POSITION DESCRIPTION MENTAL HEALTH & ADDICTIONS Portfolio Manager This position under the Vulnerable Children Act 2014 Position Holder's Name:... Position Holder's Signature:... Manager/Supervisor's Name:... Manager/Supervisor's Signature:... Document ID: Obtain from Objective Version: 1.0 Department: Mental Health & Addictions Last Updated: 08/2016 Document Owner: Medical Resources & Management Support Administrator Next Review Date: 08/2018 Approved by: General Manager MH&A Date First Issued: 10/2016 Counties Manukau Health
Position description: Counties Manukau Health 2
PURPOSE OF THE POSITION The purpose of this position is to enable Counties Manukau Health achieve its Triple Aim strategies for mental health and addictions comprising: Improved health and equity for all populations: invest in appropriate interventions that increases resilience in Counties Manukau populations with mental illness, addictions. Improved quality, safety and experience of care: working with clinical leaders, ensure that the experience of consumers of mental health and addiction services delivered in Counties Manukau is quality, safe and that their experiences inform improvement opportunities; Best value for public health system resources: and addiction services leads to reduced acute demand growth, efficient and effective service delivery and value for public funded resources. In some investments, this role will need to influence other funders (e.g. Ministry of Health, Regional Mental Health and Addiction Services). A key focus for the Mental Health and Addictions portfolio is to contribute to the transformation to a is focussed on efficient, high quality, and recovery orientated care for people experiencing mental health and addictions issues. The position holder will have responsibility to work as part of a team to manage the Mental Health & Addictions portfolio and related projects (within national purchasing and pricing frameworks) and to contribute to the achievement of Counties Manukau Health (CM Health) goals by: Managing provider contracts for services, relationships and provider accountability at local, district and regional level; Working as part of the mental health & addictions team to achieve the integration agenda; Establishing, leading and implementing service development and/or change management projects as agreed with the General Manager, Integrated Mental Health and Addictions; Contributing to mental health & addictions policy and strategy development and providing support and strategic advice to the General Manager Integrated Mental Health and Addictions; Working collaboratively with regional mental health and addictions planning & funding teams. PLACE IN THE ORGANISATION Clinical Director Mental Health & Addictions General Manager Mental Health & Addictions Primary Care Mental Health Lead Nurse Leader Integrated Care Suicide Postvention Coordinators Clinical Leader Integrated Care Portfolio Manager MH&A Portfolio Manager MH&A Service Development Manager MH&A Position description: Counties Manukau Health 3
NATURE AND SCOPE OF RESPONSIBILITIES Key Accountabilities Position In Organisation Standards / Achievements This role is responsible for the following key result areas and tasks: The Portfolio Manager will report to the General Manager Integrated Mental Health and Addictions as part of the Mental Health & Addictions team and be a member of the Primary Health and Community Services Directorate. Contract and Relationship Management Policy and Strategic Advice Manage provider contracts for services, relationships and provider accountability at local, district and regional level. Establish effective relationships with providers and consumers. Brief local and regional stakeholders about Mental Health & Addictions developments. Develop and maintain links with other Mental Health and Addictions funders and analysts. Manage the service level agreement process for DHB Mental Health services at a locality and district level. Contribute to Mental Health service agreement processes at regional and national levels. Contribute to Mental Health & Addictions policy and strategy development and provide support and strategic advice to the General Manager Integrated Mental Health and Addictions. Contribute to the development of other plans including the Annual Plan. Monitor the implementation of Mental Health strategies, plans and policies. Ensure timely responses and advice to the General Manager, Integrated Mental Health and Addictions (on queries from Ministers of the Crown. With other planners and funders and stakeholders at a regional level, contribute to development of an annual regional mental health and addictions plan. Liaise with national, regional and local Mental Health agencies, groups, consumers, clinicians and others in developing service planning and funding approaches. Position description: Counties Manukau Health 4
Key Accountabilities Service Development, Change & Project Management Financial and Accountability Standards / Achievements Establishing, leading and implementing service development and/or change management projects to support the achievement of strategic goals as agreed with the General Manager, Integrated Mental Health and Addictions. Oversee and manage implementation of planned service development and change management initiatives including: Conduct community consultation to ensure Mental Health stakeholders are informed and that Mental Health planning and development is appropriate for Counties Manukau communities; Establish agreed processes and structure (sponsors, steering groups etc.) including regular reporting and updates to the General Manager; Develop project proposals and briefs and maintain project documentation, accountabilities; Effectively manage project resources; Monitor and evaluate service development and change management progress. Manage the Mental Health funding budget for CM Health within agreed delegations, funding and pricing frameworks. Manage the delegated Mental Health operating, service development and project budgets. Evaluate, ensure and enhance the quality of Mental Health services delivered in the district (with the assistance of independent audit reports, evaluations and reviews) and take appropriate action as necessary. Identify appropriate providers of Mental Health services and negotiate service agreements with providers (including joint DHB funding agreements where appropriate). Work collaboratively with providers to submit and understand data relating to their services and identify service improvement opportunities. Review performance reporting and other data to ensure services are being utilised and investigate services that are under-utilised. Position description: Counties Manukau Health 5
Key Accountabilities Teamwork Standards / Achievements Ensure providers are operating within agreed service, reporting and financial parameters, and take appropriate corrective action where required. Work as part of the Mental Health & Addictions team to achieve annual goals and the Mental Health & Addictions Integration Agenda. Working collaboratively with Regional Mental Health and Addictions Planning & Funding teams. Maintain effective working relationships with Primary Health & Community Services Team and participate in relevant meetings. Maintain effective working relationships with Provider Arm Mental Health teams. Contribute to goals and responsibilities of the team and take on additional specific tasks as required by the General Manager. Maintain effective working relationships with: Other teams across CM Health and the wider health sector. Other Mental Health & Addictions planners, funders and analysts, in particular in the northern region. Key stakeholders within the Mental Health & Addictions sector. Other regional forums. Professional Development Take responsibility for personal and professional / work education. Cultural Safety & Diversity Maintain and/or extend knowledge and skill base required for effective performance. Working knowledge of the Mental Health and Addictions Cultural Capability Plan Commitment to the principles of Treaty of Waitangi Application of cultural competencies within the HPCA Act 2003 evidenced in annual Performance Development Review and Professional Development. Recognise Maaori as tangata whenua. Understand the importance of equal opportunity to healthcare access and outcomes from that service. This may require differing levels and types of service provision. Respect, sensitivity, cultural awareness is evident in interpersonal relationships. Position description: Counties Manukau Health 6
Key Accountabilities Honouring Cultural Diversity Utilise Information Technology Standards / Achievements Our cultural differences are acknowledged by respecting spiritual beliefs, cultural practices and lifestyle choices. Demonstrate an ability to access and use available clinical information systems. Is conversant with applications required for specific discipline/role. For example, i.pm, Concerto, Outlook, etc. Maintains own professional development by attending relevant IT educational programmes. COMMUNICATION AND INTERPERSONAL SKILLS Will be required to interact on a regular basis with a range of Counties Manukau Health staff members including: The Mental Health & Addiction team Mental Health Provider Arm Service managers and Clinical Heads Mental Health & Addictions staff across the sector Clinical Director- Mental Health and Addictions Business Support team Primary Health and Community Services Team Externally there will be contact with: Regional Planners and Funders Northern Regional Alliance Provider forums e.g. CHAMP, Te Arawhiriwhiri, Navigate Consumer forums Mental Health & Addictions Advisory Committee DHB Planners & Funders nationwide NGO Providers Primary Health Organisations (PHOs) DHB Providers National Health Board and Ministry of Health Consumer Organisations Community Groups Government and Intersectoral Agencies City & District Councils Situations may often call for tact, diplomacy and will require information to be handled in a discreet and sensitive manner. In conflict situations will be required to exercise sound judgement, negotiation and persuasiveness skills, toward facilitating a workable outcome. Position description: Counties Manukau Health 7
PROBLEM COMPLEXITY There will be a requirement to be able to prioritise issues and negotiate time frames, while still providing a quality customer service. The range of problems will be diverse and require solutions customised to meet the circumstances of the client. Therefore opportunities will arise to provide innovative options to the client based on proven outcomes. There will be demands to meet deadlines, maintain accuracy and quality of information. Failure to do so could impact on the organisation in terms of its ability to deliver the desired Mental Health & Addictions improvements. Will refer to the General Manager Mental Health & Addictions for advice and direction. SCOPE FOR ACTION Are encouraged to use initiative and problem solving skills to develop innovative approaches to issues. Discretion is required to be exercised in releasing confidential information to the appropriate parties. This position description is not exhaustive and the incumbent may be requested to perform any reasonable task within the scope of the position as requested by the General Manager. This position description will be reviewed from time to time in consultation with the incumbent. DIMENSION OF THE POSITION Will be responsible to the General Manager Integrated Mental Health & Addictions for the achievement of agreed objectives and operates within the confines of Counties Manukau Health. POSITIONS REPORTING IN THIS ROLE Directly (numbers) : Nil Indirectly (numbers) : Executive Assistant / Contracts Administration Position description: Counties Manukau Health 8
PERSON SPECIFICATIONS Qualifications Experience Skills/Knowledge/ Behaviour Personal Qualities Minimum Recognised Health or related Tertiary qualification A full NZ D Licence with no limitations Knowledge and experience of current Mental Health & Addictions sector requirements and planned changes Understanding of varied health care environments Understanding of funding processes and their role in implementing strategy Experience in service improvement and project management Experience in change management At least 5 years health experience Excellent relationship building and management skills Ability to form constructive partnerships and work well as part of a team Understanding of the Treaty of Waitangi and application to health Financial management skills Knowledge of NZ health, disability and related sectors Diplomacy, tact, sensitivity Well-developed written and oral communication skills Aligned with CM Health values Proactive Organised Diplomatic and tactful Methodical with an eye for detail Solution-focused Values cultural difference and diversity Conscientious Preferred Mental Health or Addictions Tertiary qualification Experience in mental health & addictions and /or funding in the health and disability sector History of good relationships with mental health and alcohol and other drugs providers Familiarity with the mental health sector within Counties Manukau Ability to use funding processes and decisions to implement strategy Well-developed conceptual thinking with a strategic focus Sense of humour Innovative Position description: Counties Manukau Health 9
HEALTH AND SAFETY ACCOUNTABILITIES (Management roles) Health and Safety (H&S) is a key accountability of all Counties Manukau Health (CM Health) staff. All CM Health Managers are responsible to: Zero harm Risk management Safety Management System Requirements Engage in safe workplace practices and manage the health and safety of your employees and other people in the workplace. Engage in safe work practices. Ensure all Incidents involving staff are reported, investigated and any corrective actions are completed and closed off when completed in the Incident reporting system in line with CM Health Policies and Procedures. Ensure all corrective activities are completed and controls are reviewed after incidents. Ensure all staff are Inducted/Oriented to the division/service/work area and recorded in the OneStaff database and participate in Occupational Health and Safety matters. Manage all hazards, risks and incidents in the workplace by identifying, evaluating, reporting and controlling them effectively by maintaining a Hazard and Risk Register that is reviewed and kept up to date on an ongoing basis. Stop work where there is an immediate risk of serious harm and escalate to the appropriate manager. Maintain Occupational Health of employees due to workplace hazardous exposures. Occupational Health and Safety policies and Health and Safety regulations, what your responsibilities are under the policies and implement these requirements effectively into your work area. risk profile and implement and resource mitigation controls. Engage your employees to participate in Occupational Health and Safety matter. Work safely Report for duty in a fit state, free from the influence of alcohol or other drugs. Provide and wear the necessary Personal Protective Equipment for yourself and your staff when undertaking specific activities, or when in nominated areas. Ensure procedures are in place for clinical and plant equipment to be operated safely. Participate in relevant safety training, manage and maintain safety related competencies for yourself and your employees. Be in possession of required and current Certificates of Competency (If relevant to your position). Position description: Counties Manukau Health 10
HEALTH AND SAFETY ACCOUNTABILITIES (non-management roles) Health and Safety (H&S) is a key accountability of all Counties Manukau Health (CM Health) staff. All CM Health Employees are responsible to: Zero Harm Risk Management Engage in safe workplace practices and take care of the health and safety of themselves, other employees and people in the workplace. Identify, evaluate and report all hazards and incidents they are aware of in the workplace. Adhere to apply risk controls, identified in risk assessments, such as. Follow safety instructions. Stop work when there is an immediate risk of serious harm and notify the appropriate manager. others. Safety Management System Requirements Work Safely h and Safety policies, Health and Safety regulations, and personal responsibilities as outlined by these policies. Follow all Occupational Health and Safety policies and procedures. Report for duty in a fit state, free from the influence of alcohol or other drugs. Participate in consultation activities regarding matters affecting your health, safety and wellbeing. Wear the required Personal Protective Equipment when undertaking specific activities, or when in nominated areas. Operate clinical or plant equipment safely. Participate in relevant safety training, and maintain safety related competencies. If relevant to your position, be in possession of required and current Certificates of Competency. Position description: Counties Manukau Health 11