Date: October 2015 Job Title : Clinical Team Support Department : - North Location : Takapuna Reporting To : Team Manager Direct Reports : Nil Functional Relationships with : Internal All District Mental Health Services teams Team members Administration Staff Senior Administration Team External Clients, Families and Whanau Community Services General Practitioners NGOs Purpose : To provide clerical and administrative support services to the Waitemata District Health Board -JOB DESCRIPTION - Page 1
KEY TASKS EXPECTED OUTCOMES Provide reception services of a All visitors/clients are greeted in a professional and high calibre and promote a courteous manner according to Waitemata Health District professional image of Waitemata Health Board standards. Health District Health Board, Visitors are assisted according to their needs, the Mental Health Services appropriate information is provided and staff contacted as necessary. Reception area presents a professional and courteous image of the organisation to all visitors. Telephone manner and skills are Provide a welcoming telephone manner to all callers to the pleasant, courteous and service. professionally delivered Incoming calls are answered promptly and directed to the appropriate place. All callers to experience a positive interaction and a positive impression of the Organisation. Voicemail messages received over night are cleared and redirected promptly. Word processing is completed Establish requirements of the word processing and typing accurately and in a timely manner with required timeframes. Word processing via WinScribe is prioritised according to need and is viewable in HCC. All word processing is precise and well presented Any typing deemed urgent should be typed that day Prioritise workload with negotiation between originators of multiple jobs Data/ PiMS/ HCC/ Clinical Records Process service user data, referrals, reports etc in accordance with DMHS protocols and business rules. All service user details are updated in PiMS/HCC as required. Files are tracked into PiMS on a real time basis. Tracking of files requested and received from medical records according to Waitemata DHB policy and system. Reporting Services Reports are printed off regularly on clinician caseloads and any other data as required by clinicians/manager. All files are locked in a secure place while not at the workstation and at the end of the day. Confidentiality of files and service users is maintained at all times. General Administrative Tasks To provide efficient and effective professional administrative support to the Team Manager and Clinical Co-ordinators Administration duties for the Team are carried out promptly, efficiently and effectively E-mail is accessed regularly and actioned as appropriate Arrange appointments, meetings and minutes as appropriate for the Team. Waitemata District Health Board -JOB DESCRIPTION - Page 2
KEY TASKS EXPECTED OUTCOMES Attend meetings as requested, take minutes and distribute within the required timeframe. Ensure action points are followed up in a timely manner. Mail is processed and redirected daily according to team protocols. Fax machine is checked regularly and documentation passed to the appropriate person. Send faxes as requested Photocopying completed within the required time frame. Desk file maintained for easy reference and to ensure efficiency for relief staff. Check stock and stationery on a weekly basis and maintain levels accordingly. Maintain a working knowledge of WFC (Rita). Advise Operational Support, Business Support Administrator or Team Manager of any building repairs or requirements. Arrange taxi services when requested. Mental Health Act Provide administration support to the Mental Health Act process in liaison with the Mental Health Act Administrator. Transport (knowledge) Maintain a working knowledge of e-fleet, including support for team clinicians with booking and changing requirements All accidents are reported to the Operational Support Administrator attached/transport administrator for actioning. Provide Administrative Cover To liaise with the Team Manager/Charge Nurse Manager when additional cover is required in times of sick/annual leave. To liaise with the Team Manager / Charge Nurse Manager when workloads become too difficult. Other tasks as negotiated with the Team Manager, to meet the overall purpose of the position Services are delivered in accordance with the Mental Health Service and the Teams philosophies, priorities and objectives To work as an effective team member Report to the Team Manager/Charge Nurse Manager regarding priority of workload and direction for tasks to be completed. All negotiated tasks are performed according to instructions. Undertake delegated projects or other work as negotiated with the Team Manager/Charge Nurse Manager Orientation and mandatory training is completed as stipulated in the Learning and Development and Team policies. WDHB values are known and supported. Consumer rights and responsibilities are actively supported. All conduct is ethical and confidential. Safety standards are known and met. Observe and identify roles, functions and philosophies of the multidisciplinary team. Maintain active communication within the team and Waitemata District Health Board -JOB DESCRIPTION - Page 3
KEY TASKS Demonstrate a commitment to personal and professional development. Statutory & Treaty of Waitangi obligations To recognise Individual Responsibility for Workplace Health and Safety under the Health and Safety in Employment Act 1992 EXPECTED OUTCOMES relevant agencies. Progressively make contributions to the service by taking on responsibilities, roles and functions as appropriate. Exchange and share resources. Participate in performance development review (PDR) Process. Regular peer meetings with the Senior Administrator occur to address areas of difficulty and review quality of practice. Professional development is actively pursued by active participation in appropriate in-service or outsourced education, reading relevant literature or seeking other resources. Senior Administration Officer is liaised with regarding professional issues as required. 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 Company health and safety policies are read and understood and relevant procedures applied to their own work activities Workplace hazards are identified and reported, including selfmanagement of hazards where appropriate Can identify health and safety representative for area Waitemata District Health Board -JOB DESCRIPTION - Page 4
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 Communicates and Works Cooperatively Behaviour Demonstrated 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. Waitemata District Health Board -JOB DESCRIPTION - Page 5
VERIFICATION: Employee: 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 - Page 6
PERSON SPECIFICATION POSITION TITLE: Administration Officer Minimum Preferred Qualification 4 years secondary education Tertiary study related to office management. Experience 2-3 years in an administrative role. Reception Customer service Administrative experience within the healthcare sector Experience specifically in the Mental Health field. Knowledge of and ability to apply the Privacy Act Skills/ Knowledge/ Behaviour Professional telephone answering Drivers Licence Ability to work unsupervised, manage own time and workload to meet deadlines and multitask Demonstrates initiative High level of attention to detail High level of computer literacy is essential, ideally Microsoft Word, Excel, PowerPoint and Outlook. Diary management Good communication skills both oral and written Demonstrate a responsive and flexible attitude. The ability to work as an effective team member Willingness and commitment to understanding the implications for Maori health that is implicit in the Treaty of Waitangi. Willingness to support and participate in the Organisation s commitment to bi-culturalism Ability to uphold unit policy Ability to remain calm under pressure Tidy, well presented Positive can do attitude Willingness to learn Driver s license with the ability to drive a manual vehicle Dictaphone typing Medical Terminology Displays effective questioning, listening and body language skills Knowledge of and ability to apply the Mental Health Act Waitemata District Health Board -JOB DESCRIPTION - Page 7