Executive Support Officer. Department for Health and Ageing. Finance and Corporate Services. Adelaide ASO3

Transcription

1 SA Health Job Pack Job Title Executive Support Officer Job Number Applications Closing Date Region / Division Health Service Location Classification Department for Health and Ageing Finance and Corporate Services Adelaide ASO3 Job Status Temp F/T (up to 25/12/2016) Indicative Total Remuneration* Criminal History Assessment Applicants will be required to demonstrate that they have undergone an appropriate criminal and relevant history screening assessment/ criminal history check. Depending on the role, this may be a Department of Communities and Social Inclusion (DCSI) Criminal History Check and/or a South Australian Police (SAPOL) National Police Check (NPC). The following checks will be required for this role: Child Related Employment Screening - DCSI Vulnerable Person-Related Employment Screening - NPC Aged Care Sector Employment Screening - NPC General Employment Probity Check - NPC Further information is available on the SA Health careers website at - see Career Information, or by referring to the nominated contact person below. Contact Details Full name Victoria Samuel-White Phone number address victoria.samuel-white@sa.gov.au Public I1 A1

2 Guide to submitting an application Thank you for considering applying for a position within SA Health. Recruitment and Selection processes across SA Health are based on best practice and a commitment to a selection based on merit. This means treating all applications in a fair and equitable manner that aims to choose the best person for the position. A well presented, easy to read application will allow the panel to assess the information they need from your application. To give yourself the best opportunity to reach interview, the application should clearly and concisely demonstrate to the selection panel that you are suitably equipped to perform the role, and that you possess all of the stated minimum essential skills, abilities, knowledge, experience and educational qualifications (where required). The online application form to apply for this position will ask for employment history, education, qualifications and referees however to understand the position and requirements we suggest you become familiar with the attached Job and Person Specification. We request that you attach the following to your application - A covering letter of up to 2 pages introducing yourself to the selection panel and describing your skills, abilities, knowledge, qualifications and experience in relation to the position; A current Curriculum vitae/resume that includes your personal details, relevant employment history, education, training courses, qualifications and professional memberships. * Refer to for further information regarding The Indicative Total Remuneration which is inclusive of Award salary, superannuation and other monetary benefits. Information for Applicants Criminal History Assessment requirements

3 Role Title: Executive Support Officer Classification Code: ASO3 LHN/HN/SAAS/DHA: Department for Health and Ageing Division: Finance and Corporate Services Directorate: ehealth Systems Office of the Executive Director Role reports to: Executive Coordinator Role Created/ Reviewed Date: February 2016 ROLE CONTEXT Primary Objective(s) of role: ROLE DESCRIPTION > The Executive Support Officer is responsible to the Executive Coordinator for the provision of effective and efficient confidential executive support services, including administrative and project support services for the divisional executive team. > The Executive Support Officer will support the Executive Coordinator to provide a range of administrative support services for internal and external executive boards and committees. Direct Reports: > Nil Key Relationships/ Interactions: Internal > The Executive Support Officer will be accountable to the Executive Leadership team, but will report to the Executive Coordinator on a day-to-day basis. > Close working relationship with the ehealth Systems leadership team, senior managers and relevant staff within the Business Services directorate. > Liaises extensively with senior management and staff within ehealth Systems. > Close working relationship with the Office of the Chief Executive, Health System Performance Division, including Workforce and Finance. External > Required to liaise with external service providers of the SA Health, including strategic partners. Challenges associated with Role: Major challenges currently associated with the role include: > providing executive support to various executive and senior managers located across the Adelaide CBD > working in a high demand environment > support to committees/boards including minute taking, formulating agendas and attending to follow-up actions

4 Delegations: > Staff supervised: Nil > Budget: Nil > Delegations Nil Resilience SA Health employees persevere to achieve goals, stay calm under pressure and are open to feedback. Performance Development The incumbent will be required to participate in the organisation s Performance Review & Development Program which will include a regular review of the incumbent s performance against the responsibilities and key result areas associated with their position and a requirement to demonstrate appropriate behaviours which reflect a commitment to SA Health values and strategic directions. General Requirements: Managers and staff are required to work in accordance with the Code of Ethics for South Australian Public Sector, Policies and Procedures and legislative requirements including but not limited too: > Work Health and Safety (WHS). > Equal Employment Opportunities (including prevention of bullying, harassment and intimidation). > Keeping Them Safe Legislation (inclusive of Mandatory Notifier). > Disability Discrimination. > Code of Fair Information Practice. > Relevant Awards, Enterprise Agreements, Public Sector Act 2009, Health Care Act 2008, and the SA Health (Health Care Act) Human Resources Manual. > Relevant Australian Standards. > Duty to maintain confidentiality. > Smoke Free Workplace. > To value and respect the needs and contributions of SA Health Aboriginal staff and clients, and commit to the development of Aboriginal cultural competence across all SA Health practice and service delivery. > Applying the principles of the South Australian Government s Risk Management Policy to work as appropriate. Special Conditions: > The incumbent may be required to work out of hours. > It is mandatory that no person, whether or not currently working in SA Health, will be eligible for appointment to a position in SA Health unless they have obtained a satisfactory Background Screening and National Criminal History Clearance. > Prescribed Positions under the Children s Protection Act (1993) must obtain a satisfactory Background Screening and National Criminal History Clearance through the Screening and Licensing Unit, Department for Communities and Social Inclusion. > Background Screening and National Criminal History Clearances must be renewed every 3 years thereafter from date of issue for Prescribed Positions under the Children s Protection Act 1993 (Cth) or Approved Aged Care Provider Positions as defined under the Accountability Principles 1998 made in pursuant to the Aged Care Act 2007 (Cth). > Depending on work requirements the incumbent may be transferred to other locations across SA Health to perform work appropriate to classification, skills and capabilities either on a permanent or temporary basis subject to relevant provisions of the Public Sector Act 2009 for Public Sector employees. > The incumbent may be required to participate in Counter Disaster activities including attendance, as required, at training programs and exercises to develop the necessary skills required to participate in responses in the event of a disaster and/or major incident.

5 Key Result Area and Responsibilities Key Result Areas > Ensure the provision of a confidential executive support service to the, ehealth Systems executive team by: > > Contribute to continuous service improvement to align to SA Health s business and ehealth Systems strategic objectives through: > Major Responsibilities > effectively managing the appointment diaries and monitoring relevant correspondence > arranging relevant hospitality activities and travel bookings > taking initiative in the collation, preparation and presentation of information for consideration by the relevant executive team member > undertaking the efficient recording, preparation and distribution of minutes for a range of meetings > monitoring appropriate correspondence registers on a daily basis and ensuring that information for the executive team is regularly provided or updated in a timely and efficient manner > preparing memos, letters, minutes and submissions, including the coordination of parliamentary briefings, questions and parliamentary estimates > liaising, co-ordinating and negotiating with relevant Department of Health officers, Ministerial staff and other relevant public sector personnel on urgent and confidential matters > liaising with public and private sector agencies as required in the investigation of specific issues arising from correspondence and meetings > assisting with executive officer support to the range of boards and committees in the absence of the Executive Coordinator, including coordination of meetings, papers, communicating outcomes and managing the decisions register > assisting in the development, implementation and maintenance of a range of administrative procedures and processes > undertaking specific investigations, research and minor project work, assessing outcomes, recommending actions and providing advice and reports > contribute to the financial management of the relevant areas by monitoring all project expenditure, and reporting any deviation from the approved budget. > identifying service improvement opportunities for ehealth Systems executive services which contribute to increased efficiencies and savings to improve sustainability and increase performance levels of ehealth Systems > recommending and contributing to the development of improved ehealth Systems policies and procedures > assisting in the implementation of an ehealth Systems corporate support model using best practice tools, processes, standards and methodologies > delivering improved service practices, processes, outcomes and aligning services to better meet business requirements.

6 Knowledge, Skills and Experience ESSENTIAL MINIMUM REQUIREMENTS Educational/Vocational Qualifications > None Personal Abilities/Aptitudes/Skills: > Ability to communicate effectively, both orally and in writing at all levels, both within and external to the organisation. > Ability to work as a member of a team and contribute cooperatively and plan work programs and with minimal supervision. > Ability to identify and analyse problems and recommend solutions. > Demonstrated ability to plan, prioritise and organise work to achieve goals and meet deadlines, including dealing with competing demands. > Ability to exercise tact and consistency in dealing with issues of a sensitive and confidential nature. Experience > Experience in the provision of a comprehensive and efficient range of administrative and executive support services, including the management of diary appointments. > Experience in the provision of support to committees/boards including minute taking, formulating agendas and attending to follow-up action. > Experience in undertaking research/project activities. > Experience in preparation of correspondence, reports, procedures and other business documentation. > Experience in the use of office equipment, personal computers and software, in particular spread sheets and word processing and databases. > Experience in the provision of effective client centred services. Knowledge > Knowledge of SA Government financial and administration procedures and processes > Knowledge of office management, administrative procedures and system. DESIRABLE CHARACTERISTICS > Nil

7 Skills for the Information Age (SFIA) Competency Framework Professional & Technical Skills: Professional Skill Code Level Skill Requirement Methods and Tools METL 4 Provides expertise and support on use of methods and tools. Programme and Project Support Office PROF 3 Research RSCH 3 Uses recommended project control solutions for planning, scheduling and tracking projects. Sets up project files, compiles and distributes reports. Provides administrative services to project boards, project assurance teams and quality review meetings. Provides guidance on project management software, procedures, processes, tools and techniques. Within given research goals, builds on and refines appropriate outline ideas for research, i.e. evaluation, development, demonstration and implementation. Uses available resources to gain an up-to-date knowledge of any relevant IT field. Reports on work carried out and may contribute sections of material of publication quality. Business Skills: Skill Level Description Autonomy 3 Works under general supervision. Uses discretion in identifying and resolving complex problems and assignments. Usually receives specific instructions and has work reviewed at frequent milestones. Determines when issues should be escalated to a higher level. Interacts with and department/project team members. May have working level contact with customers and suppliers. Influence 3 In predictable and structured areas may supervise others. Makes decisions which may impact on the work assigned to individuals or phases of projects. Complexity 3 Performs a broad range of work, sometimes complex and non-routine, in a variety of environments. Understands and uses appropriate methods, tools and applications. Demonstrates an analytical and systematic approach to problem solving. Takes the initiative in identifying and negotiating appropriate development opportunities. Demonstrates effective communication skills. Contributes fully to the work of teams. Business skills 3 Plans, schedules and monitors own work (and that of others where applicable) competently within limited deadlines and according to relevant legislation and procedures. Absorbs and applies technical information. Works to required standards. Appreciates the wider field of information systems and how own role relates to other roles and to the business of the employer or client.

8 Organisational Context Organisational Overview: Our mission at SA Health is to lead and deliver a comprehensive and sustainable health system that aims to ensure healthier, longer and better lives for all South Australians. We will achieve our objectives by strengthening primary health care, enhancing hospital care, reforming mental health care and improving the health of Aboriginal people. SA Health is committed to a health system that produces positive health outcomes by focusing on health promotion, illness prevention and early intervention. We will work with other government agencies and the community to address the environmental, socioeconomic, biological and behavioural determinants of health, and to achieve equitable health outcomes for all South Australians Our Legal Entities: SA Health is the brand name for the health portfolio of services and agencies responsible to the Minister for Health and Ageing and the Minister for Mental Health and Substance Abuse. The legal entities include but are not limited to Department for Health and Ageing, Central Adelaide Local Health Network, Northern Adelaide Local Health Network, Southern Adelaide Local Health Network, Women s and Children s Health Network, Country Health SA Local Health Network and SA Ambulance Service. SA Health Challenges: The health system is facing the challenges of an ageing population, increased incidence of chronic disease, workforce shortages, and ageing infrastructure. The SA Health Care Plan has been developed to meet these challenges and ensure South Australian s have access to the best available health care in hospitals, health care centres and through GPs and other providers. Department for Health and Ageing: The Department for Health and Ageing assists the Minister for Health and Ageing and Minister for Mental Health and Substance Abuse to set the policy framework and strategic directions for SA Health. The Department supports the delivery of public health services, formulates health policy, facilitates public and consumer consultation on health issues, and monitors the performance of South Australia s health system by providing timely advice, research and administrative support. ehealth Systems Division Our Mission at ehealth Systems is to provide and maintain a robust ICT environment supporting the full spectrum of SA Health s business and develop a fully integrated statewide electronic health record, to improve the quality and safety of health care in SA by connecting hospitals, health professionals and the community throughout the state. Our vision at ehealth Systems is to provide the right information, to the right person, at the right time, in the right place. ehealth Systems has 6 key directorates: Business Services Customer Service Delivery Customer Engagement Program Services ehealth Portfolio Technology & Infrastructure National ehealth Reform Provides internal support to ehealth Systems including financial management, human resources and divisional support. Comprises the Service Delivery team and ehealth Systems Service Desk functions, who are responsible for end-to-end IT service delivery across the Health Portfolio. Provides the primary customer interface between SA Health business units and ehealth Systems. Manages and delivers all ehealth Systems projects as approved by the ehealth Systems Steering Committee. Technology and Infrastructure provides technical support and delivery for SA Health and manages, supports and maintains the live IT environment across SA Health. Sets, defines and aligns IT strategy and standards to the goals and objectives of SA Health and provides independent governance and risk management to ehealth Systems.

9 Values SA Health Values The values of SA Health are used to indicate the type of conduct required by our employees and the conduct that our customers can expect from our health service: > We are committed to the values of integrity, respect and accountability. > We value care, excellence, innovation, creativity, leadership and equity in health care provision and health outcomes. > We demonstrate our values in our interactions with others in SA Health, the community, and those for whom we care. ehealth Systems Values > Empowerment: Employees are trusted, we encourage Empowerment and Ownership > Customer Service: Customers will experience a high quality service each and every time > Innovation: We strive for excellence through Innovation > One Team: Business units operate collaboratively to achieve the goal of 'One Team > Respect & Accountability: We respect each other at all times, we acknowledge differences and welcome diversity Code of Ethics The Code of Ethics for the South Australian Public Sector provides an ethical framework for the public sector and applies to all public service employees: > Democratic Values - Helping the government, under the law to serve the people of South Australia. > Service, Respect and Courtesy - Serving the people of South Australia. > Honesty and Integrity - Acting at all times in such a way as to uphold the public trust. > Accountability - Holding ourselves accountable for everything we do. > Professional Conduct Standards - Exhibiting the highest standards of professional conduct. The Code recognises that some public sector employees are also bound by codes of conduct relevant to their profession. Approvals Role Description Approval I acknowledge that the role I currently occupy has the delegated authority to authorise this document. Name: Signature: Role Title: Date: Role Acceptance Incumbent Acceptance I have read and understand the responsibilities associated with role, the role and organisational context and the values of SA Health as described within this document. Name: Signature: Date: