Position Overview
Infrastructure and Health Support Services, a division of Canberra Health Services, are responsible for:
- Capital Project Delivery.
- Facilities Management.
- Minor Works Team and Off-Site Maintenance.
- Safety and Risk.
- Domestic and Environmental Services.
- Food Services.
- Sterilising Services.
- Security Services.
- Fleet Management.
The Infrastructure and Health Support Services, Facilities Management Division, is responsible for planned and reactive maintenance, asset management, utilities and contracts and leasing for the Canberra Health Services property portfolio across the ACT.
The Facilities Management (FM) Administrative Support Officer will report to the Assistant Director of Contracts, predominately supporting the Contracts and Leasing team in a variety of tasks. This includes providing administration support for contracts and leasing requirements,providing secretariat support as well as contractor and leasing audits. The role will also provide general administration support as required to the broader FM Team.
Duties
Under limited direction of the Assistant Director of Contracts you will perform the duties as outlined below to the highest standard. You will:
- Provide support the Contracts and Leasing team in the delivery of administrative functions and client services. Utilise Microsoft Office applications (e.g. Word, Excel, Outlook, and Power Point) and other software systems (e.g. SharePoint, IAM, Rapid Global, Envizi and TRIM) to support management in the delivery of FM Contracts and Leasing to support CHS.
- Facilitate minor updates to tender documentation including Statement of Requirements, Procurement Plan Minutes, Contracts, etc and refer more complex updates to the Contracts and Leasing Managers for guidance.
- Provide assistance, coordination, and administrative support in relation to client enquiries and the implementation of the approved contract and lease according to current delegate approvals.
- Effectively respond and provide assistance to internal and external stakeholders using strong interpersonal, oral and written communication skills.
- Manage documents relevant to the Contracts and Leasing team through the use of SharePoint, Q:// drive and other relevant applications.
- Work within a team environment and consult with internal/external stakeholders under the Contracts and Leasing Manager’s direction to deliver agreed outcomes and assist the broader team.
- Provide general administrative duties that include minute taking, processing/raising of invoices, reviewing, and updating the utilities system, updating databases, briefs, procedures and policies and general office duties where required.
- Undertake other duties appropriate to this level of classification which contribute to the operation of the organisation.
About you
CHS is committed to workforce diversity and to creating an inclusive workplace. As part of this commitment, we welcome applications from all diversity groups. Aboriginal and Torres Strait Islander peoples, people with disability and people who identify as LGBTQIA+ are particularly encouraged to apply.
Behavioural Capabilities
To be successful in this position, you will need:
- Excellent administrative and client focussed skills.
- Ability to perform in a busy and demanding maintenance environment.
- Strong organisational skills with a high degree of drive.
Position Requirements / Qualifications
Mandatory
- CHS is leading the drive to digitally transform health service delivery in Australia through the implementation of a territory wide Digital Health Record. Computer literacy skills are required which are relevant to this role as you will be responsible for completing required documentation and becoming a proficient user of the Digital Health Record and/or other Information Technology systems; once proficient, you will need to remain current with changes, updates and contingencies.
Desirable
- Knowledge of and experience in the delivery of infrastructure and maintenance administrative support services, including a solid understanding of infrastructure systems and trade services.
- Have an understanding of how the National Safety and Quality Health Service (NSQHS) indicators align with this role.
- Fulfil the responsibilities of this role in alignment to the CHS Exceptional Care Framework, Clinical Governance Framework, Partnering With Consumers Framework and all other related frameworks.
Please note prior to commencement successful candidates will be required to:
- Undergo a pre-employment National Police Check.
What you require (key selection criteria)
- Demonstrated experience in undertaking a range of administrative tasks within competing priorities including records management, preparing general correspondence, procedures, audits, reports and secretariat support.
- Demonstrated attention to detail and analytical skills. Including experience in the use of Microsoft Office applications (e.g., Word, Excel, Outlook and PowerPoint) and other software systems (e.g.,IAM, Rapid Global, TRIM and SharePoint).
- Proven experience in providing high level administrative support and customer services, including strong interpersonal oral and written communication skills within a busy environment.
- Demonstrated ability to work within a team, consult with stakeholders under minimal supervision, and develop solutions to deliver agreed outcomes within tight timeframes.
- Demonstrates a commitment to work, health and safety (WH&S) and the positive patient experience and displays behaviour consistent with Canberra Health Services values of Reliable, Progressive, Respectful and Kind.
Work environment description
The following work environment description outlines the inherent requirements of the role and indicates how frequently each of these requirements would need to be performed. Please note that the ACT Public Service is committed to providing reasonable adjustments and ensuring all individuals have equal opportunities in the workplace.
| Administrative | Frequency |
|---|---|
| Telephone use | Frequently |
| General computer use | Frequently |
| Extensive keying/data entry | Occasionally |
| Graphical/analytical based | Occasionally |
| Sitting at a desk | Frequently |
| Standing for long periods | Occasionally |
| Psychosocial demands | Frequency |
|---|---|
| Distressed People e.g. Emergency or grief situations | Occasionally |
| Aggressive & Uncooperative People e.g. drug / alcohol, dementia, mental illness | Occasionally |
| Unpredictable People e.g. Dementia, mental illness, head injuries | Occasionally |
| Restraining e.g. involvement in physical containment of clients/consumers | Never |
| Exposure to Distressing Situations e.g. Child abuse, viewing dead / mutilated bodies; verbal abuse; domestic violence; suicide | Occasionally |
| Physical demands | Frequency |
|---|---|
| Distance walking (large buildings or inter-building transit) | Occasionally |
| Working outdoors | Occasionally |
| Manual handling | Frequency |
|---|---|
| Lifting 0 - 9kg | Occasionally |
| Lifting 10 - 15kg | Occasionally |
| Lifting 16kg+ | Never |
| Climbing | Occasionally |
| Running | Occasionally |
| Reaching | Occasionally |
| Kneeling | Occasionally |
| Foot and leg movement | Occasionally |
| Hand, arm and grasping movements | Occasionally |
| Bending/squatting | Occasionally |
| Bend/Lean Forward from Waist/Trunk twisting | Occasionally |
| Push/pull | Occasionally |
| Sequential repetitive movements in a short amount of time | Occasionally |
| Travel | Frequency |
|---|---|
| Frequent travel – multiple work sites | Occasionally |
| Frequent travel – driving | Occasionally |
| Specific hazards | Frequency |
|---|---|
| Working at heights | Occasionally |
| Exposure to extreme temperatures | Occasionally |
| Operation of heavy machinery e.g. forklift | Never |
| Confined spaces | Occasionally |
| Excessive noise | Occasionally |
| Low lighting | Occasionally |
| Handling of dangerous goods/equipment e.g. gases; liquids; biological. | Never |
| Slippery or uneven surfaces | Occasionally |
Directorate: Canberra Health Services
Division:Infrastructure and Health Support Services
Business Unit: Facilities Management
Position number:P11871
Position title: Contracts and Leasing Support Officer
Classification: Administrative Services Officer 4
Location: Canberra Hospital, Garran
Last Reviewed: 11 September 2023
Reporting relationships: Contracts and Leasing Support Officer >Assistant Director Contracts >Director Business Operations
Canberra Health Services (CHS) is focussed on the delivery of high quality, effective, person-centred care. We provide acute, sub-acute, primary and community‐based health services, to the Australian Capital Territory (ACT) and surrounding regions.
More information can be found on the CHS website.
Our Vision: creating exceptional health care together
Our Role: to be a health service that is trusted by our community
Our Values: Reliable, Progressive, Respectful and Kind
