JOB AND PERSON SPECIFICATION
(NON-MANAGERIAL)
TITLE OF POSITION: Clinic Secretary
Classification: ASO2
Classification Reviewed:
ADMINISTRATIVE UNIT:
Health Unit:
Speech Pathology & Audiology
Division:
Allied Health
Department / Section: Speech Pathology & Audiology
Position No:
Position Created:
Job and Person Specification Approval
_________________________________________
CEO or Delegate
_____/_____/_____
Date
JOB SPECIFICATION
1. PREAMBLE
2. SUMMARY OF THE BROAD PURPOSE OF THE POSITION and its responsibilities/duties
The Speech Pathology & Audiology Department is part of the Allied Health Division of a major
teaching hospital. The Department is responsible for provision of the consultative, counselling and
education duties and a speech & hearing service utility. Under the general direction of the Director
Clinical Services and the Office Manager, the incumbent manages or oversees numerous office
functions (reception, clerical and administrative) to ensure that the secretarial and administrative
needs of the Speech Pathology & Audiology Department are met and an effective speech and
hearing service to FMC patients is achieved.
The incumbent provides a communication link between the department, various outside agencies
and health professionals, clients and the general public. The incumbent contributes to ongoing
service improvement to develop a customer focused administrative service.
3. REPORTING/WORKING RELATIONSHIPS
(to whom the person reports, staff for whom the person is
responsible, and other significant connections and working relationships within the organisation)
Supervisor Reports to:
Director of Clinical Services, Speech Pathology & Audiology
Supervisor’s Position:
ASO3 Office Manager, Speech Pathology & Audiology
Subject Position:
Clinic Secretary
Positions supervised:
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Directly:
Indirectly:
Other Positions Reporting to the Supervisor:
4. SPECIAL CONDITIONS (such as non-metropolitan location, travel requirements, frequent overtime, etc)
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Job and Person Specifications are reviewed regularly as part of the ongoing Performance
Development process.
May be required to work within other locations of the Adelaide Health Service.
Some out of hours work may be required.
Support values consistent with the aims of the Region, including honesty, respect and
integrity.
May be required to undertake a health assessment prior to commencement.
Appointment will be subject to a satisfactory Offender History Check.
Comply with the Principles of the Code of Fair Information Practice, adopted by the
Department of Health, which regulate the collection, use, disclosure, storage and transfer of
all personal patient/client information within the Department and throughout its funded service
providers.
Report all incidents, accidents and observed hazards to their supervisor or manager as soon
as possible, and assist in the investigation process.
5. STATEMENT OF KEY OUTCOMES AND ASSOCIATED ACTIVITIES
(group in to major areas
of responsibility / activity and list in descending order of importance).
“Contribute to a safe and healthy work environment, free from discrimination and harassment by
working in accordance with legislative requirements, the Code of Conduct and departmental human
resource policies, including the OHS&W requirements.”
5.1 Ensure the provision of an effective Speech & Audiology office administration service by:
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Having an extensive knowledge of office Policies and Procedures, to be able to respond and
handle enquiries in an appropriate manner.
Undertaking keyboard, reception duties and coordination of booking diary appointments in
liaison with Speech Pathologists and Audiologists to provide an effective and efficient
secretarial service to staff.
Managing flow of information by distributing incoming mail, faxed GP referrals etc and
monitoring correspondence, ensuring that urgent matters are brought to the attention of staff.
Undertaking speech & audiology clerical duties, including typing correspondence, reports,
procedures, protocols and other speech & audiology documents.
Ensuring information from Inpatient Ward referrals are delegated to the appropriate staff.
Maintaining unit allocation list, allocation and co-ordination of pagers.
Co-ordination of booking speech & audiology meeting rooms and Audiology booths for
students and staff.
Allocating clinic rooms each Semester to Clinical Educators and staff in liaison with Director
Clinical Services and Administrative Officer.
Preparing documentation for the payment of accounts, invoicing and petty cash.
Photocopying and distributing reports in a timely and efficient manner to meet work
deadlines.
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5.2
Keeping stationery supplies up-to-date to ensure staff have no delays when needing to use
these items.
Liaison with Student Clinic Representative with regard to Level 6 Compactus stationery and
equipment.
Ensuring confidentiality of sensitive personal information and assisting with the prompt return
of patient casenotes to the Medical Records Department as finished with, when used within
the Speech & Audiology Department and maintaining records of in and outgoing medical
records.
Ordering and collection of patient case notes from the Medical Records Department as
requested.
Regularly up-dating knowledge, and attending training sessions, as required i.e. for new
equipment and software, to assist staff in a more efficient manner. Maintenance of
equipment on Level 6 including liaison with BME.
Regular updating of Department contact lists, being aware of staff whereabouts and
orientating new staff and students to the department, including the use of the “staff location
board” thus ensuring an informed and timely department response for both patients and
other staff.
Attending and contributing to Departmental, Administrative and Strategic Planning Meetings.
Co-ordination, distribution and monitoring of time sheets.
Orientation sessions on Level 6 of new staff and students to the department to facilitate rapid
development of staff efficiency.
Typing and sending out of minutes, as required by Director of Clinical Services, so that the
participants of the meeting receive a documented record of the meeting’s decisions.
Organise meetings as directed.
Secretarial support to Clinical Services Meetings.
Ensure a customer focused receptionist service is provided for the department office by
using expertise and judgment in the following by: Triage of telephone calls, to ensure a timely, helpful, informed and effective response to any
enquiries.
 Responding to face-to-face enquiries from any FMC staff, patients, visitors, external
professional groups and other institutions or agencies in a professional manner, to ensure a
timely, helpful, informed and effective response to all enquiries and hence contributing to a
positive and professional image of the department.
 Assisting in staff orientation and training, to ensure new staff and students are familiar with
and understand the use of IT/computers, equipment, telephones and other office
procedures and practices.
 Providing guidance and direction as necessary to other staff within the department with
regard to the general office practices, reception area and inpatient and outpatient booking
procedures and protocols.
 Preparing clear procedures for all tasks undertaken in the reception area, to ensure the
efficient and effective running of the area.
 Offering assistance to the general public (patients and other visitors) who frequently need
direction within the hospital, to facilitate movement of foot traffic to the appropriate clinic or
other important destinations.
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5.3
Ensuring the Speech Pathology & Audiology Department outpatient booking system is
managed effectively to cope with speech & audiology clinic demand and to ensure the
patient bookings are managed appropriately by: Making the appropriate outpatient bookings and liaising with speech pathologists and
audiologists as appropriate.
 Arranging bookings and where possible coordinating appointment times to coincide with
other hospital visits/investigations.
 Considering the special needs of country patients, organizing an interpreter as necessary
and arranging transport for disabled patients as necessary when coordinating outpatient
appointments.
 Arranging extra outpatient appointments of patients for student speech pathologists on
placement.
 Immediately updating any Speech Outpatient Clinic Booking Diary changes, which ensures
accurate appointments are made and helps to prevent any inconvenience to patients and
staff.
 Registering of new patients for first time appointments within FMC and making up Medical
Records.
 Notifying patients of re-scheduling of amended appointments for cancelled clinics in a
courteous and helpful manner, ensuring good patient/staff rapport.
 Re-booking cancelled appointments, liaising with the appropriate Speech Pathologist as
necessary.
 Arranging follow-up appointments.
 Creating new templates and making alterations/adjustments to existing templates and room
groups as necessary.
 Re-allocation or generation of clinics for new clinical staff members.
 Contributing to the development of strategies to reduce the number of patients who do not
keep clinic appointments to facilitate a more efficient usage of speech and hearing
involvement and thus reducing waiting list times.
5.4
Ensuring there is best practice administrative support for the department by: Planning, organizing and monitoring workflow, prioritizing work and meeting deadlines.
 Following FMC guidelines and incorporating GST where applicable in preparing invoices for
services/goods provided by the department to external agencies for the purpose of teaching
or patient education.
 Assisting in the management and co-ordination of bookings for department rooms on Level
5, 6 and 7 and arranging for the provision of media equipment as necessary.
 Maintaining and improving the general office filing systems. Generation of new systems.
 Arranging for maintenance checks of patient equipment as necessary.
 Arranging quotations for new equipment as necessary.
 Level 6 area security.
5.5
Ensuring there is a culture of continuous service improvement by: Contributing ideas to the improvement of outpatient bookings and administrative services.
 Collecting and monitoring key performance indicators e.g. consulting booking waiting times
 Distributing patient and staff survey forms and participating as required in the analysis of the
comments to identify opportunities for improvement to the services provided by the
department.
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 Informing the Manager of any issues that impact on the quality of the service provided by
the department.
 Attending appropriate courses ensuring continued performance development.
 Participating in Quality Assurance and Performance Management and In-service Education
Programs, to enable continuous quality improvement.
5.6
Contributing to the efficient functioning of the Allied Health administration support team
by: Working cooperatively with other members of the team ensuring a good working relationship
between departments within the division.
 Attending and contributing to relevant team meetings.
Acknowledged by Occupant:______________________________ Date:_____/_____/_____
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PERSON SPECIFICATION
1.
ESSENTIAL MINIMUM REQUIREMENTS (those characteristics considered absolutely necessary)
Educational/Vocational Qualifications
Personal Abilities/Aptitudes/Skills
 Proven commitment to the principles and practise of:
* EEO, Ethical Conduct, diversity and OHS&W;
* Quality management and client oriented service;
* Risk management.”
 Ability to work well under pressure and to prioritize workload
 Ability to adapt to unexpected situations and fluctuating workloads
 Demonstrated ability to communicate effectively, both verbally and in writing.
 Ability to work with minimal supervision.
 Discretion and empathy when communicating with patients and the public.
 Capacity to implement service improvement practices.
 Ability to be positive and adapt to changes.
 Ability to provide customer focus service.
Experience
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Experience in the provision of receptionist and clerical services.
Experience in developing, maintaining and controlling appropriate records and filing systems.
Experience working in a complex and multifaceted environment.
Experience with information systems and data entry.
Word processing/IT and computing skills.
Numeracy and literacy skills
Knowledge
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Understanding of Occupational Health, Safety & Welfare principles and procedures
Understanding of Quality Management principles and procedures
 Knowledge of computer operating systems and software packages including Word, Excel,
Outlook, Power Point.
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2. DESIRABLE CHARACTERISTICS (to distinguish between applicants who meet all essential requirements)
Personal Abilities/Aptitudes/Skills
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Medical Terminology Certificate
 Attendance at training courses relevant to the role, i.e. Cert III/IV Office Administration
Experience
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Experience in Microsoft Office Suite, i.e. Word, Excel, Powerpoint and Access
Experience working in public health sector
Experience working in tertiary sector
Experience with Medicare systems.
Knowledge
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Knowledge of health sector processes and understanding of how they interact with other
related areas and processes
Knowledge of computerised clinic booking systems
Educational/Vocational Qualifications (considered useful in carrying out the responsibilities of the position)
Other details
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INFORMATION FOR APPLICANTS
INTRODUCTION
Thank you for considering applying for a position with the Adelaide Health Service (Southern Health).
Recruitment and Selection processes at Southern Health reflect 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.
The following information is provided to assist you when applying for a position with Southern Health.
HOW TO MAKE THE BEST IMPRESSION
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).
We suggest the following format:
 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. The covering letter should
clearly state the job vacancy number, position title, your name and your contact details;
 Curriculum vitae that includes your personal details, relevant employment history, education, training
courses, qualifications and professional memberships. Your CV should also include your nominated
referees, their position and their contact details.
THE JOB AND PERSON SPECIFICATION
Selection for interview will be based on an assessment of your application against the requirements
of the position as outlined in the Job Specification, and against the criterion detailed in the
accompanying Person Specification. It is recommended that you carefully read the Job and Person
Specification to understand what the position entails before proceeding to apply for the position, and
ensure that your written application reflects your suitability for the position.
Note for Nursing/Midwifery applicants: Applicants applying for positions at the Clinical Nurse (level 2)
classification are required to demonstrate by way of example/evidence that each of the criteria contained in the
statement of key outcomes and activities of the Job Specification are met in their application.
Please ensure that your written application includes sufficient information for the panel to make an
informed determination.
REFEREES
It is recommended that you advise your referees of the position you are applying for as the panel
may seek their opinion of your capability to perform the requirements of the position. At least one
referee should be your immediate supervisor/manager in your current position, able to provide
current feedback about you to the selection panel.
PRE-EMPLOYMENT DECLARATION (PED)
Please ensure that you complete and submit this from with your application.
SUBMISSION OF APPLICATIONS
It is generally preferable that applications are not bound or in folders, and that the requested number
of applications be provided when posting. Please ensure that applications are addressed as
indicated in the job advertisement, and that you allow sufficient time for your application to reach us
by the closing date/time specified. Late applications may not be considered.
We take this opportunity to wish you success with your application!
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