Organisation NSW Health

Local Health District / Agency Sydney Local Health District

Position Classification Admin Off Lvl 2
State Award Health Employees Administrative Staff (State) Award
Category Administration & Health Records | Administration
Vaccination Category Category A
ANZSCO Code 521211 Secretary (General)
Website www.slhd.nsw.gov.au/

PRIMARY PURPOSE
To provide an efficient and effective front line administrative service for clinical units. This effectiveness results in
excellent communication, appropriate financial elections; well informed customers in relation to inpatient and
outpatient services, corporate support functions; timely and accurate data collection and processing.

COVID-19 VACCINATION COMPLIANCY

All NSW Health workers are required to have completed a primary course of a COVID-19 vaccine which has been
approved or recognised by the Therapeutics Goods Administration (TGA). Additionally, Category A workers are
required to receive a booster dose three months after completing the primary course of COVID-19 vaccinations. New
applicants must have completed the vaccination course prior to commencement with NSW Health, or provide an
approved medical contraindication certificate (IM011 immunisation medical exemption form) certifying the worker
cannot have any approved COVID-19 vaccines available in NSW.
Acceptable proof of vaccination is the Australian Immunisation Register (AIR) Immunisation History Statement or AIR
COVID-19 Digital Certificate. Booster doses are highly recommended for all health care workers who have completed
the primary course of COVID-19 vaccinations.
For Category A applicants, if dose 3 is not yet due they can sign the undertaking form to confirm they will receive the
vaccine within 6 weeks of the dose due date.

RESPIRATOR USE
NSW Health workers may be required to use a respirator, as part of their appointment with NSW Health. Where a
respirator is required for use, workers will be instructed in their safe use; including donning, doffing and fit checking.
Staff may be required to complete fit testing to selected respirator/s to assess their facial fit/seal.

At all times when a health worker is required to use a respirator, the health worker must not have any facial hair
present. Processes are in place to support workers that need to keep facial hair due to religious observance
requirements and/ or health conditions.

PD006841 - 1
 POSITION DESCRIPTION

Ward Secretary (Administrative Officer

Level 2)
KEY ACCOUNTABILITIES

• Print the planned admission list each morning for the current and the following day
• For new planned admissions: prepare Metal ward files/folders, ensure that the team doctor is paged and
orientate patients to their bedside environment
• Check accuracy and completeness of admission documentation eg. MR1, RFA and Financial Elections.
Correct errors electronically and on hard copy of the MR1
• Perform financial election interviews (including reclassifications) as required, complete financial election
paperwork correctly & forward election forms to the Admissions Department on the same day.
• Ensure timely preparation of patient files and labels for transfer to theatres/other wards, and check that all
files are returned to the ward on patient return
• Order Porterage services via Powerchart as required.
• Advise patient & available significant others of 10am discharge time and encourage their preparation for
this time. Advise the NUM if any difficulty is anticipated with this
• Ensure patients are provided with all medications, appointment cards and discharge letters prior to
discharge
• Arrange DVA Transport/Disabled Taxis/Ambulance when required for transfers/discharge
• Ensure that all current inpatients have medical records available on the ward
• File incoming patient reports/results/charts as soon as possible, ensuring no instances of misfiling, no
less than twice daily
• Ensure all materials and medical records placed in the Ward Pigeon hole in Admissions is cleared at
least once per day
• Ensure Medical Records are not kept in the Ward greater than 48hrs after the patients discharge, are
assembled correctly prior to return to the Medical Records Department, and marked out in the Medical
Record mark out book
• Provide a print out of the patients with no EDD or expired EDD to NUM daily and update in eMR as
requested
• Ensure patients movements (admissions, transfers and discharges) are maintained in the eMR in real
time, and print updated ward list for evacuation purposes twice daily
• Change Specialist/Attending AMO on eMR as requested by Medical staff & ensure Medical staff have
documented the change in the Medical Record
• Ensure there is an appropriate stock level of Patient Identification Labels at all times
• Maintain & order Ward Stationery Supply, and maintain ward printers and fax machines
• Answer all Telephone & Reception enquires, including directing visitors to the patients bedside
appropriately
• Clear In- Tray each morning & distribute staff mail, Medical Records or test results
• Maintain Ward Communication (Appointment, Admission, Discharge and Transfer) books at all times
• Book Interpreters as required
• Ensure all communal clinical office space is kept tidy and clear of unwanted records
• Attend Ward Secretary Meetings as scheduled
• Maintain patient privacy and confidentiality according to hospital policy
• Provide support service to other wards when their Secretary is unavailable due to unplanned leave
• Carries out such responsibilities consistent with the relevant award or terms of employment as may be
directed or implied from time to time by the NUM, Team leader, Ward Admin Supervisor or Manager
Patient Registration

KEY CHALLENGES

• Working with the General Public

• Safe and confidential management of Patient Information and Timely record management

PD006841 - 2
 POSITION DESCRIPTION

Ward Secretary (Administrative Officer

Level 2)

• Accurate and complete patient election details

KEY RELATIONSHIPS

Who Why

Manager, Supervisor and Clinical Staff To ensure position requirements are met

Patients/Families/Carers To ensure best outcomes for patients

SELECTION CRITERIA
1. Excellent Customer Service Skills
2. Excellent written and oral communication skills.
3. Demonstrated Organisational skills
4. Proficient computer & keyboard skills.
5. Demonstrated ability to work as part of a team
6. Proficient interpersonal skills and the ability to liaise effectively within a multi-disciplinary team

OTHER REQUIREMENTS
The role and its responsibilities are to be carried out in a manner that is consistent with all relevant delegations,
policies and procedures at both SLHD and NSW Health.

Consistent with this all employees are :

1. Expected to model the NSW Health Core Values and ensure all workplace conduct aligns with these values and the
NSW Health Code of Conduct.

2. Required to identify, assess, eliminate/control and monitor hazards and risks within the workplace to the extent of
the delegated authority for the role, as per Work Health Safety policy.

PD006841 - 3