JOB AND PERSON SPECIFICATION
Title of Position:
Administrative Unit:
Administrative Officer/Medical Secretary Part-time Adelaide Health Service
Classification Code: ASO-2
Discipline Code:
3
Appointment:

Permanent

Temporary

Other
Directorate:
Service:
Functional Unit:
Department:
Acute Services
Royal Adelaide Hospital
Cancer Centre
Radiation Oncology
Position Number:
Position Created:
Term………..
Term…………
:
Job and Person Specification Approval
All excluding senior positions
................................................ ......./......./.......
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).
____________________________________________________________________________
Under the direction of an Administrative Coordinator the Administrative Officer/Medical
Secretary, Radiation Oncology is accountable to the Administrative Manager, Cancer Centre for
the provision of a confidential secretarial and administrative service to the Deputy Director of
Radiation Oncology. This entails using a teamwork approach, coordinating day to day
workloads within the group, ensuring that all work is completed in a timely and accurate manner,
handling more complex work tasks and problems, arranging air line travel, liaising with other
hospital departments and staff to identify requirements and priorities.
____________________________________________________________________________
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 Medical Secretary, Radiation Oncology reports to the Administrative Manager, Cancer
Centre through the Administrative Coordinator. The Medical Secretary must work closely with
multidisciplinary team members and with other hospital departments.
3. Special Conditions (such as non-metropolitan location, travel requirements, frequent overtime,
etc.).
_____________________________________________________________________________________
Must be prepared to:
 Undertake some out of hours work or work additional days, especially during peak periods
or periods of leave.
____________________________________________________________________________
4. Statement of Key Outcomes and Associated Activities. (Group into major areas of
responsibility/activity and list in descending order of importance).
_____________________________________________________________________________________







Have a flexible approach to working hours.
Participate in the Unit’s administrative position rotations.
Undertake staff rotation between administrative support positions within the Cancer Centre.
Attend relevant administrative, departmental meetings and planning sessions.
Attend relevant education and training sessions as required.
Must be prepared to participate in annual performance review process.
May be required to work at any site within the Adelaide Health Service.
Contribute to the provision of an effective, efficient and confidential secretarial and clerical
support service to the Department under the direction of the Administrative Coordinator by:
 Providing confidential secretarial support service to the Department including managing
telephone enquiries, coordination of and scheduling meetings/appointments with
management and hospital staff, responding to enquiries and problem solving;
 Communicating effectively with all levels of staff, patients and health professionals: offering
assistance and support with enquiries;
 providing a high standard of word processing skills, including the use of ANZIO and HOMER
database software, and other related database software as required;
 typing/word processing from handwriting or dictation, general administrative and educational
material, including but not limited to rosters, medico-legal reports, correspondence, research
grant applications, lectures/tutorials, submissions, reports, protocols/proformas, minutes of
meetings, ward handouts and other confidential data;
 maintaining filing systems, archiving digital files and implementing new systems;
 maintaining effective utilisation of office and computer equipment and software, liaising with
information technology consultants;
 contributing to the efficient administration of the Department by undertaking any duties
relevant to the level of the position as required by the Supervisor/Administrative Manager;
 if required maintaining a diary for Senior Staff, including arranging appointments and
coordinating meetings;
 receiving and distributing or redirecting correspondence;
 arranging travel and conference/seminar bookings;
 provide relevant statistics and other information to the Administrative Manager and
Administrative Coordinator;
 participating in departmental meetings, staff appraisal and staff development activities.
____________________________________________________________________________
4. Statement of Key Outcomes and Associated Activities. (Group into major areas of
responsibility/activity and list in descending order of importance).
_____________________________________________________________________________________
Contribute to an efficient, comprehensive, customer orientated administrative service, under the
direction of the Administrative Coordinator by:
 ensuring all telephone calls and mail are handled in a professional manner at all times;
 ensuring electronic discharge letters are completed for each admission to optimize the Unit’s
funding by providing support to staff attached to the Unit, including typing of discharge
summaries (where appropriate), statistics, presentations and letters;
 liaising with other departments and hospitals as required;
 ensuring patient confidentiality with patient records;
 ensuring patient medical records are maintained and movements are correctly recorded on
the hospital tracking system.
Assist in the provision of quality improvement by taking a leadership role in quality control
reviews through Equip and improvement programs such as:
 maintaining a strong customer focus;
 ensuring a commitment to continuous improvement;
 operating under the Code of Conduct for SA Public Sector Employees and RAH Corporate
Policies including RAH Confidentiality Code of Conduct;
 keeping abreast of all administrative and policy changes;
 seek guidance in preventing and correcting errors whenever possible;
 actively contributing to the Cancer Centre Administrative Forum;
 participating in staff appraisal and staff development activities;
 cooperating with other employees to resolve conflicts or difficulties encountered during the
course of duty and report any major conflicts/difficulties to the Administrative Manager or
delegate;
 providing timely negotiation of leave and notification of sick leave with the Administrative
Coordinator and Administrative Manager or delegate that have impact on service delivery.
To contribute toward the provision of a safe and healthy and equitable 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;
 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.
As required achieve other outcomes commensurate with this classification.
_____________________________________________________________________________________
Acknowledged by Occupant……………………………………………
PERSON SPECIFICATION
………/…/………
ESSENTIAL MINIMUM REQUIREMENTS
EDUCATION
____________________________________________________________________________
 Nil
PERSONAL ABILITIES/APTITUDE/SKILLS:
____________________________________________________________________________
 Ability to communicate appropriately and interact effectively in all situations with patients,
relatives and visitors;
 ability to demonstrate team behaviour
 ability to work independently and be resourceful;
 ability to work under pressure;
 ability to readily assimilate new information and procedures and react positively on
implementation of changes;
 ability to handle difficult situations with confidence;
 a commitment to providing excellence service to persons requiring assistance and with people
from varied backgrounds;
 current (last 6 months) keyboarding speed and accuracy assessment (minimum) 60wpm;
 good numeracy, spelling and grammar skills;
 ability to audiotype.
EXPERIENCE




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 and commitment to Equal Opportunity and Occupational Health Safety and
Welfare policies and Legislation.
Knowledge of general administrative procedures.
Knowledge of and commitment to customer service principles.
Sound knowledge of medical terminology.
DESIRABLE REQUIREMENTS
EDUCATION

Completion or willingness to undertake relevant studies and/or courses.
PERSONAL ABILITIES/APTITUDE/SKILLS
______________________________________________________________________

Ability to use computerised information systems.
EXPERIENCE
____________________________________________________________________________




Experience working in a hospital environment and/or with hospital computerised systems.
Experience in the application of office procedures.
Relevant experience as a Secretary/Medical Secretary/Receptionist in a health organisation.
Experience in the use of Microsoft Excel, Word and Access.
KNOWLEDGE
____________________________________________________________________________

Knowledge of Hospital policies and procedures