Ward Clerk Coordinator

Transcription

1 Date: Job Title : Ward Clerk Coordinator Department : Medicine & Health of Older People Service; Surgical & Ambulatory Location : Waitakere & North Shore Hospital sites Reporting To : Head of Division Nursing Direct Reports : Nil Functional Relationships with : Internal Charge Nurse Managers WDHB Ward Clerks Associate Clinical Charge Nurses Awhina Human Resources Quality team Other DHB Staff External PSA Union Organisers Purpose : Facilitating shared learning/knowledge across Medical and Surgical Wards, administration professionals and to relevant stakeholders regarding administration. Implementing and maintaining a standardised training, support, quality, recruitment and induction approach being delivered and documented for Ward Clerks. Enhancing the patient and family experience by role modeling the WDHB values and a customer focused approach in their professional practice and interactions. KEY TASKS EXPECTED OUTCOMES Improve inter-ward consistency and reduce Standardise processes and procedures and complexity and divergence of process/practice clarify clear support levels Review and develop guidelines to ensure consistency of work practice Identifying administration workload hot spots across the Wards and making recommendations to level demands across available resource Build staff capability Training employees as required on systems, soft skills and knowledge of DHBs functions and administration needs Assist in identifying learning and development needs for Ward Clerks in conjunction with Charge Nurse Managers Waitemata District Health Board -JOB DESCRIPTION Ward Clerk Coordinator Page 1

2 KEY TASKS EXPECTED OUTCOMES Provision of professional support Assist with Ward Clerk recruitment and induction programmes and the development of these processes Communication and recording Review Ward Clerk meetings and diagnose and implement an improved forum Provide meeting and agenda coordination Minute-taking and distribution as required Coordinate appropriate reports to be generated at the right time to the right people to ensure the business has the right information Create as necessary and maintain relevant spreadsheets and tracking systems to record information gathered Archive appropriate and other leave and expense documentation Ensure all incoming communications are dealt with in a courteous, friendly and efficient manner by liaising with other parties as required. Prioritise as and when necessary. Participate in projects Contribute to DHB projects that have an administration link Other duties as required Additional duties to be undertaken as required to ensure the quality and delivery of administration support by Ward Clerks across Medicine and Surgical services Statutory & Treaty of Waitangi obligations 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 To recognise Individual Responsibility Company health and safety policies are read for Workplace Health and Safety and understood and relevant procedures under the Health and Safety in Employment Act applied to their own work activities 1992 Workplace hazards are identified and reported, including self management of hazards where appropriate Can identify health and safety representative for area Waitemata District Health Board -JOB DESCRIPTION Ward Clerk Coordinator Page 2

3 Behavioural Competencies Adheres to Waitemata District Health Boards 4 Organisational Values of: Every single person matters, whether a patient / client, family member or a staff member We see our work in health as a vocation and more than a job, We are aware of the suffering of these entrusted to our care. We are driven by a desire to relieve that suffering. This philosophy drives our caring approach and means we will strive to do everything we can to relieve suffering and promote wellness. We need to be connected with our community. We need to be connected within our organisation across disciplines and teams. This is to ensure care is seamless and integrated to achieve the best possible health outcomes for our patients/clients and their families. We seek continuous improvement in everything we do. We will become the national leader in health care delivery. Behavioural Competencies Behaviour Demonstrated Communicates and Works Co-operatively Actively looks for ways to collaborate with and assist others to improve the experience of the healthcare workforce, patients & their families and the community & Iwi. Is Committed to Learning Proactively follows up development needs and learning opportunities for oneself and direct reports. Is Transparent Communicates openly and engages widely across the organisation. Enacts agreed decisions with integrity. Is Customer Focused Responds to peoples needs appropriately and with effective results Identifies opportunities for innovation and improvement Works in Partnership to Reduce Inequality in Outcomes Works in a way that: Demonstrates awareness of partnership obligations under the Treaty of Waitangi. Shows sensitivity to cultural complexity in the workforce and patient population. Ensures service provision that does not vary because of peoples personal characteristics. Improves health Work practices show a concern for the promotion of health and well-being for self and others. Prevents Harm Follows policies and guidelines designed to prevent harm. Acts to ensure the safety of themselves and others. VERIFICATION: Employee: Waitemata District Health Board -JOB DESCRIPTION Ward Clerk Coordinator Page 3

4 Manager: Date: Review Date: Note: This job description forms part of an individual s contract of employment with WDHB and must be attached to that contract. Waitemata District Health Board -JOB DESCRIPTION Ward Clerk Coordinator Page 4

5 PERSON SPECIFICATION POSITION TITLE: Minimum Preferred Qualification Secondary education and occupational skills to a high level of competency and with a high level of language skills Experience Work experience over three to five years within health sector, ore equivalent experience in similar role Acquired knowledge of the Ward Clerk position within the Medicine and Health of Older People service Skills/Knowledge/Behavior Practical experience working with the MS Office package and other related applications Understand the requirements of confidentiality in regards to HR issues Ability to work unsupervised and organise workload to meet deadlines Required to gain cooperation from others in a range of stakeholders Excellent attention to detail Calm, even, consistent and mature personality Highly motivated, energetic and enthusiastic Shows initiative is willing to take responsibility for own actions and decisions Is willing to be able to learn from others and accept constructive feedback and reflect ones owns actions Displays respect and consideration for others Sense of humor Waitemata District Health Board -JOB DESCRIPTION Ward Clerk Coordinator Page 5