ADMINISTRATION
ROLE DESCRIPTION
Role Title:
Classification Code:
Position Number:
Portfolio:
Department:
Unit:
Role reports to:
Role Created/ Reviewed Date:
ADMINISTRATION ASSISTANT
ASO 2
A00655
SA Ambulance Service (SAAS)
Emergency Operations
Country
Limestone Coast
Operations Manager, Limestone Coast
December 2015
ROLE CONTEXT
Primary Objective(s) of role:
This position is responsible for:
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Assist the Region in the provision of efficient and effective customer service through administrative
support operating within clearly defined and supervised guidelines.
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Efficient liaison with external and internal clients
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Maintaining and processing financial accounts for teams and regional office
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Supporting the smooth and efficient functioning of the regional office
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Providing relevant training and support to temporary and/or alternate duties employees as required
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The position works collaboratively with the regional management team and liaises with other members
of the country services team.
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The incumbent is required to achieve performance targets that are negotiated and mutually agreed with
the Operations Manager.
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The incumbent is required to demonstrate flexibility & to be able to accommodate the changing needs of
the Region.
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Provide high level administration, research and clerical support to the team members of the region to
achieve day to day and longer term goals in a challenging work environment.
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Coordinate diary appointments and travel arrangements, and receive and redirect telephone calls and
assist in responding to such enquiries.
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Key Relationships/ Interactions:
Internal
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Other Administration Support staff
Operations Managers
Regional Team Leaders
Clinical Team Leaders
Volunteer Team Leaders
Career & Volunteer staff in region
Regional Office staff
All internal departments within SAAS
External
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SAAS Clients
External Agencies
General Public
Allied Services – e.g. Hospitals, medical clinics
Travel Providers – e.g. Airlines, Taxi, Sealink, and Car hire
Conference venue coordinators
Hotels, resorts e.g. – accommodation venues
Other Government Departments - e.g. Fleet SA
Department of Health
Delegations:
Levels/ limits of authority in relation to finance, human resources and administrative requirements as
defined by Departmental delegations and policies.
Resilience:
SA Health employees persevere to achieve goals, stay calm under pressure and are open to feedback.
Performance Development
The incumbent will be required to participate in the organisation’s Performance Review & Development
Program which will include a regular review of the incumbent’s performance against the responsibilities and
key result areas associated with their position and a requirement to demonstrate appropriate behaviours
which reflect a commitment to SA Health values and strategic directions.
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General Requirements:
Managers and staff are required to work in accordance with the Code of Ethics for South Australian Public
Sector, Policies and Procedures and legislative requirements including but not limited to:
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Work Health and Safety Act 2012 (SA) and when relevant WHS Defined Officers must meet due
diligence requirements.
Equal Employment Opportunities (including prevention of bullying, harassment and intimidation).
Children’s Protection Act 1993 (Cth) – ‘Notification of Abuse of Neglect’.
Disability Discrimination.
Code of Fair Information Practice.
Relevant Awards, Enterprise Agreements, Public Sector Act 2009, Health Care Act 2008,
and the SA Health (Health Care Act) Human Resources Manual.
Relevant Australian Standards.
Duty to maintain confidentiality.
Smoke Free Workplace.
To value and respect the needs and contributions of SA Health Aboriginal staff and clients, and commit
to the development of Aboriginal cultural competence across all SA Health practice and service
delivery.
Applying the principles of the South Australian Government’s Risk Management Policy to work as
appropriate.
Special Conditions:
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Depending on work requirements the incumbent may be transferred to other locations across SA Health
to perform work appropriate to classification, skills and capabilities either on a permanent or temporary
basis subject to relevant provisions of the Public Sector Act 2009 for Public Sector employees or the
SA Health (Health Care Act) Human Resources Manual for Health Care Act employees.
 The incumbent may be required to participate 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 incident.
 Appointment is subject to a satisfactory National Police Check, Category –
Employment/Probity/Licencing, prior to commencement of employment.
 Must have a flexible approach to working hours.
 Must be able to undertake intrastate travel with overnight stays when required.
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Key Result Area and Responsibilities
Key Result Areas
Major Responsibilities
Customer Service
Achieved by the following activities:
Communications
Financial Support
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Receive and deal with enquiries from a range of stakeholders, and refer
on or deal with as appropriate. Respond to all requests in a prompt and
professional manner.
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Sensitive information requests and issues are dealt with in a highly
confidential and prudent manner.
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Effective internal & external customer service including in-person and
telephone enquiries.
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Assist all customers with their enquiries including volunteers, career
staff, internal customers and members of the public.
Achieved by the following activities:
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Co-ordinate own work schedule to achieve designated operational
goals
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Monitor all incoming calls to the regional office to ensure consistent
systematic approach to requests
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Organise and provide information to facilitate communication in
response to oral and written requests including:
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Receive and process a request for information
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Identify information source
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Extract information
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Provide information
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Compose correspondence
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Direct / refer external and internal clients to appropriate
personnel within SAAS
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Ensure incoming mail is distributed
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Ensure outgoing mail is dispatched
Prepare DX for dispatch by agreed time each day
Achieved by the following activities:
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Management of invoice processing, credit card reconciliations & finance
correspondence within delegated authority includes:
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Invoices are costed to appropriate Responsibility Index and
Natural Account Code in Basware
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Accounts are authorised and progressed to Shared
Services
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Petty cash is reconciled as per organisational procedure
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Reimbursements are processed for staff in a timely manner
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Credit card reconciliation is completed monthly
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Records Management
Administration
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Management of Reimbursement processing ensuring compliance with
Volunteer Entitlements Document.
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Management of Honorarium processing ensuring compliance within the
guidelines set by SAAS.
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Administration of Petty Cash system including, Reconciliations, Banking
and Records.
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Provide financial compliance advice to creditors, staff and volunteers in
conjunction with Finance Department and Shared Services.
Achieved by the following activities:
 Assigning file numbers, recording within Objective, creating new
files & filing.
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Respond to requests for information facilitating timely advice.
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Maintain local records management system
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Maintain regional vehicle & equipment databases
Achieved by the following activities:
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Administrative & clerical support is provided to the Operations Manager
and members of the regional management team as required.
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Meeting and travel arrangements for the regional management team as
required.
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Identification & resolution of IT problems and issues as required.
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Updating of the regional website (SAASNet) as required.
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The taking of minutes at regional meetings, inter-regional meetings as
required.
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Format information received from the Operations Manager into
procedure and information notices.
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Organise catering for PDW & other training days as required
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Preparation and distribution of required annual calendars
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Update region schedule as changes occur.
 Ensure high level administrative support to the Operations Manager
General Duties
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Ordering and maintaining office stationery and supplies.
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Maintain office equipment.
 Purchasing and ordering equipment for the region.
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Regional Office
coordination and
assistance
Achieved by the following activities:
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Monitor and ensure quality service delivery by specified contractors
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Assist with ongoing administration and liaison with contractors of
service provision for the regional office, including:
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Occupational Health Safety
& Welfare
Gardening
Cleaning
Hygiene services
Fire extinguishers
Waste disposal
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Comply with Occupational Health, Safety and Welfare legislative
requirements by ensuring your own and others safety in the workplace
with adherence to SAAS Occupational Health, Safety, Welfare and
Injury Management policies and procedures.
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Contribute to the promotion and implementation of the General Public
Sector Management Aims, People Management Standards and
employee conduct standards by adhering to the provisions of relevant
legislative requirements.
Achieved by the following activities:
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Modelling appropriate OHS&W responsibilities for all staff under your
direction
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Assist in the development and integration of the OHS&W management
system for example:
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the annual review of the OHS&W Strategy
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consultation and review of OHS&W Policies and procedures
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Provide OHS&W reports to the Operations Manager as required.
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Pro-active initiatives are taken to prevent injuries; injured staffs are
well managed and are valued.
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Every employee feels safe at work e.g. staff are involved in safety
(through consultation)
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Safety culture is part of business e.g. promotion of safe systems of
work within the area/department/region both internally and externally.
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Knowledge, Skills and Experience
ESSENTIAL MINIMUM REQUIREMENTS
Educational/Vocational Qualifications
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N/A
Personal Abilities/Aptitudes/Skills:
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Analytical and sound problem solving skills.
Verbal and written communication skills.
Literacy and numeracy skills and attention to detail.
Interpersonal skills with the ability to liaise with all levels or management and staff.
50 wpm typing with 98% accuracy
Experience
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A similar customer service role.
Intermediate competency with Microsoft programs – Word, Excel, Outlook
Working in an autonomous role within a team environment.
Coping with and prioritising high workloads and meeting set deadlines.
DESIRABLE CHARACTERISTICS
Educational/Vocational Qualifications
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Tertiary qualifications in business related discipline
Experience
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Accounts Payable
Working in an emergency service or health care sector
Working in a diverse workforce with volunteer and career staff
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Organisational Context
Organisational Overview:
Our mission at SA Health is to lead and deliver a comprehensive and sustainable health system that aims to
ensure healthier, longer and better lives for all South Australians. We will achieve our objectives by
strengthening primary health care, enhancing hospital care, reforming mental health care and improving the
health of Aboriginal people.
SA Health is committed to a health system that produces positive health outcomes by focusing on health
promotion, illness prevention and early intervention. We will work with other government agencies and the
community to address the environmental, socioeconomic, biological and behavioural determinants of health,
and to achieve equitable health outcomes for all South Australians
Our Legal Entities:
SA Health is the brand name for the health portfolio of services and agencies responsible to the Minister for
Health and Ageing and the Minister for Mental Health and Substance Abuse.
The legal entities include but are not limited to Department for Health and Ageing, Central Adelaide Local
Health Network, Northern Adelaide Local Health Network, Southern Adelaide Local Health Network, Women’s
and Children’s Health Network, Country Health SA Local Health Network and SA Ambulance Service.
SA Health Challenges:
The health system is facing the challenges of an ageing population, increased incidence of chronic disease,
workforce shortages, and ageing infrastructure. The SA Health Care Plan has been developed to meet these
challenges and ensure South Australian’s have access to the best available health care in hospitals, health
care centres and through GPs and other providers.
SA Ambulance Service:
SA AMBULANCE SERVICE VISION
The community of South Australia is secure in the quality of care provided by its ambulance service.
MISSION
To save lives, reduce suffering and enhance quality of life through the provision of accessible and responsive
quality patient care and transport.
Underpinning the SA Ambulance Service (SAAS) Strategic Directions are the agreed values that reflect
honesty, respect and integrity for every individual. These values drive how we conduct our business and how
we behave. We aim to make the values “live”. It is important that we incorporate the values into our
behaviour systems and processes.
Australia has one of the most culturally and ethnically diverse populations in the world. Having bi-lingual and
bi-cultural employees can enhance the department’s ability to negotiate with, and meet the needs of, the full
range of its clients and customers. Such employees also add to the diversity of the workforce, and give added
opportunities to fully capitalise on difference as a valuable asset in an increasingly competitive environment.
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Values
SA Health Values
The values of SA Health are used to indicate the type of conduct required by our employees and the conduct
that our customers can expect from our health service:
 We are committed to the values of integrity, respect and accountability.
 We value care, excellence, innovation, creativity, leadership and equity in health care provision and
health outcomes.
 We demonstrate our values in our interactions with others in SA Health, the community, and those for
whom we care.
Code of Ethics
The Code of Ethics for the South Australian Public Sector provides an ethical framework for the public sector
and applies to all public service employees:
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Democratic Values - Helping the government, under the law to serve the people of South Australia.
Service, Respect and Courtesy - Serving the people of South Australia.
Honesty and Integrity- Acting at all times in such a way as to uphold the public trust.
Accountability- Holding ourselves accountable for everything we do.
Professional Conduct Standards- Exhibiting the highest standards of professional conduct.
The Code recognises that some public sector employees are also bound by codes of conduct relevant to their
profession.
Approvals
Role Description Approval
I acknowledge that the role I currently occupy has the delegated authority to authorise this document.
Name:
Role Title:
Signature:
Date:
Role Acceptance
Incumbent Acceptance
I have read and understand the responsibilities associated with role, the role and organisational context and
the values of SA Health as described within this document.
Name:
Signature:
Date:
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