Executive Assistant

at  Aged Care Quality and Safety Commission

POSITION ELIGIBILITY REQUIREMENTS (SELECTION CRITERIA):

To be successful in this role you will need to demonstrate the following:

• Demonstrated organisational skills at a high level to provide day to day administrative support to Executives
• Knowledge, or the ability to quickly acquire knowledge of the role and functions of the Commission to support business priorities
• Superior oral communication skills and the capacity to engage appropriately with senior clinicians, senior government and sector representatives
• Understanding of the issues faced by aged care consumers living with dementia and their families
• Demonstrated ability to work in productive partnership to optimise performance and achieve business results
• Ability to manage own work requirements with broad supervision, and to identify priorities to meet competing deadlines
• Effective written communication skills, including the ability to draft various forms of documents and correspondence, and concisely summarise information
• Ability to communicate with influence and work collaboratively to resolve complex issues
• Ability to positively represent the CCA in verbal and written communications with all other parties
• Previous experience proving high level support to an Executive Director or equivalent
• Ability and willingness to travel at short notice involving ad-hoc projects within the CCA Group.
• Australian driver licence.

Position Duties

• Acting as the first point of contact for the CCA, receiving and screening phone calls; monitoring emails, using initiative and discretion to prioritise and action under limited guidance
• Ensuring the CCA is aware of significant issues that require a timely response and that requests for urgent information and correspondence are actioned in their absence
• Ensuring that issues and concerns which have the potential to impact the clinical care of aged care consumers are escalated and addressed in a timely manner
• Triaging and prioritising requests for advice and input from the CCA based on potential risk and urgency
• Understanding of the work and interrelationships of the Clinical Unit, Restrictive Practices Unit, Food Nutrition and Dining Unit and Pharmacy Unit within the Chief Clinical Advisor Group.
• Managing the CCA’s diary to meet business priorities and competing deadlines
• Assisting the CCA to prepare for meetings and appointments by providing intelligence and arranging for the necessary documents prior to meetings
• Conducting research and drafting briefings, reports and documents as required
• Developing appropriate systems, procedures and controls to enhance the accuracy, timeliness and presentation of workflow and tasks within the CCA Group, with an aim for continuous improvement
• Working closely with the CCA to identify business priorities and actively support the Commission’s and Group’s strategic direction and relationships
• Anticipating, organising, scheduling and coordinating all travel and conference arrangements and accommodation for the CCA and others and managing supporting documentation consistent with the Commission’s policies and procedures
• Coordinating, drafting and sending weekly messages to CCA Group staff, and drafting other communications as required
• Providing high level administrative support to the CCA and the Group, including managing stakeholder requirements and expectations, room bookings and other support needed for meetings, including scribing as required

To be successful in this role you will need to demonstrate the following:

• Demonstrated organisational skills at a high level to provide day to day administrative support to Executives
• Knowledge, or the ability to quickly acquire knowledge of the role and functions of the Commission to support business priorities
• Superior oral communication skills and the capacity to engage appropriately with senior clinicians, senior government and sector representatives
• Understanding of the issues faced by aged care consumers living with dementia and their families
• Demonstrated ability to work in productive partnership to optimise performance and achieve business results
• Ability to manage own work requirements with broad supervision, and to identify priorities to meet competing deadlines
• Effective written communication skills, including the ability to draft various forms of documents and correspondence, and concisely summarise information
• Ability to communicate with influence and work collaboratively to resolve complex issues
• Ability to positively represent the CCA in verbal and written communications with all other parties
• Previous experience proving high level support to an Executive Director or equivalent
• Ability and willingness to travel at short notice involving ad-hoc projects within the CCA Group.
• Australian driver licence