Clinical Support Coordinator Clinical Support Services Position Description

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1 Date: March 2014 (Review March 2015) Job Title : Clinical Support Coordinator Waitakere Hospital Department : Hospital Operations Location : WDHB, North Shore and Waitakere Hospitals Reporting To Operations Manager Clinical Support Direct Reports : Team Leaders Clinical Support Functional Relationships with : Internal Provider Group Management Team Clinical and non clinical staff Operational Cooridnators/Managers Provider Group Head of Divisions Nursing, Allied Health and Medical Charge Nurse Managers, Professional Team Leaders Finance & Decision Support Human Resources healthalliance (payroll and procurement) Quality Infection Control Occupational Health Our Purpose, Values and Standards External Waitemata District Community Other DHBs DHB Contracted Services Union At the heart of Waitemata DHB is our promise of better care for everyone. This promise statement is the articulation of our three-fold purpose to: 1. promote wellness, 2. prevent, cure and ameliorate ill health and 3. relieve the suffering of those entrusted to our care. At the heart of our values is the need for all of us to reflect on the intrinsic dignity of every single person that enters our care. It is a privilege to be able to care for patients, whānau and our community, a privilege that is sometimes overlooked in our day to day work. Our standards and behaviours serve as a reminder to us all about how we are with our patients and with each other. Waitemata District Health Board -JOB DESCRIPTION - Clinical Support Coordinator Page 1 of 9

2 Waitemata District Health Board -JOB DESCRIPTION - Clinical Support Coordinator Page 2 of 9

3 Purpose of the Role : This role will provide operational support and coordination of the cleaning and orderly service for Waitemata DHB. To effectively contribute as a member of the Clinical Support team and to the management of Hospital Operations, in line with the service plan and the Waitemata DHB strategic direction. The Clinical Support Coordinator will be responsible for the effective delivery of cleaning and orderly services achieved by working in partnership with clinical leaders, supported by the Operations Manager. To co-ordinate and oversee the service activities to ensure that clinical support consistently delivers high quality, cost effective service for its patients by supporting staff to deliver on service outcomes. KEY TASKS EXPECTED OUTCOMES Clinical Partnership Supports Team Leaders to achieve best practice in partnership with clinical/professional groups (eg: infection control committee) to ensure the service is most effective, through promotion of evident based practice, responsive patient focused care. Facilitate and engage staff in risk management Service Delivery Coordinate service planning and delivery to ensure cleaning and orderly services are provided in a safe, efficient and timely manner. To ensure all appropriate actions are taken to prevent patient and staff harm. Coordinate the day to day business and operations of the service area within the portfolio to ensure that clinical services are provided Service delivery at all times is in accordance with the infection control standards specified in health service policies and procedures. Key performance indicators met. Service outcomes are regularly evaluated and there is evidence of ongoing quality improvement. Clinical services are provided within the context of the Waitemata District Health Board -JOB DESCRIPTION - Clinical Support Coordinator Page 3 of 9

4 Waitemata DHB Model of care and are aligned to organisations mission, values, purpose and strategic direction. Efficient operational oversight of contracted services to support the Operations Manager to ensure effective relationship management. Works with the recruitment team to ensure proactive and on-going recruitment of vacancies. Ensures service delivery meet agreed Service Level Agreements Assists the Operations Manager to monitor the delivery of contracted services Undertakes project work including facilitating contracted services for new builds or extensions to existing facilities Undertakes project work relating to changes with respect of contracted services Any other tasks as requested by Management Education Contribute in the local and National workforce education and training projects in order to promote and develop themselves, their service and staff. Service Level Planning with the Ensure all new staff are available to attend orientation and induction training in conjunction with the Training and Quality Manager Support and promote education at both certificate and in-house training levels with all staff group within cleaning and orderlies Contribute to the development of service specific plans with the Operations Manager Clinical Support Services. Assist with the development of quality, and operational plans including equipment and capital planning with the Operations Manager and Training and Quality Manager. Collective responsibility, as a member of the senior team, for the consideration of key issues impacting on this Service and the Waitemata DHB. Develops relationships with the Team Leaders across Waitemata District Health Board -JOB DESCRIPTION - Clinical Support Coordinator Page 4 of 9

5 Continuous Improvement and Quality Management Financial and Resource Management Team Coordination and Support. Waitemata DHB. Assist with the development of appropriate workforce development plans in conjunction with the organizations direction and expectations, relating to cleaning and orderly services and taking into account workforce trends. Work with the Quality and Training Manger to advocate and ensure effective, responsive and patient focused service delivery. Assist in development, implementation and evaluation and auditing of quality service delivery. Supports Team Leaders to achieve complaints targets. Complaints and incidents are responded to with any trends being noted and appropriate corrective actions taken. Within a framework of effective and prudent controls ensure that key risks are reported, assessed and managed; implementing mitigation strategies as appropriate. Working with the Operations Manager assists the preparation of Service/s budgets to fulfil operating objectives with agreed productivity levels. This will be achieved by engaging key stakeholders and supporting their participation and ownership of the budget To ensure staffing resource is utilised and rostered effectively in line with penal rates, leave management and is in line with budget. Monitor and analyze the financial and performance results to ensure remedial action is implemented to eliminate any variances so as to ensure all services are within agreed performance and financial parameters. Oversight and coordination of all equipment and supplies by ensuring resources are used cost effectively Provide operational support to all staff within the service and, working closely with the Operations Manager be responsible for, high quality service delivery. This will be achieved by ensuring outcomes are measured and evaluated on a regular basis. Waitemata District Health Board -JOB DESCRIPTION - Clinical Support Coordinator Page 5 of 9

6 Role Model organizations values ensuring decisions are made in line with the organization value and purpose. To have challenging and difficult conversations whilst ensuring an open, honest and respectful approach. Initiate and conduct any performance management process in accordance with Waitemata DHB policy and procedure, within your delegated authority, seeking direction and support from HR where appropriate. Performance planning and coaching of staff and appraisals completed at least annually according to Waitemata DHB policy Coordinate teams of staff focused on providing the best possible service for patient care, by agreeing accountabilities and standards of performance. Develop and implement an effective succession planning process to ensure that critical roles in the Service/s are covered. Monitor and manage leave balances and usage, dealing with any issues promptly. Statutory Requirements Ensure the service meets all statutory, regulatory and contractual obligations and complies with all WDHB policies and procedures including financial reporting, occupational health and safety and human resource policies. Statutory & Treaty of Waitangi obligations To recognise individual responsibility for workplace Health & Safety under the Health & Safety Act 1992 & Amendments 2002 Direct reports operate within appropriate authorisations and delegations according to WDHB policy. Ensures the professional and political integrity of WDHB by carrying out all functions in compliance of the Treaty of Waitangi and by demonstrating a serious commitment to keeping the treaty alive. Shows sensitivity to cultural complexity in the workforce and patient population Support WDHB H&S Culture by: All Level Managers Following, implementing & ensuring compliance of all H&S policies & processes Planning, organising & managing H&S activities directed at preventing harm & promoting wellbeing in the workplace Waitemata District Health Board -JOB DESCRIPTION - Clinical Support Coordinator Page 6 of 9

7 Ensuring a safe working environment & safe working practices through the Safe Way of Working H&S system Waitemata District Health Board -JOB DESCRIPTION - Clinical Support Coordinator Page 7 of 9

8 PERSON SPECIFICATION POSITION TITLE: Clinical Support Coordinator Qualification Experience Skills/Knowledge/Behaviour Minimum NCEA Level years leadership experience. Experience in the healthcare sector within An established understanding of health services and service delivery objectives. Demonstrated leadership experience. Demonstrated experience in change management and process implementation. A record of achievement in delivering services in accordance with the stated performance objectives of the healthcare organization Demonstrated ability to plan secure and manage projects within budget and timeframe. Ability and experience in working with stakeholders including patients, staff and the community to ensure the continued delivery of safe and high quality services. Ability to build strong relationship with all stakeholders Understanding in financial analysis/budgeting skills within a medium/large organisation. Preferred Relevant Management Certificate or Diploma. Demonstrated leadership experience in a health service setting. Ability to interpret and evaluate diverse and complex information Waitemata District Health Board -JOB DESCRIPTION - Clinical Support Coordinator Page 8 of 9

9 Ability to use acuity tools and forecasting tools to match demand to resources Team management skills specifically within diverse multifunctional teams. Ability to support the development of a continuous quality improvement culture in the service areas. Waitemata District Health Board -JOB DESCRIPTION - Clinical Support Coordinator Page 9 of 9

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