Position Description Template

POSITION DESCRIPTION

Directorate: ACT Health

Division: Health System Innovation and Performance (HSIP)

Section: HSIP Executive

Position Title: Executive Assistant

Position No.: P27560

Classification: ASO5

Reports to: Executive Group Manager, Health System Innovation and Performance

DIRECTORATE OVERVIEW

The ACT Health Directorate (ACTHD) is responsible for strategic direction and leadership of the ACT health system. ACTHD provides a strong policy and population health capability based on a foundation of world-leading health and medical research.

ACTHD develops strategies and sets the direction to ensure that services meet community needs and expectations, deliver improved health outcomes, and that the health system is innovative, effective, and sustainable now and in the future.

DIVISION OVERVIEW

The Health System Innovation and Performance Division (HSIP) is focused on designing and facilitating delivery of an integrated and holistic public health service system that meets community needs. This involves:

· strategic health services planning;

· coordination of the project to commission health services in the community;

· project support and management for identified Territory-wide projects; and

· management of the majority of the Directorate’s contracts with non-government organisations (NGOs) engaged in the public health system.

HSIP supports the administration of the ACT Local Hospital Network (LHN) and management of contracts with LHN providers:

· between the ACT and Tresillian Family Care Centres for the delivery of services through the Queen Elizabeth II Family Centre;

· design and implementation of Activity Based Funding for hospital services to inform future hospital services commissioning; and

· design and monitoring against a provider performance and accountability framework.

HSIP also manages the operations of the Ngunnawal Bush Healing Farm (NBHF).

BUSINESS UNIT OVERVIEW

The Executive Group Manager, Health System Innovation and Performance (EGM HSIP) is responsible for developing and evaluating strategic health service innovation and policy initiatives. The Executive office manages and coordinates key deliverables and business functions for the division and provides strategic support and advice to senior directors, Executives and other teams.

The Executive Assistant is responsible for providing high level administrative support to the EGM HSIP. The Executive Assistant works closely with the Executive Officer to ensure the smooth and efficient operations of the branch and Executive office.

This position will involve using your knowledge, skills and initiative to provide high level executive support in a pressured working environment. Under broad direction, the Executive Assistant will play a key role in supporting the EGM HSIP and providing administrative and operational support to the broader division. The role requires a self-motivated, detail orientated person with strong time management and effective organisational skills, with the ability to think laterally, work under pressure and achieve deadlines in an environment of competing priorities.

DUTIES / RESPONSIBILTIES

1. Provide high-level executive support to the Executive Group Manager.

2. Manage the Executive Group Manager’s diary including the arrangement of meetings, conferences and coordination of associated briefs.

3. Manage the Executive Group Manager’s email correspondence and in consultation with the Executive Officer closely monitor the email correspondence for the Executive office mailbox.

4. Arrange travel for the Executive Group Manager and other staff within the division as needed.

5. Under general direction manage the daily administrative activities of the Executive office including telephone calls, mail, correspondence, collation of meeting papers, stationery orders and requests for IT equipment.

6. Monitor and manage the flow of all incoming and outgoing correspondence using Objective/TRIM, including the coordination and collation of briefs and responses, tracking high volume, rapid turnaround of correspondence and ensuring appropriate action is taken.

7. Work closely with the Executive Officer to ensure effective coordination and timely responses to requests for information.

8. Manage finance functions including but not limited to the processing of invoices and reconciliations.

9. Work with the Executive Officer and Ministerial and Government Services team to deliver on responsibilities of the Executive office.

10. Build and manage collaborative relationships and work closely with internal stakeholders.

11. Undertaking other duties appropriate to this level of classification which contribute to the operation of the section.

SELECTION CRITERIA

1. Demonstrated ability to undertake a range of high-level administrative support tasks to support an Executive Group Manager.

2. Proven organisational and office management skills including diary and travel management and an ability to exercise initiative prioritise workloads and meet set deadlines.

3. Well-developed verbal and written communication skills, including the strong ability to effectively liaise with a range of key stakeholders and develop effective working relationships.

4. Proven ability to work in a collaborative team environment and effectively contribute to initiatives and outcomes.

5. Demonstrates a commitment to Work, Health and Safety (WHS) and displays behaviour consistent with the ACT Public Service Values and Signature Behaviours.

JOB REQUIREMENTS

The information below describes the capabilities that are required to perform the duties and responsibilities of the position.

· Proven ability in a wide range of computer applications including Microsoft Office and Objective/TRIM records management and tracking.

· Sound judgement and the ability to manage sensitive matters appropriately.

· Strong attention to detail.