Administration Officer

at  Queensland Health

The successul candidate will provide data entry and other administrative assistance in Analytical Chemistry Unit, Newborn screening and database administration in Biochemistry Unit.
Your key responsibilities

Fulfil the responsibilities of this role in accordance with the Queensland Public Service values (QPS) along with the following accountabilities:

• Adhere to defined service quality standards, health and safety policies and procedures relating to the work being undertaken in order to ensure high quality, safe services and workplaces.
• Provide high-level administrative support to the Director, Principal Chief Scientist, Consultants, and laboratories that make up Chemical Pathology, Pathology Queensland - Central Laboratory.
• Assist with data entry and administrative processes for Newborn Screening.
• Assist with maintenance of Biochemistry Unit database (OneNote).
• Establish and maintain accurate cross-referenced information storage and retrieval systems for correspondence, staff requests, agendas, minutes of meetings, applications for conference funding, etc.
• Record and transcribe minutes of management / committee meetings.
• Examine incoming correspondence and determine action required according to previously established priorities.
• Liaise with administration and medical staff within Pathology Queensland, Department of Health, and private pathology laboratories.
• Provide high level HR administrative support for the Chemical Pathology medical staff.
• Coordinate meetings, teleconferences and videoconferences including; distribution of meeting notification to attendees, venue bookings, use of equipment and catering.
• Assist with department procurement processes through S4/HANA.
• Assist with human resource administration through myHR (e.g. AVAC submission, EMF preparation)
• Work independently, and as part of a team, to provide general reception duties to the Chemical Pathology reception desk when unattended, as well as photocopying, faxing and distribution of correspondence.
• Comply with and utilise procedures, policies, regulations, and standards which impact upon the position including the Code of Conduct, contemporary human resource management requirements and practices, such as workplace health and safety, equal employment opportunity and anti-discrimination policy.

What we are looking for?

You will be assessed on your ability to demonstrate the following key capabilities, knowledge and experience. Within the context of the responsibilities described above under ‘Your key responsibilities’, the ideal applicant will be someone who can demonstrate the following:

• Possession of a high standard of administrative and secretarial skill and demonstrated ability to use medical terminology to prepare complex correspondence, agendas and minutes.
• Demonstrated ability to plan, prioritise and schedule work to meet deadlines and commitments, working autonomously and harmoniously as a productive team member with minimal supervision.
• Demonstrated high level of interpersonal and communication skills including the ability to liaise with staff at all levels.
• Ability to actively participate in a working environment supporting quality human resource management practices including employment equity, anti-discrimination, occupational health and safety and ethical behaviour.

Mandatory qualifications/professional registration/other requirements

• No minimal educational qualifications are required however, experience with Microsoft Programs, computer database management, hospital and laboratory information systems (e.g. Auslab, S4/HANA, myHR, Excel, Word, OneNote) and medical terminology is highly desirable.

Vaccine Preventable Diseases (VPD) requirements

• It is a condition of employment for this role for the employee to be, and remain, vaccinated against the following vaccine preventable diseases during their employment: Hepatitis B.
• Additional vaccinations including Japanese Encephalitis and Rabies may also be required for this position.
• Existing staff that are engaged prior to 1 July 2016 are not subject to this condition of employment unless they apply for a role with VPD requirements that is with a different Queensland Health entity (i.e. one HHS to another HHS, Department to a HHS, or HHS to Department).This work is licensed under a Creative Commons Attribution 3.0 Australia License.

Fulfil the responsibilities of this role in accordance with the Queensland Public Service values (QPS) along with the following accountabilities:

• Adhere to defined service quality standards, health and safety policies and procedures relating to the work being undertaken in order to ensure high quality, safe services and workplaces.
• Provide high-level administrative support to the Director, Principal Chief Scientist, Consultants, and laboratories that make up Chemical Pathology, Pathology Queensland - Central Laboratory.
• Assist with data entry and administrative processes for Newborn Screening.
• Assist with maintenance of Biochemistry Unit database (OneNote).
• Establish and maintain accurate cross-referenced information storage and retrieval systems for correspondence, staff requests, agendas, minutes of meetings, applications for conference funding, etc.
• Record and transcribe minutes of management / committee meetings.
• Examine incoming correspondence and determine action required according to previously established priorities.
• Liaise with administration and medical staff within Pathology Queensland, Department of Health, and private pathology laboratories.
• Provide high level HR administrative support for the Chemical Pathology medical staff.
• Coordinate meetings, teleconferences and videoconferences including; distribution of meeting notification to attendees, venue bookings, use of equipment and catering.
• Assist with department procurement processes through S4/HANA.
• Assist with human resource administration through myHR (e.g. AVAC submission, EMF preparation)
• Work independently, and as part of a team, to provide general reception duties to the Chemical Pathology reception desk when unattended, as well as photocopying, faxing and distribution of correspondence.
• Comply with and utilise procedures, policies, regulations, and standards which impact upon the position including the Code of Conduct, contemporary human resource management requirements and practices, such as workplace health and safety, equal employment opportunity and anti-discrimination policy

You will be assessed on your ability to demonstrate the following key capabilities, knowledge and experience. Within the context of the responsibilities described above under ‘Your key responsibilities’, the ideal applicant will be someone who can demonstrate the following:

• Possession of a high standard of administrative and secretarial skill and demonstrated ability to use medical terminology to prepare complex correspondence, agendas and minutes.
• Demonstrated ability to plan, prioritise and schedule work to meet deadlines and commitments, working autonomously and harmoniously as a productive team member with minimal supervision.
• Demonstrated high level of interpersonal and communication skills including the ability to liaise with staff at all levels.
• Ability to actively participate in a working environment supporting quality human resource management practices including employment equity, anti-discrimination, occupational health and safety and ethical behaviour