JOB & PERSON SPECIFICATION
Title of Position:
Secretary
Administrative Unit:
Renal Unit, Royal Adelaide Hospital
Classification Code: ASO-2
Division: Cardiovascular Service
Discipline Code:
Branch:
Type of Appointment:
X
Position Number:
Permanent
Temporary - Term
Other
- Term
Position Created:
Job & Person Specification Approval
All excluding senior positions
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CEO or delegate
Commissioner for Public Employment
JOB SPECIFICATION
1.
Summary of the broad purpose of the position in relation to the organisation’s goals (its
expected outcome and how it is achieved).
The Secretary - Renal Unit is accountable to the Administrative Manager, Cardiovascular
Service for the provision of a comprehensive, confidential medical secretarial and reception
service in the Renal Unit to assist in the effective care of patients, maintenance of records
and administration of the Renal Unit and Royal Adelaide Hospital (RAH).
2.
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)
The Renal Unit Secretary reports to the Renal Unit Office Manager and must work closely
with medical and nursing staff of the renal unit and both internal and external agencies
associated with the Unit.
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3.
Special Conditions (such as non-metropolitan location, travel requirements, frequent
overtime, etc.)
Must be prepared to:
 Undertake some out of hours work, especially during peak periods or periods of
leave.
 Have a flexible approach to working hours.
 Participate in the Unit’s administrative position rotations.
 Attend relevant administrative, departmental meetings and planning sessions.
 Attend relevant education and training sessions as required.
 Must be prepared to participate in an annual performance review process.
 May be required to work at any site within the Renal Service and Central Northern
Adelaide Health Service.
4.
Statement of Key Outcomes and Associated Activities (grouped into major areas
of responsibility/activity and listed in descending order of importance)
Ensure high quality reception and administrative service in the Renal Unit Royal
Adelaide Hospital by:
 ensuring efficient booking of patients for medical, diagnostic and pathology
outpatient appointments within the Renal Unit at the Royal Adelaide Hospital and
external health care facilities.
 typing/word processing from handwriting or dictation, general administrative and
educational material, correspondence, research grant applications, lectures/tutorials,
submissions, reports, protocols/proformas, and other sensitive data,
 Maintenance of patient records including: filing reports and other documents in the
case notes and unit/departmental filing system (public and private).
 ensuring patient details are entered onto waiting lists where appointments cannot be
made and ensuring that subsequent admissions or attendances are arranged
according to their priority.
 ensuring a responsive and thorough reception service for all patients attending the
outpatient clinics,
 ensuring the accuracy of data entry into the Renal Unit and Hospital’s patient data
bases.
 ensuring incoming phone calls are handled in a professional manner at all times and
screening incoming telephone calls and redirecting to the appropriate person when
not able to deal with the enquiry personally.
 ensuring patients are booked as per their triaged urgency category.
 liaising with patients and/or relatives by telephone or in writing regarding planned
attendance dates (or cancellations).
 regular review of patients on appointment waiting lists.
 liaising with other departments and hospitals as required;.
 ensuring patient confidentiality with patient records.
 ensure patient medical records are maintained and movements are correctly
recorded on the hospital file tracking system.
 providing efficient levels of administration support to medical staff.
 ensuring that all work is completed in a timely and accurate manner.
 liaising with other hospital staff and departments when difficulties are encountered
and taking remedial action as necessary.
 receiving and distributing or redirecting correspondence.
 Culling inactive documentation from the files and unit/department records.
Assist in the efficient and effective running of the Renal Unit by:
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 assisting in the orientation and training of junior staff as required.
 providing relevant statistics and other information to the Office Manager and
Administrative Coordinator.
 participating in departmental meetings, staff appraisal and staff development
activities.
 carrying out small projects under direction (i.e. collecting and compiling information)
Assist in quality improvement activities by taking a role in quality control reviews
through Equip and improvement programs such as:
 Assist in the maintenance of accurate records and the provision of quality patient
care by taking part in quality control reviews and taking action to correct, prevent
and avoid errors wherever appropriate.
 ensuring a commitment to continuous improvement.
 maintaining a strong customer focus.
 taking action in preventing and correcting errors whenever possible.
 participating in the design and conduct of quality assurance programs in the Unit.
 assisting in planning improvements and changes to procedures (e.g.) devise and/or
follow up recommendations from quality assurance programs.
 attending and participating in meetings and training workshops.
 participating in staff appraisal and staff development activities.
 providing timely negotiation of leave and notification of sick leave with the Officer
manager and Administrative Coordinator that have impact on service delivery.
 regularly reviewing and keeping abreast of all administrative and policy changes.
 operating under the Code of Conduct for SA Public Sector Employees and RAH
Corporate Policies, including RAH Confidentiality Code of Conduct.
 As required, achieve other outcomes commensurate with this classification level.
Contribute toward the provision of a safe and healthy work environment for self and others
by:
 reporting all accidents, incidents and near misses.
 complying with reasonable instructions or procedures aimed at protecting the health
and safety of themselves and others; and,
 carrying out responsibilities as detailed in occupational health, safety and injury
management policies and procedures.
Contribute to the maintenance of a healthy, safe and equitable working environment by
maintaining a knowledge of and adhering to the principles and standards of Equal
Employment Opportunity Legislation which ensures all employees in the workplace are
treated in a fair and equitable manner, free from discrimination, bullying and harassment.
Acknowledged by occupant ..........................................................
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PERSON SPECIFICATION
ESSENTIAL MINIMUM REQUIREMENTS
Education:
 Completion of or willingness to undertake relevant studies and or courses
Personal Abilities/Aptitude/Skills:
 Proven ability to communicate appropriately and interact effectively in all situations with
patients (clients) / relatives (family) and visitors.
 Good numeracy, spelling and grammar skills.
 Current keyboard speed and accuracy assessment of 60 wpm.
 Ability to audio-type.
 High standard of interpersonal and communication skills and the ability to work with a
multidisciplinary team.
 Possess the desire, initiative and ability to develop procedures in a practical manner.
 Proven ability to work independently and be resourceful.
 Proven ability to work under pressure and to produce work of a high standard.
 Proven ability to assess, plan, implement and evaluate multiple workloads and prioritise to
meet deadlines.
 Demonstrated ability to readily assimilate new information and procedures and react
positively in implementing changes.
 Demonstrated ability to handle difficult situations with confidence.
 A commitment to providing excellent service to persons requiring assistance and with
people from varied backgrounds.
 Proven ability to work in team environment and participate in decision making.
 Demonstrated ability to lead a team of staff.
 Proven ability to problem solve, analyse information and demonstrate initiative.
Experience:
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Experience with Microsoft Word and other products.
Experience in using a wide range of office/resource equipment.
Experience in carrying out a wide range of administrative duties.
Experience in working in areas where confidentiality must be applied and maintained.
Knowledge:
 knowledge of medical terminology.
 awareness of the meaning of confidentiality.
 understanding of employee responsibility with respect to health and safety principles and
equal employment opportunity.
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DESIRABLE REQUIREMENTS
Education:
 Progression towards or completion or a Certificate in Office Administration
Personal Abilities/Aptitude/Skills
 Ability to use computerised information systems.
 Experience in the use of computer data bases.
 Proven ability to problem solve, analyse information and initiate proposals and
suggestions.
Experience:
 Experience working in a hospital environment and/or with hospital computerised
systems.
 Previous experience in the development of office procedures.
Knowledge:
 knowledge of office procedures.
 knowledge of RAH policies and procedures.
 knowledge of the inter-relationship of the RAH units and departments.
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