JOB AND PERSON SPECIFICATION
(NON-MANAGERIAL)
TITLE OF POSITION:
ADMINISTRATIVE UNIT:
Cardiac Surgery Administrative Assistant Southern Adelaide Health Service
Classification: AS02
Health Unit: Flinders Medical Centre
Division: Surgery and Specialty Services
Classification Reviewed:
Department / Section: Cardiac Surgery Research
Position No: FM1183
Position Created:
Job and Person Specification Approval
_________________________________________
CEO or Delegate
_____/_____/_____
Date
JOB SPECIFICATION
1. PREAMBLE
The Southern Adelaide Health Service (Southern Health) was established in 2004. It brought
together Flinders Medical Centre, Noarlunga Health Services and Drug and Alcohol Services SA.
It includes Population & Primary Health Care, Southern Mental Health and Southern Child &
Adolescent Mental Health Services, and works closely with other health providers in the southern
area. Repatriation General Hospital, a public teaching hospital, formally joined Southern Health
in July 2008, further consolidating the working relationship formed over the past four years.
With an annual budget in excess of $500M, Southern Health provides care for around 330,000
people living in the southern metropolitan area of Adelaide as well as providing a number of statewide services, and services to those in the regional areas.
More than 7,000 skilled staff provide high quality patient care, education, research and health
promoting services.
2. SUMMARY OF THE BROAD PURPOSE OF THE POSITION and its responsibilities/duties
Directly accountable to the Director of Cardiac Surgery Research and Perfusion for the provision
of a comprehensive and confidential administrative, secretarial and receptionist service to the
Cardiac Surgery Research and Cardiac and Thoracic Surgical Unit employees.
The Cardiac Surgery Administrative Assistant provides a communication link within the Unit, for
the Unit within the Division, Flinders Medical Centre, Flinders University and patients and with
outside agencies and health professionals. The result will be the maintenance of a timely,
accurate and discrete link and the accomplishment of administrative/secretarial needs of Unit's
staff.
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:
Supervisor’s Position:
Director of Surgery and Specialty Services
Director of Cardiac Surgery Research and Perfusion
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Subject Position:
Cardiac Surgery Administrative Assistant
Positions supervised:
N/A
Other Positions Reporting to the Supervisor:
Perfusionists
Clinical Research Co-ordinator
IT and Database Support Manager
Clinical Research Nurse
Research Assistant
4. SPECIAL CONDITIONS (such as non-metropolitan location, travel requirements, frequent overtime, etc)
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May be required to work within other locations of the Southern 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.
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.”
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Provide an effective level of administrative clerical support to the Unit by maintaining up to date
filing systems, attending to facsimile communications, maintenance and repairs to office
equipment, mail opening and distribution. In providing this administrative service the occupant
will assess systems with a view to implementing improvements.
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Provide a proficient communication link for the Unit. This will occur when accurate and timely
information is received and despatched between Unit staff and other Units, Departments or
institutions. The Administrative Assistant is serving the Unit well when able to provide advice
concerning the administrative mechanisms bearing on the Unit.
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Provide a confidential secretarial service to the Cardiac Surgery Units staff by undertaking
keyboard, reception duties and maintain appointment dairies. “Confidential secretary service” will
include acting as the point of reference for those requiring access – particularly patients, relatives,
resident staff, consultants, general practitioners, company representatives, solicitors and
members of the public.
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Maintain an accurate accounting system which enables the recording of trust fund accounts.
Administration of funds as required and reconciliations as necessary.
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The incumbent is required to exercise a high level of autonomy. Enquiries (local and interstate)
from general practitioners, patients, relatives, resident staff, consultants, solicitors, agencies and
other institutions need to be satisfactorily dealt with. The Administrative Assistant will possess
the ability to know how far assistance can be given without “cross over” into the
professional/technical arena.
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Provide support for the data management systems of the Cardiac Surgery Research Unit,
facilitate data flow and communicate issues relating to data management. Provide data entry
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support as required for the input, maintenance and audit of data in relation to databases utilised
in the unit.
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Apply analysis to activities by way of making improvements to information flow, productivity and
clerical functions. Determine if changes are immediately implementable or requiring reference to
others will be an important characteristic.
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Conduct all activities in a manner consistent with Occupational Health and Safety principles.
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
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Word Processing
Typing speed 50-60wpm.
Basic instruction skills.
To communicate effectively with members of the public patients/visitors and hospital staff
(professional and non professional)
Proven ability in using initiative to achieve objectives under pressure.
Be able to organise and place in priority order workload demands.
Ability to convey instructions and information accurately to other staff as required. Possession of
techniques to train other staff in the clerical/secretarial functions of the Department.
Conflict resolution skills are a major advantage.
Experience
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Previous experience in general clerical, typing and receptionist duties.
Working knowledge of office machines, photocopier etc.
Knowledge
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Understanding of Occupational Health, Safety & Welfare principles and procedures
Understanding of Quality Management principles and procedures
Knowledge of equal employment opportunity principles and capacity to implement equal
employment opportunity policies.
Capacity to implement Quality Assurance Practices.
To conduct responsibilities and activities in a manner which minimises safety risk to self and
others.
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2. DESIRABLE CHARACTERISTICS (to distinguish between applicants who meet all essential requirements)
Personal Abilities/Aptitudes/Skills
Experience
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Proven experience in basic computing skills, including email and word processing.
Previous experience in a major teaching hospital in a secretarial position is an advantage.
Knowledge
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Microsoft Office
Shorthand
Basic accounting
Dreamweaver
EndNote
Educational/Vocational Qualifications (considered useful in carrying out the responsibilities of the position)
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Course in Medical Terminology.
Other details
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INFORMATION FOR APPLICANTS
INTRODUCTION
Thank you for considering applying for a position with the Southern 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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