Position description Position title: Delegation level: Responsible to:
Administrator Nil Team Leader Administration, Inpatient & Specialty Clusters, MH&AS
Place in organisation Chief Executive
Executive Director of Mental Health and Addictions Service
Director of Mental Health and Addictions Service
Operations Manager
Team Leader
Administrator Vision (Te Matakite) Building healthy communities - Te hanga whaioranga mo te iwi. Mission (Te Whakatakanga) Waikato DHB will ensure community involvement at all levels and will focus on: increasing wellness through prevention, promotion and awareness activities ensuring equitable access to high quality health and disability support services. Values Acknowledging the diversity of Waikato communities. Self responsibility. Personal and professional growth of the workforce. Inclusive and honest communication. Respect for each other. Enhancing the health and independence of Waikato people. Striving for excellence. Code of conduct and employee expectations Respect the rights of others. Carry out duties in a professional manner. Act in a fair, responsible, trustworthy, and legal manner. Perform duties honestly with impartiality. Waikato DHB’s code of conduct incorporates the State Services standards of integrity and conduct, and sets expectations relating to employee conduct.
Purpose of the position
To provide accurate and efficient operation and maintenance of the administration systems and processes to enable the service to deliver quality outcomes for its customers and day to day operational requirements of the service. To provide administrative support to the team leader and multidisciplinary team; be an active team member of the administration team.
Organisational accountabilities
Administration - Ensure all administrative activities are carried out accurately and promptly at all times. Accurate and effective management of services both administration and clinical systems and processes – these may vary between services. Specific procedures for the role are documented in a desk file. This may include but is not limited to; o caseload, waiting lists, referral management o appointment and contacts management o daily management of outpatient clinics o ensuring discharge / transfer of care is completed o telephone / reception activities are carried out assist service users and families or representatives as required data entry of service user details in real time assist with planned and unplanned arrivals liaises with service users to confirm appointments answers and processes (internal and external) telephone calls o provides general communication (e.g., regarding staff on planned and unplanned leave, contact details, notification of in/out, emergency response lists for site, floor ward) o team meetings (booking, agenda and minutes) o receive all incoming and outgoing mail and deliveries and distribute efficiently Maintains a standard of excellence for clinical typing and knowledge of clinical terminology. Legal requirements for documents are met: This may include but is not limited to; o Mental Health Compulsory Assessment & Treatment Act 1992 o Criminal Procedures (Mentally Impaired Persons Act 2003 o Intellectual Disability (Compulsory Care and Rehabilitation) Act 2003 Accurate and timely production of reports. Accurate and timely scanning and uploading of documents. Accurate development and maintenance of the services files (electronic/hardcopy). Maintains confidentiality and restricted access to files. Accurate and timely management of the services ordering / invoicing processes. Undertakes other administration duties as required. May be required to hold a specified portfolio. Customer focus - Maintains the integrity of the service through good, courteous customer service. This may include but is not limited to; Managing customer queries and requests and/or appointments. Team support - may be required to fill in for other team members from time to time.
Organisational accountabilities Complies with the Waikato DHB Corporate Records Management policy requirement to create and maintain full and accurate records. Follows established Health and Safety and other policies and procedures to ensure the safety of oneself and others. Provides a high quality service, and contributes to quality improvement and risk minimisation activities. Complies with legislation and policies for risk management and legal compliance. Works in alignment with the Treaty of Waitangi principles of partnership, participation and active protection, and will uphold tikanga best practice guidelines when working with Māori patients and their whānau. Knows department emergency response plan, able to initiate an emergency response and participate in response as applicable to the role.
Qualifications and experience
Qualifications o NCEA L2 (6th form cert/university entrance) – literacy and numeracy (essential), computing/information management (desirable) or relevant work experience.
Experience o Previous administration and typing experience (essential). o Proven competence with Microsoft Office Suite and data entry. o Experience in a customer focussed role / organisation. o Demonstrated ability with written and oral communication, and relating effectively with people. o Demonstrated ability to take initiated, and be organised and methodical.
Organisational leadership/ behavioural competencies Contribution Models and adheres to the DHB’s values, vision, and code of conduct. Provides safe and quality service delivery for patients / clients / customers. Completes work within required timeframes. Self and others Seeks opportunities to continuously improve, and works to learn and grow. Relationships Maintains effective relationships patients/ clients / customers, and with peers and the employer, and encourages collaboration and effective group interactions. Getting results Is open to learning new things and picks up technical skills in a reasonable timeframe. Is action oriented and undertakes duties with professionalism and enthusiasm. Change Looks for opportunities to improve processes and uses logic and analysis to review information in order to make sound decisions.
Scope of position Relationships Internal: Waikato DHB staff External: clients, visitors, suppliers, district inspectors, members of the public, other government and non-government agencies, courts, prisons Staff reporting Number of direct reports: 0 Number of indirect reports: 0 Total budget: 0
Work environment and work function/activity
Work environment: Works indoors in office environment which may range from a large corporate-type head office down to a smaller sole-charge office. Works predominantly at office desks and computer workstation. Work function/activity: Sedentary role. Constantly sits at a workstation and carries out a variety of both manual and computerised data entry and word-processing tasks. Occasionally stands and walks about the office. Stretching, twisting, climbing and lifting or carrying is not a significant component of this job. Bending, squatting or crouching is not a significant component of this job. Repetitive arm hand and finger movements are constant for data-entry and wordprocessing tasks. Use of hand-held objects and equipment such as pens, calculators and staplers, as well as telephones will be occasional to frequent. Will also need to operate computers, printers, copiers and a range of other office equipment and refill paper trays and ink supplies. Mental activities necessary include a sound level of keyboarding, recording, organisation and communication skills.
Declaration I certify that I have read this position description and reasonably believe that I understand the requirements of the position. I understand that: a) this position description may be amended by the employer following reasonable notice to me b) I may be asked to perform other duties as reasonably required by the employer in accordance with the conditions of the position. Position holder’s name: Position holder’s signature: Manager’s name: Manager’s signature: Date of signing:
