Executive Assistant

Description:

An exciting job opportunity has arisen for a dynamic individual with experience in a high functioning Executive Administrative position to join our Executive team.

Nepean Private Hospital is seeking an experienced Executive Assistant who will take initiative and anticipate key events, taking actions to enable the smooth running of the executive office. You will be highly competent in managing complex and frequently changing schedules, build strong relationships, be highly organised and manage sensitive information in a confidential manner.

You will be supporting a fast paced, high energy executive professional, with a broad portfolio consisting of internal and external stakeholders.

About Us

Nepean Private Hospital is located in the multi-cultural Western Sydney City of Penrith. The hospital is a modern 109 bed facility providing a wide range of health services to the local community since 2000 including: orthopaedics, spinal, gynaecology, ENT, plastics, urology and general surgery, endoscopy, cardiology, cardiac angiography and obstetrics. Nepean Private Hospital has eight operating Theatres, one hybrid/cardiac catheterisation theatre and an endoscopy suite, supported by a critical care unit which includes intensive care.

It is an exciting time for Nepean Private Hospital. We are investing in our future with an exciting $38M redevelopment which will see our Hospital grow to meet the needs of our growing community with 4 new operating theatres, purpose built pre-admission area, new sterilising department, new foyer and retail space, new consulting suites, refurbished main entry and a new car park. And we have just purchased a new $3.5Million Da Vinci Robot to expand our complex surgery program. Nepean Private Hospital has established an excellent reputation in the community for its high commitment to customer service, staff satisfaction and quality improvement.

Key Responsibilities

Responsibilities

As the Executive Assistant to the General Manager (GM) and Director of Nursing (DON) you will be responsible for 3 key areas

• Provide organisational and administrative support to the GM and DON to enable them to execute the role efficiently.
• Including diary management, liaising with internal, external and international personnel regarding complex diary and meeting management.
• Coordinate executive communications, including, taking calls, responding to emails, drafting correspondence, oversee the creation of documents, minute taker and distribution of minutes, various reports and presentations
• Maintaining an organised filing system of paper and electronic documents
• Assisting with recruitment with the T&A team
• Contribute to a team environment, working collaboratively in sharing and generating ideas, empowered to achieve outcomes.
• Human Resources
• Execution of employment contracts and changes
• Payroll Co-ordinator, assisting with payroll queries, pay end processes
• Onboarding of new employee’s including uniforms, security access, IT requirements
• E-Credentialing related matters including:
• Processing applications for accreditation from VMOs through the online e-credentialing system
• Ensuring VMOs / CMOs are compliant with relevant documentation
• Liaise with Heads of Unit for accreditation of VMOs
• Coordinating the quarterly Medical Advisory Committee (MAC) meetings

Essential Criteria

• Worked in an Executive Assistant role or Executive Administration role for a minimum of three years.
• TAFE/Certificate – Diploma level qualification in Business Administration or related discipline (or working towards).
• Previous Executive Assistant experience in a hospital/health care environment (desirable).
• Worked in a fast-paced, multi-disciplinary team environment with competing priorities.
• Advanced computer skills in IT systems including MS Office.
• Doctors credentialing process (desirable).
• Highly developed organisational skills with the ability to prioritise tasks and meet deadlines in a fast paced environment.
• High level attention to detail, including in written materials.
• Strong organisational and time management skills with the ability to multitask.
• Provided exceptional customer service to internal and external customers.
• Excellent interpersonal and communication skills.
• High level of confidentiality.
• Ability to work autonomously and within a team.
• Ability to follow instructions and take directions.