Position

Position Title: / Administrative Support Officer
Facility/Location: / Hawkesbury District Health Service
Department: / Engineering
Responsible To: / Engineering Facilities Manager
Date of original Position Description: / August 2015
Date of last review/update:
Employment Screening Check
Vaccination Category / B(circle category of position) / Evidence of currency - Yes
National Criminal Record Check / Yes
Working with Children Background check / No
(circle most appropriate pending position brief)
Position Purpose/Job Summary
The Administration Support Officer is responsible for providing high level administrative support to the Engineering Services and Hotel Services functions in complying with a diverse range of administrative tasks including compliance data collection and reportingon behalf of operational managers
Knowledge, Competencies & Skills
Essential:
  • Ability to work independently and as part of a multi-disciplined work team
  • Ability to be adaptable, creative and innovative and work in a self-directed manner
  • Experience in office administration
  • Word processing skills and experience with developing spreadsheets and use of MS Office applications
  • Excellent interpersonal and communication skills
  • Experience in processing payments of accounts
  • Some experience with working with and the maintenance of databases (commercial and
in-house) and extraction of reports
Desirable:
  • Understanding of Healthcare facilities and services
  • Accurate typing and keyboard skills
  • Demonstrated time management and effective organisational skills
  • Ability to attend to demands of two service areas
  • Knowledge of HACCP Food Safety Standards

Education, Qualifications & Special Training
Essential:
Nil
Desirable:
  • Experience with working with the Building and Engineering Information Management System (BEIMS)
  • Certificate III in Business or equivalent
  • Evidence of successful completion of courses in MS Office applications

Work Experience

Experience in provision of administrative support to trades and/or hospitality services would be an advantage
Indicative Roles & Responsibilities / Key Performance Indicators
Administrative Functions
  • Assist with the scheduled Preventative Maintenance Programs for buildings and equipment
  • Assist and ensure all maintenance service documentation is raised and completed
  • Respond to requests for maintenance from patients and staff
  • Raise Purchase Orders as required.
  • Organise the ordering of equipment for functions etc.
  • Take appropriate maintenance action following reports of safetyhazards, risks and incidents/accidents within the workplace.
  • Filing of service documentation and maintenance of department files and filing systems
  • Send out equipment for repair
•Liaise with contractors and suppliers
  • Process accounts payable
  • Assist with Financial reports
  • Maintain the facility Hazardous Substances Register
  • Ensure Material Safety Data Sheets (MSDS documentation library is maintained
  • Provide administrative support to the Hotel Services Manager and department in Food Safety Plans and audits, conduct of meetings, staff training , stocktakes, preparation of reports for internal meetings, policy and procedure review ,
  • Maintain the staff uniform ordering system for the whole facility and deal with supplier to satisfy demands
/ Equipment is reliable and serviced regularly
•Maintenance requests responded to in a timely manner
•The follow up of equipment sent out for repair
•Filing is completed in a timely manner
  • Competent user of Chemwatch system
  • Up to date MSDS library and inventory of chemicals used across the facility in accordance with Worksafe Code of Practice
  • MSDS Library is accurate and accessible
  • Accuracy and timeliness of documentation in production reports
  • Ensure uniform orders are accurate and placed in a timely manner
  • Deal with uniform supply issues as necessary

WHS Responsibilities
  • Complies with statutory regulations of safe practice while carrying out work related duties, including the use of personal protective equipment.
  • Active participant in the promotion of WHS activities within the complex
/
  • Demonstrates a positive safety attitude in all tasks
  • Actively contributes to minimizing WHS risks
  • Reports observed safety hazards/incidents

Participate in Quality Improvement / Quality Assurance Activities
  • Ensure compliance with current internal policies and procedures
  • Ensuring compliance with all external regulation authority standards
  • Support regular review or departmental and safety standards in line with Work Health & Safety regulations
  • Assist both the Engineering Facilities and Hotel Services Manager to monitor manage external contracts
/
  • Compliance with statutory requirements and adherence to safety standards
  • Contractor compliance with contractual agreements including quality and safety checks

Professional Development
  • Seeks feedback of performance (eg evaluation of meetings / performance appraisal)
  • Develops own annual personal development role specific action plan with respective mangers
/
  • Participate in performance reviews
  • Professional development needs documented & acted upon
  • Demonstrates attendance at further technical education

In addition to these indicative roles and responsibilities the employee must adhere to HDHS values and mission and policy/procedures – please refer to the Appendix.
Decision Making Authority/Accountability
Financial: Nil
Assets: N/A
HR Management: No staff report to this position

Key Relationships - Internal

Communicating With: / Nature of Communication:
Engineering Facilities and Hotel Services Manager / Reports to
Hospital Staff / Support & collaboration
Engineering Services and Hotel Services staff / Liaison & collaboration within a team environment
Key Relationships – External
Communicating With: / Nature of Communication:
Contractors / Acting on behalf of managers
Suppliers / Acting on behalf of managers
Values /
  • Compassion
/
  • Respect
/
  • Honesty
/
  • Hospitality
/
  • Excellence

Vision / Creating a sustainable and vibrant ministry of care
Mission / To promote life that brings:
-Hope to those we serve;
- Peace to those we care for; and
-Dignity to the sick, frail, elderly and marginalised.
Signature of Incumbent: / Date:
Signature of Manager: / Date:
APPENDIX

HDHS POLICY

It is a condition of employment with HDHS that all staff are aware of, and abide by all organisational policies – you can obtain copies of policies from your Manager or on the HDHS Intranet site. Any breach of HDHS policies may result in termination of employment.

EQUAL EMPLOYMENT OPPORTUNITY RESPONSIBILITIES

HDHS is committed to the policy that discrimination, bullying or harassment in the workplace will not be tolerated. All staff have a responsibility to ensure that they do not act in anyway that constitutes harassment, bullying or discrimination against other staff, and to help maintain a work environment free of harassment, bullying and discrimination.
WORK HEALTH AND SAFETY RESPONSIBILITY & ACCOUNTABILITY
HDHS is committed to providing safe places of work for all employees. HDHS strives to achieve this through the Catholic Healthcare Work Health, Safety and Injury Management system. This system is designed to ensure people at all levels within the organisation recognise and commit to their safety responsibilities by signing their WHS Responsibility & Accountability Statement on commencement.
Maintaining a safe workplace is a key responsibility of your role with HDHS. Your manager will discuss these things with you. HDHS requires you to report all identified WHS risks immediately to your manager.
CLINICAL GOVERNANCE
HDHS is committed to promoting and supporting patient safety and quality of services. The Clinical Governance Unit work collaboratively with other staff to analyse, maintain and improve patient safety and quality systems across the facility.
Your responsibility is to actively participating in organisational processes, including the development and implementation of safety systems, quality improvement initiatives and related training and to notify the clinical lead /manager when concern exists about a patient safety.

CHILD PROTECTION RESPONSIBILITIES

HDHS is committed to the well-being and safety of children and young people. The organisation recognises the important responsibility all staff have in the care and protection of children who may be at risk of harm.
Staff involved in the provision of health care to children are required to:
  • Be familiar with and adhere to Legislation in relation to Child Protection and comply with NSW Health Policies and Procedures (including Frontline Procedures for the Protection of Children and Young People and current circulars) and organisational policies in relation to Child Protection;
  • Attend training in Child Protection as required.

PD Admin Assistant Engineering HDHS Aug_20151