Administration Officer Level 4 Community Palliative Care and Rehabilitation Services INFORMATION PACK

Transcription

1 Administration Officer Level 4 Community Palliative Care and Rehabilitation Services INFORMATION PACK CONTENTS: Selection Criteria (please address in a cover letter) & How To Apply Context and Scope HammondCare s Mission, Motivation and Mission in Action (our core values) 1. Selection Criteria Please briefly address each criterion individually in a cover letter bullet points or short paragraphs are OK 1. Commitment to engage and align with HammondCare s Christian Mission, Motivation and Mission in Action. 2. Minimum 2 years experience in similar high level administrative and organisational support. 3. Experience working in a health environment is essential. 4. Advanced application skills in the use of Microsoft Office Suite products is essential. 5. Experience with KRONOS and emr systems is highly desirable. 6. Demonstrated ability to work independently and to work effectively with other staff. 7. Ability to effectively prioritise and delegate work to team members where appropriate. Additional Information to be provided with Application (information treated in the strictest confidence) 1. Do you have any medical condition/illness, which would prevent or hinder you from performing the work you have applied for? If YES, please give details (including dates). 2. Were you born in Australia? If NO, please give details of your citizenship, permanent residency or working visa (include copy of relevant documentation). 3. Applicants for positions designated as Category A will be required to obtain required vaccinations prior to commencing employment. How to Apply Please your resume and a covering letter addressing the above selection criteria to: Attention: Marilyn Pritchard recruitment@hammond.com.au

2 2. Context and Scope HammondCare is an independent Christian charity that exists to improve quality of life for people in need. We specialise in aged and dementia care, palliative care, rehabilitation, mental health services for older people, and other related health and aged care services. HammondCare seeks to embed evidence based best practice in its services and we provide these services through home care, sub-acute hospitals and residential aged care. Bringing these health, hospital and aged care services together, HammondCare has been able to develop innovative, flexible care models designed to serve people with complex health or aged care needs, regardless of their circumstances. HammondCare works to provide its staff with support, career development opportunities, education, responsibility and recognition, work/life balance, and satisfying roles. Summary of the Role The role of Administration Officer Level 4 for Community Palliative Care and Rehabilitation Services works within the Mission and Mission in Action of HammondCare to ensure that administration support and assistance is undertaken in a client-centered and efficient manner. Proactive with the ability to multitask and prioritise across the two service areas and multiple internal and external stakeholders, the position requires a high level of diligence and accuracy to all activities carried out. The Administration Officer for Community Palliative Care and Rehabilitation Services will promote the service through appropriate interactions, documentation and communication. The position also holds oversight and leadership of all other Administration Officers within the services to ensure that a coordinated approach to administration services is achieved. The essence of this role: Ability to provide high level administrative and organisational support to the services, with excellent analytical skills and attention to detail. Ability to work independently and to work effectively with other staff, including the delegation of work to team members and coverage for other Administration Officers where required. Ability to think critically and analyse databases to produce accurate reports, complex documents and graphs for Directors to improve service delivery. Ability to coordinate complex rostering and leave coverage for medical staff. Ability to organise and minute services meetings efficiently and accurately.

3 Overall excellent analytical skills and attention to detail. Key Responsibilities Responsibilities Capability Outcomes 1. Administrative and Support Activities General Administrative Skills: Organisational skills to appropriately set priorities and monitor work flow in the area of responsibility. Provision of accurate and efficient word processing, data entry and filing. Takes clear and concise minutes of meetings as requested. Ensure the efficient direction of all telephone calls through switchboard, including notation and distribution of messages in an accurate and timely manner. Responds to all telephone and face to face enquiries in a timely, respectful and courteous manner in line with the concierge service guidelines below. Effectively manage patient information: Triages the patient, family or visitor needs, prioritise work and respond appropriately. Accesses patient location and details via the use of emr. Data Entry: Data entry and running reports as requested. Report writing. Mission in Action Delivering results Adaptable Approach s in a well organised manner with efficient, seamless and effective processes in place. Takes Initiative to address issues, keeping management appropriately informed. Provides direct administrative support for the Director of Community Palliative Care Services and the Director of Rehabilitation Services. Liaises with all stakeholders in a professional manner, serving as a positive representative for HammondCare. Transfers phone calls to the most suitable person. Receives positive feedback from clients and staff. Maintains meeting planners for Palliative Care and Rehabilitation services. Arranges meetings (including agendas, room bookings and appointment notices) and facilitates electronic meeting options as requested. Formats and edits forms, brochures, flyers etc. Orders supplies for Palliative Care and Rehabilitation services as requested. Enters bereavement data from bereavement care forms in a timely manner. Records, formats and distributes minutes with associated documents for meetings, including but not limited to: - PC Clinical Services meetings - PC Staff Specialist meetings - Medical Staff Council meetings - Rehabilitation meetings

4 Responsibilities Capability Outcomes - Drug Committee meetings - Other meetings as requested Tables reports and minutes and disseminates prior to meetings. 2. Staff Administration Oversight of staff rosters: Management of KRONOS. Management of Staff Specialist roster and leave requests. Mission in Action Maintains accurate Palliative Care and Rehabilitation staff rosters. Enters and updates KRONOS for Palliative Care and Rehabilitation Services medical officers. Submits KRONOS sign-off to Directors for final sign-off by Director in line with Payroll deadlines. Completes on-call/on-site rosters for medical staff at Greenwich Hospital, Neringah Hospital and Northern Beaches Palliative Care Service for Director s sign-off and distribution. Tracks staff movement and leave requests of staff. Attends to leave/ado requests from medical staff, assessing feasibility of requests prior to obtaining approval from the relevant service Director. 3. Supervision and Coordination of Administration Team independently under limited guidance with regard to managing work priorities and time management of self and others: Liaise and communicate regularly with administrative staff to ensure the overall effectiveness and efficiency of the administrative support operations across Community Palliative Care and Rehabilitation Services. Mission in Action Providing Leadership Effectively supervises the Administration team. Provides the first point of contact/escalation for the Community Palliative Care and Rehabilitation Services administration team. Provides telephone cover in absence of other Administration Coordinators. Provides cover to Hospital Reception as required. Shares workloads among the Administration team, as appropriate. 4. New Registrar Administration Assists with NSW Rehabilitation and Palliative Care Registrar recruitment and duties associated with the six-monthly Delivering results Arranges New User notifications to IT and arranging ID photographs for all new Registrars Assists with end to end recruitment and data entry in line with protocols.

5 Responsibilities Capability Outcomes rotation of Rehabilitation and Palliative Care Registrars, SRMOs and RMOs. Adaptable Approach Ensures all commencement/termination documentation is completed in a timely manner. Updates the Registrar Orientation Manual when relevant changes occur. Organises the Orientation Program for all new Registrars (Palliative Care/Rehabilitation /SMHSOPS), including ing invites to Registrars and arranging times/presenters. 5. Continuous Improvement Facilitates and promotes a culture of continuous improvement and devise methods for quality management Reads and understands policies and procedures and apply these to own role. Takes initiative to identify processes that need streamlining and improvements, including sharing systems with others who relieve in reception role in consultation with Manager. Shares knowledge and provides support to others to help them deliver excellent service. Participates in quality management activities, initiatives, and accreditation requirements. Actively participate in a range of personal development activities to ensure access to the most current information in relation to the role and that you reflect on the quality of the service you provide. Providing Leadership Adaptable Approach Responds to change and implements improved working practices Communicates new systems to others Attends mandatory training and further education Familiar with accreditation processes is aligned with relevant Policy and Procedures. Orders and distributes staff uniforms Implements improvements once identified, (the same problems don t keep occurring), escalates issues that need support from management. Visitors feel they have been treated with respect and feel welcome. 6. Concierge service Provide a quality and engaging concierge style service to patients, families and guests of the Hospital, either in person or over the phone. Mission in Action Acknowledge people: - Look up, smile, be calm and indicate that you are ready to serve Meet and greet:

6 Responsibilities Capability Outcomes - Greet the person, say something like Welcome to HammondCare XX Hospital and identify how you can serve them. Adapt how you greet visitors by observing their behaviour. Triage needs: - Simple enquiry that you can deal with straight away - More involved enquiry, take more time to get the right information - Complex enquiry, enlist others to address the enquiry Engage with each person: Be genuinely interested in each person. Listen first to fully understand Use suitable body language and voice stand up to greet visitors, eye contact, suitable voice tone and volume, pauses, speed of speech. Match body language to each person. Less is more no need to justify why someone needs to wait or leave a message. Have consistent words and body language If someone is not happy, empathise, be polite and listen to understand concerns. Be resourceful to meet needs: Ensure patients and visitors understand that we will do everything to serve them and meet their needs. - Know key people to call to get further information - Access patient lists so knows who is coming for appointments and who is an inpatient - Use technology to be efficient

7 Responsibilities Capability Outcomes - Understand HC services and who does what in the hospital Language used is positive patients and visitors make enquiries, have a concern or query. Visitors do not present with issues, problems, complaints etc)

8 Capabilities for the Role Steam A Capability Description Behavioural Indicators Stream A Mission in Action Live the Mission Align with HammondCare culture and values, and shape the culture by demonstrating the Mission in action Serving and Together. a strong understanding of the HC Mission, Motivation and Mission in Action and ensures that judgements, decisions and actions are aligned. Providing Leadership Effectively with Delivering Results Adapting Approaches Lead self and others by seeking feedback and taking responsibility for personal and professional development. Empower others to develop the 6 capabilities to meet HammondCare s future directions. Serve people with passion, working together to focus on the needs of those we serve. Being deliberate about communication to engage others and achieve outcomes. Proactively partner and collaborate across teams and portfolios. Demonstrate selfawareness and motivation, and help others develop greater selfawareness. Perform the requirements of the role well and ensure role expectations and objectives are met. Solve problems effectively, ensuring that issues are fully understood. Manage performance and evaluate outcomes. Follow HammondCare s mission and apply evidence based practice to the way you work. Adapt to changing circumstances and perform role effectively in an environment of ambiguity and complexity. Embrace innovation by recognising situations or conditions where change is needed and influence others to improve. Serves as a role model that other people want to follow. Commits to continuous development. Motivates oneself. Facilitates the improved performance of others by providing advice and guidance. Ensures the primary focus is on the needs of the people we serve. Seeks to see things from their point of view. Relates well, acts professionally and actively participates as a member of a team (includes everyone you work with and serve) and contributes to improving quality of life for those you serve. Has self-awareness; is open to feedback and seeks to understand how your actions and behaviours impact on others. Achieves day-to-day responsibilities and meets expectations. Recognises the activities needed to get things done. Completes role responsibilities without close supervision. Uses skills and knowledge to make effective decisions ensuring that issues are fully understood; options explored and others are consulted. Uses knowledge and skills to perform your role at the standard HC expects and follows through on tasks to completion. Implements HC policies and procedures relevant to your role. Actively seeks improved work methods. Safeguards and maintains the organisations financial, physical and intellectual assets within scope of role. Re-prioritises work to meet changing needs. Proactively asks questions to clarify issues where there is uncertainty. Is flexible and open to change. Identify opportunities to improve the way you work.

9 3. HammondCare s Motivation, Mission and Mission in Action