that include Microsoft Suite and the ability or willingness to learn TRIM correspondence tracking system.
3. Proven organisational and office management skills including an ability to exercise initiative, prioritise workloads and meet set deadlines and preparation of invoices for payment including financial monitoring.
4. Sound interpersonal and communication skills, with the ability to liaise with staff at all levels.
5. Demonstrates a commitment to Work, Health and Safety (WHS) and the positive patient experience and displays behaviour consistent with Canberra Health Service’s values of Reliable, Progressive, Respectful and Kind.

How to Apply
To complete your application, you must prepare responses to the Selection Criteria and upload this as part of your application along with a current curriculum vitae. For more information on how to apply go to
For further information about the position and a copy of the performance expectations and jobs demands checklist, please contact the Contact Officer above.

Job: General/Administrative Salary Range: 72,272.00 - 78,254.00 Contact Name: Tarryn Guinard Contact Email: Closing Date: 10/Jul/2020, 8:59:00 AM