[Urgent] Executive Assistant

Overview

CAHS is seeking a highly organised and experienced Executive Assistant to support the Executive Director of Medical Services. This role offers the opportunity to work in a dynamic healthcare environment, supporting services that make a difference to the lives of children and families across WA.

This role will provide efficient and professional administrative support to the CAHS Executives, senior leadership, and Clinical Leads, encompassing activities across the breadth of the CAHS services and locations within the Perth metro area including Perth Children’s Hospital.

Responsibilities

- Diary management on behalf of the Executive Director and Clinical Leads to enable efficient time management and preparedness for meetings, with a focus on prioritising critical matters.

- Screening incoming correspondence and facilitating management communication workflow through the office. Drafting routine correspondence.

- Organising meetings and functions and providing secretarial support including preparation of agendas and supporting documentation; recording and distributing minutes; follow-up of agreed actions as required.

- Collaborating with internal and external stakeholders at all levels, including other health services, private sector, and government organisations including the Director General’s Office and the Department of Health on behalf of the Executive team.

- Maintaining a confidential filing and document tracking system.

- Contributing to core administration and support processes as part of the broader administrative team, ensuring the seamless and effective operation of our organisation.

This is a fast-paced role, requiring initiative, flexibility, strong planning and coordination skills, and the ability to manage time effectively in a dynamic environment with changing deadlines.

The ideal candidate will possess well-developed interpersonal skills and a proven ability to communicate with senior executives and gain the cooperation of staff and people at all levels.

About CAHS

The Child and Adolescent Health Service (CAHS) is the leading service provider for paediatric healthcare in Western Australia, the state’s only dedicated health service for infants, children and young people. CAHS comprises Neonatology, Community Health, Child and Adolescent Mental Health Services (CAMHS) and Perth Children’s Hospital (PCH).

With over 6500 employees, our services are delivered at PCH and King Edward Memorial Hospitals (KEMH), as well as across a network of more than 160 community clinics across the Perth metropolitan area.

CAHS is committed to providing a workplace culture driven by values of Compassion, Collaboration, Equity, Respect, Excellence and Accountability. During the selection process you may be assessed on your ability to fulfil the responsibilities of this position in accordance with these values.

CAHS is committed to eliminating all forms of discrimination and welcomes applicants from culturally diverse backgrounds and people with disabilities. We are committed to growing our Aboriginal workforce as part of WA Health Aboriginal Workforce Policy.

Selection Process and How to Apply

These documents should be complete and ready to attach prior to applying online. Please allow sufficient time to complete the online application process as you will be required to answer various questions and attach your documentation.

- A statement addressing the selection criteria as per the Job Description Form (attached)

- A statement addressing the scenario (which will be assessed against ALL selection criteria)

- A current resume summarising your experience and how you meet the position requirements.

- The name, email and contact details of two referees who can provide an employment reference (we will contact you and seek your confirmation prior to contacting your listed referees).

Applicants must address the following scenario:

"You’re managing the Executive Director’s calendar using Outlook and Teams. They’re scheduled to present at a high-level strategic meeting with hospital leadership in 45 minutes. A critical incident occurs in the Emergency Department, and the Director is urgently needed to consult with clinical leads. Meanwhile, a junior staff member has mistakenly sent out a meeting invite to 30 stakeholders with incorrect details, and the Director’s inbox is filling with follow-ups. How would you manage this situation using available technology and your organisational skills? What steps would you take to communicate effectively, reprioritise tasks, and support the Director and the wider team?"

The panel will assess your response against All Selection Criteria from the job description form.

Other Information

For Further Job Related Information: Please contact Jessica Hall, Office Manager, Medical Services on 08 6456 5125 or Jessica.Hall2@health.wa.gov.au

Help in submitting your application: If you experience technical difficulties while applying online, please contact Employee Services on 13 44 77 for assistance during business hours.

Eligibility to Apply: To be eligible for appointment, applicants must have a valid working visa for fixed term appointments or be an Australian citizen, permanent resident, or have a visa to live and work indefinitely in Australia for permanent appointments.

Other Conditions: WA Health requires criminal records screening and integrity checking as part of the appointment process. Referees may be asked to comment on integrity and ethical behaviour.

WA Health is committed to eliminating discrimination and promoting diversity. We encourage applications from culturally diverse backgrounds and people with disabilities. We are committed to growing our Aboriginal workforce as part of WA Health Aboriginal Workforce Policy.

Suitable applicants will be placed in a pool from which appointments may be made when similar vacancies occur. Appointments may be made from this pool until 31/10/2026.

Lodgement is system generated. Any submissions on or after 4:00pm on the closing date will not be accepted. LATE OR EMAIL APPLICATIONS WILL NOT BE CONSIDERED.

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