POSITION DESCRIPTION Administration Assistant Operating Theatre & Central Sterile Supply Department This position is not considered a children s worker under the Vulnerable Children Act 2014 or Position Holder's Name:... Position Holder's Signature:... Manager/Supervisor's Name: Ngaire Olsen Manager/Supervisor's Signature:... Position description: Counties Manukau Health 1
Position description: Counties Manukau Health 2
PURPOSE OF THE POSITION To contribute to the effective management of administrative functions to support the Nurse Manager, Associate Clinical Nurse Managers (ACNM) and Central Sterile Services Department (CSSD) Manager to ensure an effective day to day service. PLACE IN THE ORGANISATION General Manager Surgery, Anaesthesia & PeriOperative Services Service Manager Theatre, Anaesthesia & Pain Medicine and CSSD Personal Assistant Theatre, CSSD Nurse Manager Theatre MMH Nurse Manager Theatre MSC CSSD Manager ACNM s Theatre MSC Administration Assistant Receptionists Health Assistants Position description: Counties Manukau Health 3
NATURE AND SCOPE OF RESPONSIBILITIES Key Accountabilities Standards / Achievements SUPPORT ACTIVITIES To demonstrate a competent understanding of the reporting tasks and responsibilities To effectively coordinate all administrative functions to support the Nurse Manager, CSSD Manager, ACNM s and members of the Theatre Unit to meet the day to day needs of their services. Responsible for setting up all the meetings and preparing documentation relevant to managing the performance and sick leave reviews. To assist Nurse Manager, CSSD coordinator and ACNM s in the management processes for rostering by maintaining annual leave, conference / education leave data bases Develop and maintain desk files and process flows in consultation with the Nurse Manager. To enter/check rosters into payroll system (Onestaff) for theatre and CSSD as required. Take, type and distribute minutes of meetings Prepare documentation for meetings, interviews, training and presentations Word processing, spreadsheets and preparation of PowerPoint presentations. Drafting/editing/publishing fliers as required. Daily Reception relief Identify quality issues and strategies for improvement. Contributing to the effectiveness of the team by promoting a customer focus and quality orientation focus in all activities, and actively contributing to appropriate team meeting in a constructive manner. Maintaining Audits for Service Manager, Nurse Manager, ACNMS and Elective Patient Flow coordinator. Supports the wider team by providing cover on the Middlemore/MSC sites as required. Theatre Scheduling Works in collaboration with the Theatre Scheduler to maintain the Theatre Manager database to ensure accurate reflection of the Theatre Schedule as per ipm Theatre Session Management guidelines. Will demonstrate a sound knowledge of theatre scheduling principles to enable provision of leave cover as required. Position description: Counties Manukau Health 4
Key Accountabilities Standards / Achievements Reception Duties HEALTH & SAFETY Recognises individual responsibility for workplace Health & Safety under the Health and Safety Act 1992 Cultural Safety & Diversity Collates Patient files, grouping them into their specific theatres Prepares patient files for surgery ensuring their SACPAC s are present and precis printed as required Ensures all patient files and SACPAC s are tracked through ipm Provides reception cover in the evening and covers for breaks during the day. Admits patients and updates the ipm database as required. Prepares files for return to Clinical Coding/CRS Returns removing excess paperwork i.e. labels, precis. Posts Discharge Summaries to GP as required Booking of patients for any Acute or Unplanned Returns to Theatre. Counties Manukau DHB Health and Safety policies are read and understood and relevant procedures applied to own work activities Workplace hazards are identified and reported including self-management of hazards where appropriate Can identify health and Safety representative for area Commitment to the principles of Treaty of Waitangi Honouring Diversity Respect, sensitivity, cultural awareness is evident in interpersonal relationships. Our differences are acknowledged by respecting spiritual beliefs, cultural practices and lifestyle choices. Utilise Information Technology Demonstrate 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. Position description: Counties Manukau Health 5
COMMUNICATION AND INTERPERSONAL SKILLS Will be required to interact on a regular basis with a range of Counties Manukau Health staff members including: Service Manager Theatre & CSSD Nurse Managers MSC & MMH Associate Clinical Nurse Managers MSC & MMH Nurses Health Care Assistants Receptionists Senior Medical Officers (Consultant) Registered Medical Officers (Registrar) Externally there will be contact with: Procurement Information Services Onestaff Payroll Interpreting Service Patients & Families/Whanau 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. PROBLEM COMPLEXITY Will be regularly challenged by a wide range of requests received both verbally and in writing. 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 quality service delivery. Will refer to Nurse Manager for advice or second opinion SCOPE FOR ACTION You are empowered to make decisions or recommendations relating to delivery of service and improvement to processes. You 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. Position description: Counties Manukau Health 6
DIMENSION OF THE POSITION Will be responsible to the Nurse Manager for the achievement of agreed objectives and operates within the confines of Counties Manukau Health. POSITIONS REPORTING IN THIS ROLE (numbers) Directly: Indirectly: Nurse Manager Members of the theatres & CSSD units PERSON SPECIFICATIONS (requirements for the role) Minimum Preferred Qualifications National Certificate in Computing (MIT) Experience 2 3 years experience in an administrative role Skills/Knowledge/ Behaviour Intermediate User of Microsoft applications, Word, Excel & Outlook Customer Service & Frontline Reception Experience Effective written, oral and verbal communication skills. Excellent command of the English language Exceptional organisational skills Priority setting/time management Good analytical skills High level of numeracy Initiative and willingness to use initiative Self-driven, able to work without supervision Treats each person as a unique individual, respects the individual Commitment to ongoing learning and development Demonstrate a mature approach Intermediate user of Microsoft applications, Powerpoint Experience working in a multicultural environment. ipm, Onestaff & Oracle knowledge Experience working in a Health Care setting Minute taking Position description: Counties Manukau Health 7
to working in a sensitive environment Strong Service / customer focus Strong teamwork focus Attention to detail Quality Focus Personal Qualities Positive and friendly approach and likes people Customer and customer service focused Quality focus Honest and reliable Empathy and respect for individuals from diverse backgrounds Able to embrace change and implement changed processes Position description: Counties Manukau Health 8
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 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 Risk management Safety Management System Requirements Work safely 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 Ensure you and the employees understand and follow CM Health s 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 Manage the work area s risk profile and how these relate to the corporate risk profile and implement and resource mitigation controls Engage your employees to participate in Occupational Health and Safety matter. 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 9
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 Engage in safe workplace practices and take care of the health and safety of themselves, other employees and people in the workplace Risk Management Safety Management System Requirements Work Safely 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 Safe Operating Procedures Follow safety instructions Stop work when there is an immediate risk of serious harm and notify the appropriate manager Ensure nothing they do or don t do will cause harm to themselves or others Understand and follow CM Health s Occupational Health 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 10