perf app - Executive Assistant

Executive Assistant

Position Description

GIPPSLAND SOUTHERN HEALTH SERVICE (GSHS) –

Mission Statement: We Care For You

Vision Statement: Dedicated to Health

Corporate Objectives:

1. Maintain and develop services to meet our community’s needs
2. Remain Accredited
3. Remain committed to having a staff that is skilled and motivated
4. Ensure financial viability
5. Maintain and improve facilities and infrastructure
6. Ensure quality health services are provided in a safe environment.

NAME: _________________________________________________________

CLASSIFICATION: GA1

SALARY & Commensurate with the skills and experience of the successful applicant.

CONDITIONS:

AWARD: Health & Allied Services Public Sector Victoria Consolidated Award 1998

FACILITY: Leongatha/Korumburra DATE JOINED SERVICE: ___________________

RESPONSIBLE TO: Finance Manager

RESPONSIBLE FOR: Executive Support

PERFORMANCE MONITORING:

An initial formal review of performance will be undertaken within three months following appointment and

then at least every 12 months based upon this position description.

LAST APPRAISAL DATE:_____________________ NEXT APPRAISAL DATE:________________

REVIEW OF POSITION DESCRIPTION:

This position description will be reviewed annually in conjunction with Performance Appraisal, when the

position becomes vacant or as deemed necessary for on-going and effective performance management.

KEY SELECTION CRITERIA:

To perform effectively in this position, the person should possess demonstrated /potential for development
of competencies in the following 6 Key Performance Areas:

1. PERSONAL & PROFESSIONAL DEVELOPMENT.

Demonstrated experience and understanding of the continuation of both personal development &
professional development in their career and industry.

2. CUSTOMER SERVICE.
Excellent communication and interpersonal skills including demonstrated experience in liaising with
a wide range of internal and external clients.

3. ADMINISTRATION & DOCUMENTATION

Using the processes that are in place to ensure that all administration and documentation
requirements are initiated and completed in a professional and timely manner.

4. TECHNICAL SKILLS & APPLICATION.
Demonstrated knowledge and understanding in the application of the skills required for this position.
This includes knowledge and understanding of appropriate equipment, legislation, policies and
procedures.

5. TEAMWORK & COMMUNICATION
Demonstrated ability to lead and develop a diverse team or participate as an active member of a
team, which is consistent with the philosophy and policies of GSHS

6. CONTINUOUS IMPROVEMENT.

Commitment to ensuring quality services are delivered to both internal & external clients through
continuous improvement activities.

QUALIFICATIONS:

ESSENTIAL:

 A minimum of 3 years experience providing confidential secretarial and administrative duties at an
executive level;

 Demonstrated ability to exercise good judgment and handle discretely matters of a sensitive nature;

 High level of interpersonal and communication skills with the ability to obtain cooperation from other
senior managers;

 Demonstrated organisational skills including the ability to work without direct supervision, exercise
initiative and discretion, and perform duties in a highly professional manner;

 Excellent keyboard and typing skills including a high level of aptitude using Microsoft Office products
(Word, Outlook, Excel, PowerPoint, Publisher) and desktop publishing packages; and

 Capacity and willingness to be flexible and to adapt to changing environments.

DESIRABLE:
 Demonstrated ability to undertake research, utilising all available resources, including the internet.
 An understanding of current health issues and experience in dealing with government departments.
 Demonstrate an ability to provide a customer focused approach to work practices and all enquiries.
 Plan and prioritise work programs to achieve defined targets within time lines.

KEY RESPONSIBILITIES

POSITION TITLE: Executive Assistant

PERFORMANCE DESCRIPTION
INDICATORS
 Demonstrate ability to continually develop both personally & professionally to meet
P.I. 1 the changing needs of your career & industry.

Personal & Professional  Demonstrate ability to attend all mandatory training sessions provided by the
Development organisation and be actively involved in other training & development as required.

 Demonstrate ability to meet the minimum training target per year as set by the
organisation.

 Demonstrate ability to actively participate in the Performance Appraisal as required.

P.I. 2  Act in a professional manner at all times when dealing with internal & external
Customer Service clients.

P.I. 3  Positively promote the organisation both internally & externally.
Administration &  Be prompt and provide courteous service to clients, families/carers and colleagues.
Documentation  Maintain a pleasing and professional telephone manner.
 Demonstrated ability to relate and be empathetic with the health clients, whilst

maintaining confidentiality at all times.
 Provide high levels of hospitality to visiting clients and public.

 Ensure that all documentation is accurate and completed in a professional and timely
manner.

 Develop, maintain and keep appropriate filing systems.
 Assist CEO to ensure all organisational documentation is recorded, filed & completed

in accordance with statutory and legislative requirements.
 Maintain an overview of secretarial work practices and support procedures and make

recommendations for improvements. Provide coordination of this function.
 Work cooperatively with other administrative functions of the organisation to ensure

that the range of services required by executives, are provided appropriately.
 Demonstrate ability to provide high quality office procedures, secretarial practices and

skills.
 Ensure correspondence, from whatever source (electronic mail, mail received and

facsimiles) is distributed to its correct destination in a timely manner.
 Ensure that tracking of these communications and responses required are dealt with

and recorded appropriately.
 Maintain Executive calendars.
 Any other duties as directed by Executive.
 Assist the Director of Medical Services with credentialing services.
 Provide support and oversight to the organisation intern program.

KEY RESPONSIBILITIES

POSITION TITLE: Executive Assistant

PERFORMANCE DESCRIPTION
INDICATORS
 To assist the CEO and other senior managers in the administration of their Departments
P.I. 4 and assist in other areas of the organisation when required.

Technical Skills and  Undertake the telephonist, typing services, minute taking & compilation for the Board of
Application Management, Executive and other nominated Committees.

 Excellent keyboard and typing skills including proficiency using Microsoft Office products
(Word, Outlook, Excel, PowerPoint, Publisher) and desktop publishing packages

 Administering the CEO’s and other executive’s diary commitments including the co-
ordination of appointments and meetings.

 Ensuring that all material required for such appointments and meetings is provided
appropriately in a timely manner.

 Liaise with Board, senior management, departmental heads and external agencies in order
to collect or impart information and to arrange meetings.

 Carry out duties as directed by the Executive as required.
 Ability to operate and care for all office equipment (photocopier, facsimile, printers etc.).
 Maintaining and developing filing systems to ensure records are accessible to all staff in a

logical and comprehensible format.
 Be responsible for any travel and accommodation requirements of the CEO and other

executives.

P.I. 5  Be aware of, and practice according to, the GSHS Mission and Philosophy.
 Demonstrate the ability to work positively within a team to achieve team goals.
Teamwork and  Work harmoniously with other team members to achieve service delivery excellence.
Communication  Provide secretarial support for the DON, Senior Managers & other staff as requested.
 Be responsible for the production, control and distribution of all internal processes of
P.I. 6
communication including newsletters, press releases, emails, facsimiles, memos and
Continuous correspondence.
Improvement  Take responsibility for the standards of all external communications and develop
appropriate templates as required.
 Practice to GSHS Code of Conduct

 Demonstrate understanding of all relevant internal & external policies and procedures that
relate to this position.

 Demonstrate commitment, participate and contribute to quality improvement programs and
other facility activities to meet Service/Accreditation Standards.

 Participate and contribute to occupational health and safety activities to ensure a safe work
environment for clients, staff and visitors.

Other

 Gippsland Southern Health Service operates services at multiple locations. It is a requirement of
appointment that the appointee agrees they may be required to work all or some of their time at any
location required.

 Notwithstanding, any information provided above, the CEO may require that the appointee will from
time to time organise other duties within the scope of this position but not specifically contained in the
position description above.

 Gippsland Southern Health Service is a smoke free workplace.

 Some out of work hour duties may be required including monthly Board of Management meetings.

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INCUMBENT DATE MANAGER DATE

© Copyright - Proteus Australia Pty Ltd, 1999. GIPPSLAND SOUTHERN HEALTH SERVICE