CENTRAL NORTHERN ADELAIDE HEALTH SERVICE
Statewide Services Directorate
BreastScreen SA
JOB AND PERSON SPECIFICATION
POSITION DETAILS
Position Title: Personal Assistant to General Manager
Classification Code: Administrative Services Officer ASO3
Position No:
BSAD02
Reports To:
Manager, Corporate Services
Division/
Branch/Unit:
Executive Unit
Date prepared:
October 2009
PRIMARY PURPOSE OF ROLE
BreastScreen SA (BSSA) is part of the Statewide Services Directorate (SSD) in CNAHS and is the South Australian component of
the national breast cancer screening program, BreastScreen Australia. BSSA aims to reduce the mortality and morbidity attributed
to breast cancer in women primarily aged 50 to 69.
The Personal Assistant is responsible to:
 Provide high level administrative and secretarial support for the General Manager
 Manage the records management system
 Develop, implement and maintain effective and confidential office management practices, procedures and standards
PROFESSIONAL ACCOUNTABILITIES
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Work in accordance with the Code of Conduct for Public Employees, Regional policies and procedures and legislative
requirements.
Demonstrate a commitment to consistently behave in accordance with BSSA workplace values, policies and procedures
Demonstrate integrity, ethical standards and work performance that is consistently of the highest standard
Commit to and participate in the BSSA Performance Development process
Understanding and experience in applying safety management practices in the workplace
Display a service-oriented attitude to BSSA employees and clients
Strive for excellence and seek to continuously improve our work
Have clear goals and expectations to achieve performance objectives in accordance with organisation directions
REPORTING/WORKING RELATIONSHIPS/INTERACTIONS
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Accountable to the General Manager through the Manager, Corporate Services
Reports to the Manager, Corporate Services and the Strategic Executive Committee
Liaises with members of the Corporate Services Team
Works as a part of a multi disciplinary team
Establish working relations and interact with Department of Health and other government and non-government stakeholders
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SPECIAL CONDITIONS
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Some out of hours work may be required
Safety is a core value of the SA public sector, in accordance with the Premier’s Safety Commitment statement
This is an identified prescribed position and is required to undergo a criminal offender check every three years.
Must have a current and valid driver’s licence
Must be prepared to work at any BSSA location when required
May be required to work at any site within the Central/Northern Adelaide Health Service
May be required to take leave during December and January.
RESPONSIBILITY
PERFORMANCE OBJECTIVE
Executive support
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Provide a quality
office management
service
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Teamwork
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PERFORMANCE INDICATOR
Provide high level administrative and secretarial support
for the General Manager
Monitor the activities of the General Manager and alert
the General Manager to any emerging issues
Provide executive assistance and support to the
Strategic Executive Committee
Attend in-house meetings and ensure follow-up action
occurs in relation to decisions taken from all meetings
Manage the records management system
Responsible for the dissemination of all policies,
procedures and guidelines across BSSA to maintain
effective office practices and procedures by complying
with relevant legislation, government and departmental
record management policies and practices
Provide an administrative support to the Manager,
Corporate Services
Coordinate Staff Professional Days in consultation with
the General Manager and other Senior Officers,
Assist the General Manager, through the provision of
confidential secretarial services, in special initiatives, for
example Accreditation Site Visits; complaints
management and tender processes
Provide backup support for general administrative
functions as required
Undertake minor research, project work and other
support services as required that assist the Strategic
Executive team, as required.
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Maintain a comprehensive correspondence service
Develop, implement and maintain effective and
confidential office management practices, procedures
and standards relating to the provision of secretarial,
and administrative services
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Work together in partnership with other team members
to achieve common goals
Contribute and share knowledge with others
Take ownership of team issues and goals
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Communication and
Interpersonal
relationships
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Display respectful behaviour to clients and colleagues
in accordance with the Respectful Behaviour Policy
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Customer Focus
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Demonstrate effective problem solving skills to provide
a flexible service that meets the needs of the clients
Demonstrate empathy and understanding of clients
from diverse, cultural, ethnic and social background
Promote a commitment to customer service excellence
within the General Manager’s office by maintaining
good working relations with all internal staff, senior staff
from within SA Health and other public sector agencies
and externally with supplier and the public.
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Administrative practices and
appropriate changes implemented.
Matters of urgency raised in timely
and diplomatic manner.
Stakeholder feedback
Action lists followed up
Appointments and meetings
prioritised
Effective data collection and
analysis.
Records managed in accordance
with policies and guidelines
Timely dissemination of all policies,
procedures, and guidelines.
Confidentiality strictly maintained.
Appropriate backup provided
Feedback from Staff Professional
days
Correspondence responded to and
actioned effectively and efficiently
Effective management of
administrative coverage for
Executive Unit at all times
Team members receive support
and assistance when needed
Able to list team and organisational
objectives and relate them to their
job
Colleagues and manager report
that respectful behaviour is
consistently displayed to others
Shows respect for clients at all
times
Demonstrates understanding of the
impact of individual behaviour on
customers and quality client care
Understands client requirements
and delivers services at a high
standard and in a responsive and
timely manner
Applies problem solving skills to
conflicts and problems that arise
TECHNICAL CAPABILITIES
Qualifications, Experience, Skills and Knowledge required to fulfil the requirements of this position
Qualifications
Desirable
 Certificate IV in Business Management
Experience/Knowledge/Skills
Essential
 Demonstrated experience in providing a range of confidential administrative support services at senior management level.
 Demonstrated ability to recognise and deal discreetly with confidential matters
 Proven ability to work with a high degree of independence, determining priorities
 Demonstrated ability to work independently or as part of a multi disciplinary team
 Strong interpersonal skills that foster cooperation from diverse groups of people
 Demonstrated experience in the use of computerised information systems and databases
 Proven experience in developing and maintaining executive and or corporate administrative systems.
 Experience in undertaking minor research
 Experience in records management
Desirable
 Knowledge of medical terminology
 Knowledge of customer service principles
 Knowledge of BSSA policies and values.
Approved By
General Manager
Accepted By
Position Incumbent
Lou Williamson
04/01/2010
(Print Name)
(Signature)
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(Date)