Northern Territory General Practice Education Ltd Office Manager ...

Northern Territory General Practice Education Ltd
Office Manager &
Pre-Vocational General Practice Placement Program Administrative Support
The Role
This position coordinates a team of administrative employees in providing efficient
administrative support to the effective business operations of NTGPE and provides
administrative support to the Prevocational GP Placement Program.
Context
This role is often the first point of contact for staff, clients and external agencies so a
professional approach must be demonstrated by way of dress standards, communication
style and a ‘Can Do’ attitude.
The environment in which NTGPE and its Board operates includes communities with high
levels of need, and service providers and funding agencies keen to ensure Aboriginal health
needs are better met. These factors indicate considerable scope for innovative approaches
in the way NTGPE operates. It also means that NTGPE will need a flexible approach to its
structure and operations. Applicants can expect that the position and its duties may evolve
during the course of their employment with NTGPE.
Location
This position is based at the NTGPE office in Darwin which is on campus at Charles Darwin
University.
Supervision
This position is supervised by the Human Resources & Quality Assurance Manager and
supervises the work of the administrative team in Darwin, with regular liaison with the
Program Coordinator of the PGPP program.
Hours of Work
36.75 hrs per week full time equivalent (FTE), with some after hours work as required of a
busy office.
Duties
Under broad guidance of the HR&QA Manager, the Office Manager will:
• Supervise the day to day activities of the Darwin administrative team to ensure high
standards support is provided to program and education and training staff for the efficient
running of NTGPE’s business operations.
• Provide effective secretariat support to various committees and working parties, to
prepare meeting papers, take minutes, prepare briefing papers and agendas, revising
documents and policies before and following meetings, lodging documents on secure
websites;

• In line with quality assurance requirements, develop and implement office systems,
including operational policies and procedures to ensure consistency in and reliability of
business functions; this will include liaison with the Corporate Services Manager in Alice
Springs
• Develop and maintain quality processes to ensure a confidential, interactive filing and
archiving system to enable the efficient retrieval of information and documents as
required
• Manage inwards and outwards correspondence, reporting and research, including
• ensuring appropriate action is taken in a timely manner on incoming correspondence
• undertaking research on specific matters and projects and making recommendations
for improvements in operational systems and services
• Liaising with staff and external agencies and use initiative to make decisions as issues
arise, determining how they should best be handled, particularly in the absence of key
staff and provide appropriate resources and responses to all enquiries and follow up as
necessary
• Overseeing the ordering of essential office supplies and conference materials
• Contributing to the development of a corporate style manual and ensuring staff are
trained appropriately
• Ensuring the orientation of new staff to NTGPE administrative support systems, including
filing systems and communication equipment.
• Overseeing the collection and recording of all media articles (ie, newspaper, magazine,
internet, radio etc) relating to NTGPE and other associated organisations and topics as
part of the Marketing committee.
Under broad guidance of the Prevocational General Practice Placement Program
Coordinator, the Office Manager will:
• Provide administrative support to the PGPP program
• Make all travel and accommodation arrangements for all Junior Doctors and other
program related travel needs
• In conjunction with the Program Coordinator:
• organise all orientation and debrief sessions
• purchase equipment using available clinic incentive moneys
• Assist with the accreditation of training posts and supervisors
• Be a competent user of the relevant database (RoadTrain)
• Complete other administrative duties as required, such as filing, mail merging and
sending documents
Accountabilities
This position is accountable to the HR&QA Manager in meeting the administrative support
needs of program and education staff through effective supervision, quality control and
production of the administrative team and to the PGPP Program Coordinator in relation to
activities of the junior doctor program.
Selection Criteria
Essential
• Demonstrated ability to provide team leadership.
• Demonstrated ability to manage competing priorities, clients and stakeholders to meet
conflicting deadlines while maintaining quality of output.
• Demonstrated ability to establish and improve office systems to optimise efficiency and
effectiveness of business operations.
• Extensive relationship experience and the ability to communicate effectively with a broad
range of people and to employ tact, discretion, confidentiality and sound judgement.

• Well developed English usage, writing and editing skills, including the ability to draft and
edit correspondence, information materials and reports, prepare agendas, take minutes
and transcribe detailed notes from recorded meetings/conversations.
• Demonstrated ability to research, summarise and present information in various formats.
• Demonstrated capacity to exercise sound judgement, take initiative and solve problems.
• Demonstrated application of the principles and practices of cultural sensitivity, workplace
diversity, workplace participation and a safe working environment and an ability to apply
them to work practices.
• Demonstrated lifelong learning and ability to contribute to a learning organisation,
including:
• ability to adapt to and lead change
• willingness to adopt and demonstrate a continuous improvement approach
• Willingness to travel to other NTGPE locations away from home will be required to meet
operational needs, this could be by vehicle, including 4WD over bumpy terrain or by air,
including light winged aircraft
Desirable
• A relevant vocational qualification or willingness to undertake such studies.
• An awareness of the principles of continuous improvement systems
• Current NT Drivers Licence
• First Aid Certificate or desire to obtain such qualification
Approved Dr Michael Wilson, Executive Director, April 2008