POSITION DESCRIPTION Executive Assistant to Clinical Services Director Medico-legal officer

Transcription

1 MERCY HEALTH POSITION DESCRIPTION Executive Assistant to Clinical Services Director Medico-legal officer Mercy Values: Compassion, Hospitality, Respect, Innovation, Stewardship, Teamwork Position title: Entity/Group: Executive Assistant to Clinical Services Director, Freedom of Information / Medico-legal Officer Mental Health Services Employee name: Date: Location: Position reports to: Saltwater Clinic Clinical Services Director & Manager of Administrative Services Positions reporting to this one: Nil Responsible to: Position Purpose: The Executive Assistant is responsible and accountable for the provision of secretarial and administrative support to the Clinical Services Director. This also includes coordinating patient access to medical information and other medico-legal aspects. Mercy Health [Enter Job Title] Last review date: 1

2 Qualifications & Requirements: Minimum Year 12. Completion of a Medical Terminology course is preferred but not essential Outstanding administration and organizational skills Excellent customer service skills and confidentiality Demonstrated experience working with senior executives and working within a complex environment Previous EA/PA experience / medico-legal / FOI experience preferred Resource management: Total staff management (FTE): Annual Operating Expenditure: Annual Capital Expenditure: n/a Mandatory Organisational Personal Competencies Competencies Orientation Ability to work alone and as part of a team Ability to work well under pressure Excellent problem solving skills Diversity & Equity Ability use initiative and self motivated Job Competencies Knowledge of the Freedom of Information Act (1982) and Privacy legislation Capacity to work with minimal supervision and direction Calm and consistent demeanor when under pressure Proactive in anticipating issues and exercising judgement with delegations of authority to resolve Flexibility and ability to work to deadlines Ability to liaise with the public and all levels of clinical and non-clinical staff High level secretarial and administration skills, eg. diary, and travel management. Ability to communicate effectively with a wide range of stakeholders Highly developed interpersonal, verbal and written skills Demonstrated ability to develop effective systems and processes Mercy Health [Enter Job Title] Last review date: 2

3 Excellent time management skills and ability to manage and prioritize conflicting demands Emergency Procedures Ability to be flexible and adapt to change Work Health & Safety To be highly efficient and organized with attention to detail. Infection Control Sound communication and interpersonal skills Customer service focused Ability to work with sensitive and confidential information exercising the highest degree of discretion Knowledge of a patient administrative system and a range of computer software packages Understanding of terminal digit filing or other filing system Previous experience in a hospital administrative, Executive Assistant and FOI/medico-legal setting Promotes ethical and appropriate behaviors Demonstrated evidence of capacity to maintain and secure confidential information and exercising highest degree of discretion. Ability to prepare meeting minutes and follow up on action items Mercy Health [Enter Job Title] Last review date: 3

4 Key Result Areas Key Activities Standard Measures Mercy Health Values Values of Mercy Health are Models behaviors aligned to the Mercy Health values Demonstrates and upholds the Values and Mission of Mercy Health. incorporated into daily work practices for all staff. Demonstrates compassion and provides support to staff and key stakeholders Consistently shows respect and values each person s dignity Seeks opportunities to be innovative for improvement Is accountable for all behaviors and activities Communicates openly and honestly as an effective team member. Effective liaison with other administration staff Compliance with policies and procedures Administrative and Organizational skills General administration, eg diary, and travel management Preparation of correspondence, documents and presentations as requested Establishment and ongoing maintenance of a central filing system Reliable and timely service delivery Accuracy and efficiency of service delivery Compliance with relevant policy and procedures Prompt action with regards to distribution of messages received All documentation and files given to CSD for review where necessary Document and data control, including archiving of superseded documents where required. Coordination and management of meetings, etc taking minutes following up action items, distribution of documents etc Rosters are prepared and made available in a timely fashion. This includes all aspects of medical rosters, after hours rosters, medical students rosters etc Assist with leave management for medical staff and cover arrangements Fields complaints sensitively and in compliance with service process Mercy Health [Enter Job Title] Last review date: 4

5 Key Result Areas Key Activities Standard Measures Coordination and management of medical rosters Preparation and processing of invoicing /payment as required Co-ordination of Coronial, FOI and other medico-legal requests and processes. Patient information is only disclosed according to MH policies and procedures on release of information and privacy. Process written applications for FOI requests including the processing of invoices and photocopying of relevant information FOI requests are processed within the statutory timeframes Complete all relevant administrative tasks in relation to FOI and medico-legal requests Maintenance and data entry into request register Liaison with CSD, General Counsel, Coroners Office, Chief Psychiatrist regarding Medico-legal requests etc where appropriate. Coordinate requests for statements and reports from staff Excellent Records/ file keeping system Provide managers with legislation and other mandatory changes when notified. Mercy Health [Enter Job Title] Last review date: 5

6 Key Result Areas Key Activities Standard Measures FOI Reporting requirements FOI commissioner Mandatory reporting is completed at the end Provision of annual FOI report to FOI commissioner to meet the hospitals statutory obligations of each financial year Use of the FOI register to collate the data required. Relationship management Facilitates excellent communication in relation to administration requirements Central point of contact for CSD Individually is an effective team member and works with others in a way that empowers them to be effective team members Models and promotes behavior aligned to the mercy values Correspondence Management Read all correspondence and documents received and being sent for the named CSD Extract key information from incoming correspondence to determine action points Maintain an efficient correspondence management system Completion of draft responses where appropriate in a timely manner Effectively and efficiently meets the needs of all stakeholders. High level of customer satisfaction in all tasks Professional presentation and manner Effectively manages conflict situations Daily briefing, or appropriate system to review documentation received Maintain privacy and confidentiality All filing is to be completed on a weekly basis Develops and maintains electronic and hardcopy filing systems for correspondence Mercy Health [Enter Job Title] Last review date: 6

7 Key Result Areas Key Activities Standard Measures Continuous Improvement Ensures minimum standards in Compliance with minimum standards relation to OH&S legislation are Polices and procedures are understood and up to date met Evidence of system improvements in administration Assists with updating and and reception evaluating relevant policies and procedures Annual performance appraisals and development plans completed Reads and understands new and revised administration policies and procedures Professional Development Maintain a commitment to professional self-development Attendance at relevant and appropriate staff meetings, courses or in-services Maintains and updates knowledge base to ensure safe practice and effective performance in the workplace Evidence of completed annual performance appraisals and development plan Participates in annual performance appraisal process Takes reasonable care to protect the health and safety of themselves, fellow staff and others in the workplace. Reports hazards, near misses and injuries immediately. Uses personal protective equipment where necessary Comply with risk management policies and procedures and instructions Participate in training and meetings regarding safety Complete incident reports Elect and support health and safety representatives Contribute to risk assessments Participate in training and meetings Attendance at all safety meetings and training sessions is noted. Mercy Health [Enter Job Title] Last review date: 7

8 Employee s Signature: Date: Print Name: Line Manager Signature: Date: Print Name: Mercy Health [Enter Job Title] Last review date: 8