Clinical Support Queensland are excited to welcome applications for an Executive Support Officer to join the Pathology team in Brisbane! This frontline support role provides essential support enabling the development and delivery of frontline services, programs and outcomes.

Job details

About the role:

As an Executive Support Officer, you will work as a team member providing administrative and secretarial support to the Director of Anatomical Pathology, the Director of Surgical Pathology and other senior Anatomical Pathologists within the Division of Anatomical Pathology and Cytopathology. The position also supports a wide range of administrative support to the Central Anatomical Laboratory and Central AP Admin team as required under the Direction of the Officer Supervisor.

Key responsibilities include:

• Provide high level administrative support to the Medical Director, PCS, Pathologists, Registrars, Supervising Scientists and all areas that make up Anatomical Pathology.
• Manage complex diary, email and workflow priorities for senior managers and pathologists, including triage, escalation and coordination of urgent and sensitive matters
• Coordinate regular meetings and adhoc meetings as and when required.
• Assess incoming correspondence, determine priority and action pathways, and prepare or coordinate responses on routine and sensitive matters.
• Manage shared mailboxes and respond to emails from internal and external shareholders in a professional and timely manner.
• Proactively manage a range of confidential issues and coordinate correspondence relating to sensitive matters.
• Coordinate and monitor HR and workforce administration processes across the discipline, including recruitment, payroll advice and problem resolution and provide procedural advice in accordance with Queensland Health requirements.
• Coordinate Anatomical Pathology Discipline Working Party, Central Consultant meetings, and other meetings as required, and provide secretarial support including but not limited to drafting and distribution of agendas, recording and transcribing of meeting minutes and distribution of same in a timely manner.
• Assist in coordinating internal and external meetings including ascertaining suitable venues, program schedule, organising catering and liaising with internal and external guest speakers and any necessary travel arrangements.

Role fit:

You will have demonstrated experience providing high-level, confidential executive and administrative support to senior management, including diary and mailbox management and coordinating complex documentation and approval processes. You will have exceptional organisational and time management skills, with the ability to prioritise competing demands, meet deadlines and work autonomously with initiative and attention to detail. You will demonstrate highly developed written and verbal communication and interpersonal skills, exercising tact, diplomacy and confidentiality when engaging with staff, stakeholders and members of the public. You will have current knowledge of medical terminology, strong keyboard and data entry skills, and advanced proficiency in Microsoft Office, including Microsoft Teams, myHR, S/4HANA and other Queensland Health applications. You will also have a sound understanding of relevant Queensland Health policies and the ability to provide clear advice to staff, build effective working relationships, identify opportunities for continuous improvement and contribute to a positive workplace culture that promotes quality human resource management, workplace health and safety, equity, anti-discrimination and ethical behaviour.

Why work for us?

• Career training and development
• Flexible and diverse work culture
• Generous leave entitlements
• Competitive salaries

Ready to apply?

For further information on how to apply please review the attached Role Description.

Our commitment to equity, diversity and inclusion 

At Queensland Health, our work environment is inclusive and supportive, and we value our employees. We are an equal opportunity employer and encourage applications from people of all cultures, abilities and backgrounds.

Our commitment to cultural safety, equity, diversity and inclusion means we understand some people may need changes to the recruitment process. If you need support during the recruitment process, such as meeting with the panel virtually instead of in person, please reach out to the hiring manager. We value diverse candidates and your need for adjustments will not affect our hiring decisions. 

Further information

We are committed to building inclusive cultures in the Queensland public sector that respect and promote human rights and diversity.

Applications will remain current for a period of up to 12 months and may be considered for other vacancies which may include an alternative employment basis such as temporary, full time or part time.

Documents

Before applying for this vacancy please ensure you read the documents below.

• CSQ696689 RD (PDF)
  
  DoH Applicant Pack (PDF)