The Queen Elizabeth Hospital
Job and Person Specification
DIRECTORATE:
Office of the General Manager
DEPARTMENT:
Office of the General Manager
TITLE OF POSITION:
Executive Assistant
POSITION NUMBER:
NW0196
CLASSIFICATION:
ASO3
TYPE OF APPOINTMENT:
Permanent 
Temporary 
PERIOD OF APPOINTMENT:
From
To
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/
/
Casual 
/
Job and Person Specification Approval
All excluding senior positions.
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GM or delegate
Date
Occupant
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Date
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 Executive Assistant provides a confidential secretarial and administrative service to both the
General Manager and Medical Administrator of The Queen Elizabeth Hospital. The incumbent works
with other administrative staff of the executive suite to provide a highly organised and efficient clerical /
administrative service to the Executives, senior staff and hospital committees.
As a member of the executive support team, the incumbent participates in the development,
implementation and monitoring of systems to enhance the administrative services within the executive
suite.
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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).
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3.
Accountable to the General Manager and Medical Administrator.
Works closely with Executive staff, senior management, Executive Assistants and committees.
Provides an executive liaison service with the Department of Health, Central Northern Adelaide
Health Service, and Government Agencies, private sector organisations and internal/external clients
of the health service on behalf of the General Manager and Medical Administrator.
Special Conditions (Such as non-metropolitan location, travel requirements, frequent overtime
etc.)
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Although initially based at The Queen Elizabeth Hospital, the incumbent may be required to work in
any site of the Central Northern Adelaide Health Service.
Required to participate in telephone roster and provide a reception services to the Executive Suite
between the hours of 8am and 5.30pm.
Must be prepared to attend relevant meetings and staff development / education activities as
required.
A formal performance appraisal will be conducted annually.
Some out of hours work may be required.
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4.
Statement of Key Responsibilities/Duties (group into major areas of responsibility/ activity and
list in descending order of importance)
Ensure the provision of effective and efficient executive support by:
 Working with the General Manager and Medical Administrator on day to day matters providing a
high level of administrative and secretarial support.
 Assessing incoming correspondence, identifying and attending to urgent enquiries including
referring documentation to appropriate individuals for action, following up outstanding matters and
providing feedback.
 Assessing telephone calls, ensuring that relevant telephone enquiries are brought to the General
Manager's and Medical Administrator’s attention.
 Preparing general correspondence and responding to invitations on behalf of the General Manager
and Medical Administrator.
 Co-ordinating meetings and diary appointment ensuring the efficient utilisation of the General
Manager's and Medical Administrator’s time.
 Undertaking minor research and project work to assist with the provision of information.
 Developing, implementing and maintaining effective and confidential office management practices,
procedures and standards.
 Ensuring the management of a comprehensive correspondence and records management service.
 Communicating, liaising and maintaining close contact with all levels of staff and monitoring
executive processes with particular emphasis on feedback and follow up actions.
 Co-ordinating the General Manager's and Medical Administrator’s travel and accommodation
itinerary arrangements.
 Liaising with Public Relations in the organisation of official functions relevant to the General
Manager.
 Maintaining petty cash, monitoring expenditure, checking orders and ensuring appropriate
certification to facilitate timely payment.
 Ensuring adequate supply of office stationery.
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 Undertaking other administrative duties as required.
Ensure an efficient and effective executive support service is provided for the Executive Suite and
committees by:
 Working co-operatively with other Executive Assistants to ensure that administrative support is
provided at all times.
 Participating in rosters to ensure that administrative support is provided between core hours
(ie 8.00 am to 5.30 pm), staff leave and absences (ie breaks and flexi time).
 Monitoring and reviewing administrative systems and procedures, identifying areas requiring
improvement, making recommendation for change and managing the implementation of those
processes.
 Ensuring that all clients/visitors are greeted and attended to in an appropriate manner.
 Managing the resolution of difficult enquiries and customer complaints in accordance with
recognised procedures.
 Promoting and developing an integrated team approach and culture which is highly responsive to
the Executive and TQEH and customer focussed.
Ensure that continuous quality improvement programs and activities are in place and are linked to
the organisation’s strategic and corporate directions and targets by:
 Assisting with the developing and establishing key performance indicators for all critical activities
relevant to area of responsibility in accordance with the quality evaluation program.
 Assisting in the identification, establishment and review of corporate and departmental performance
standards and outcomes.
 Establishing and maintaining recording systems to accurately reflect the activity of the various
aspects of the department, which will enable evaluation of performance leading to improvement and
achievement of best practice standards.
Contribute to the promotion and implementation of the General Public Sector Management Aims,
personnel management standards and employee conduct standards and in particular Equal
Opportunity and Occupational Health Safety and Welfare by adhering to the provisions of relevant
legislative requirements such as:
 Delegations of Authority
 Disability Discrimination Act
 Privacy Act 1988
 Freedom of Information Act
 SA Information Privacy Principles
 Code of Conduct for Public Sector Employees
 Code of Fair Information Practice
 Occupational Health Safety and Welfare Act
 Workers Rehabilitation and Compensation Act
 Equal Opportunity Act
 South Australian Health Care Act
Ensure a safe working environment at all times by:
 Maintaining effective work practices.
 Adopting procedures and practices which comply with the OHS&W Act.
 Making proper use of all safeguards, safety devices and personal protective equipment (as required
in undertaking the duties of the position.
 Taking reasonable care to protect the health and safety of self and others.
 Attending mandatory safety training programs.
Contribute to the well being of people in South Australia through participation 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 disaster.
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PERSON SPECIFICATION
ESSENTIAL MINIMUM REQUIREMENTS (those characteristics considered absolutely necessary)
1.
Education/Vocational Qualifications etc.
2.
Personal Abilities/Aptitudes/Skills (related to the job description and expressed in a way which
allows objective assessment)
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3.
Experience (including community experience)
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4.
Demonstrated highly developed oral and written communication skills to interact effectively with a
variety of professional and non-professional staff, external agencies and members of the
community and project a positive image of the organisation.
Demonstrated ability to recognise and deal discreetly with confidential matters and demonstrated
integrity of the highest order.
Demonstrated ability to meet stringent deadlines, perform well under pressure, work under limited
supervision.
Demonstrated ability to service committees, including minute taking, formulating agendas and
attending relevant action items.
Proven ability to demonstrate tact, courtesy and prudence in dealing with inquires.
Demonstrated ability to analyse problems objectively and make recommendations for their
resolution.
Proven ability to contribute to and work in a harmonious team environment.
Ability to undertake research, analyse problems, summarise and compile data for the preparation of
reports, presentations and correspondence.
Ability to adapt in a changing environment.
Typing speed of 80 wpm
Proven extensive experience in providing a secretarial role to Executive / senior committees
including minute taking, preparation of agendas and other relevant material.
Proven extensive experience in establishing and maintaining effective office systems and
procedures.
Proven extensive experience in organising meetings and itineraries.
Experience in working and communicating in a team environment.
Experience in use of Microsoft Word, Outlook, Excel and PowerPoint.
Knowledge
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Sound knowledge of the functions and responsibilities of a senior executive.
Understanding of quality improvement principles.
Knowledge of Occupational Health, Safety & and Welfare policies and procedures and their
application in the workplace.
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DESIRABLE REQUIREMENTS
1.
Education
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Qualification in relevant field.
2.
Personal Abilities / Aptitudes / Skills
3.
Experience
4.
Knowledge
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5.
Knowledge of medical terminology.
Other details
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