Position description

Transcription

1 Position description Position Senior Records Technician Division Corporate Services Group Corporate Business Location Greenlane Clinical Centre, Auckland and other sites as required from time to time Reports to Corporate Records Manager Date November 2017 Job purpose Establish recordkeeping capability throughout Auckland DHB. Manage the day to day processing of non-patient information and records across all media types within the Corporate Records Service. Staff management of records technician(s) who are assigned portfolio tasks related to non-patient information and records. Ensure information and records practices throughout the organisation are conducted in a manner that meets business requirements and to a standard that complies with the legislative framework within which Auckland DHB operates. Key responsibilities Deliverables Audits Assist the Corporate Records Manager in preparation work for internal and external audits. Self-assessment audits are conducted for operational processes. Vital Records Register Establish and manage a vital records register. Prepare questionnaire to gather information regarding the status and location of records held within the services. Assist departments to identify and protect vital records required for business continuity and/or those that are destined for deposit into the New Zealand archives Actively visit groups to ensure stocktake survey is being applied as required. Recordkeeping audits run smoothly. Information is provided to fulfil adhoc audit requests. Vital records sets/series are identified and brought under control. Controlled-documents are included in the vital records register. Stocktakes completed to a time frame Database of business systems and associated records is populated Reference material e.g. the disposal authorities for District Health Boards is used to guide this activity Mandatory metadata, to meet the

2 Prepare annual deposits to New Zealand s national archive Organise annual accessions into the NZ National Archives. - Physical records to be deposited annually - Digital records to be prepared ready for transfer. Business owner approval is obtained prior to transferring items. Deposit publications into the New Zealand National Library. Organise deposits to NZ National Library Off-site storage repositories Take a lead in managing and controlling material held in off-site storage repositories. Reduce quantities of records held in off-site storage Lodgements and re-lodgements are significantly reduced. Transmittal lists, box contents lists and data extracts are all analysed Transfer of reference data between in-house and off-site storage repositories is standardised and interoperable. Registration, Appraisal and Sentencing Establish sentencing business rules for physical and digital record sets throughout Auckland DHBs. Receive records being handed over to Corporate Records and process them according to set business rules. - Ensure patient information is to be handed over to Clinical Records for processing. Maintain separation of records according to their value, purpose and destination. - Active records are easily identified and accessible. - Inactive records are categorised depending upon their end-of-life destiny. - Transfer records are separated from disposal records. File Structure (Network Drive Taxonomy) Learn and apply standard folder structure and coding criteria obligations specified within the Information and Records Management Standard, is available. Deposits into Archives New Zealand meet recordkeeping compliance obligations. Metadata transferred with the records meets the requirement of the Auckland archival repository. Access categories are established and applied to ensure sensitive information is restricted for a pre-set number of years before being publicly available. Deferral agreement is arranged for records retained within Auckland DHB that should otherwise be handed over to Archives NZ. Register of items required for deposit is established and maintained Scheduled deposits meet the requirements of the National Library. Central off-site storage database register is established and populated Transmittal lists are located throughout the organisation and details are input/imported into a central database/register. Off-site storage data - File and box reference fields are standardised - Data for client codes is clean Boxes going into off-site storage are organised in a way to aid efficient future disposal and reduction in storage cost. Inventory registers are populated Business rules are established and records are appraised according to business rules and regulations Retention periods are applied and adhered to Disposal activities meet recordkeeping compliance obligations and business requirements. Disposal logs are populated The integrity of the storage locations is maintained. - Controlled documents - Active records - This year s accession - Subsequent year s accessions - Retained for later destruction Network drives are standardised. Folder label and file name requirements are understood and

3 Assist recordkeeping champions within the departments to migrate files into the taxonomy. Service and People Performance Ensure the service culture is consistent with the values of Auckland DHB and maintain the highest levels of customer focus and integrity. Lead change and innovation that promotes service improvement. Recruiting, developing and retaining staff with a focus on high performance individuals. Develop a communication and alignment process to ensure all staff are clear on their role and deliverables. Staff are to be held accountable for delivering against objectives. Develop and maintain effective team processes for communication, constructive debate, conflict resolution, identifying innovation opportunities and joint problem solving. Utilise expert knowledge and skills to assist staff working with complex issues. Assist staff to resolve ethical and professional issues. Establish standards of practice/protocols/policies. Develop effective teamwork and collaborative relationships within the records technician team. Participate in the recruitment and selection of staff as required and develop a comprehensive induction plan. Assist staff to identify and attend relevant educational and professional development activities. Manage staff numbers/skill mix and arranging replacements in cases of sick leave. Deal with conflict situations, working to achieve a winwin situation. Payroll liaison for the team including parental leave requests. Co-ordinate timely and effective performance management of staff. Ensure direct reports have annual appraisals, providing feedback, coaching and assistance in developing annual goals and objectives. Ensure Individual Development Plans are developed and implemented for all direct reports. Projects Assist with service development and records migration into on-line systems - Decommission the Everyone folders Training for Records Champions Across the Organisation Assists the Recordkeeping champions with filing in-house active-records and with boxing and listing inactive records ready for off-site storage and/or handover to Corporate consistency applied. Security groups and ownership (per folder) is organised for the top levels of the network drive. Liaise with the network drive service provider to establish new folders according to the records classification / taxonomy and access requirements. Train and supervise records technicians in all aspects of recordkeeping across all media types. Risks of non-compliance are eliminated or reduced Non-standard transactions are keep to a minimum Transactional processing is easy to follow Set objectives, conduct regular performance reviews and complete end-of-year performance appraisals. Behaviour is consistent with Auckland DHBs values The Everyone folders are decommissioned. Record Champions trained and using agreed process Lesson plans and classroom resources are compiled Participate in training sessions

4 Records for processing. Document procedures Lead the development of procedural documentation for all recordkeeping processes. Relationship/ Stakeholder Management Foster effective relations with customers and suppliers. Develop and maintain effective networks in order to assist with process improvements. Ensure appropriate and relevant communications are channelled to all affected parties Become familiar with the organisation structure to enable business owner identification and approval activities associated with record management Be available to provide advice regarding business requirements and legislative obligations to managers, records technicians and recordkeeping champions Secure Environment Maintains the integrity of the secure space Support portfolio back up Take responsibility for additional portfolios of work as required. either as the tutor or the student Documentation written and approved for use Desk-files for the team are maintained for portfolio training and handover Regular liaison meetings with suppliers held and agreed service levels regularly reviewed. Effective networks maintained Customer queries resolved in an effective and efficient manner Communications are timely and effective. Ownership details maintained within records registers High quality advice and support provided as required. Resolution of customer queries at first point of contact in a timely manner Customer issues listened to, investigated and resolved. Access pin codes to the area are kept confidential Confidential and sensitive information is secure at all times. Portfolio work is completed and agreed outcomes are delivered Team objectives are met. Health and Safety Take individual responsibility for Workplace Health & Safety under the Health and Safety in Employment Act 1992 Major challenges Company health and safety policies are read and understood and relevant procedures applied to work activities. Workplace hazards are identified and reported, including selfmanagement of hazards where appropriate. Can identify who is the Health and Safety representative for the area. Uncovering information and documentation pertaining to the organisations existing records repositories, registers and transmittal lists Recommending consistency of business process approach where differing processes are in use Keeping pace with changes to legislative obligations and business requirements. Delegated authorities Financial authority Direct reports Area of impact Nil Records Technician(s) assigned corporate records operational duties. Organisation wide Regional and national alignment

5 Person Specification Education & Qualifications Professional Work Experience Essential Professional qualification or applicable work experience. Must be familiar with the: Public Records Act Information and Records Management Standard Associated resources within Archives New Zealand toolkit 5+ years in a large organisation Business analysis and process development Training experience Advanced MS Office applications particularly Word, Excel, Outlook and windows explorer. Classification schemes, database management and metadata tagging Statistics and reporting Staff supervision or management Desired It would be advantageous if the applicant had knowledge of the Disposal Authority for District Health Boards Content migration into records or content management systems Website author or content editor Asset management systems Specialised skills / attributes Self-managing - Able to work in a professional and friendly manner with minimal direction and supervision. Language skills - Has good comprehension and is able to follow instructions. Has very good oral and written communication skills. Appraisal skills - Able to identify valuable records and information from trivial records and information Classification and categorisation - Able to sort and organise records and information according to predefined structures Documentation - A familiarity with information mapping is desirable or is able to produce quality documentation to a professional standard. Technical Familiar with document properties, working with long documents and templates. Confident in the use of network drives and filing systems. Experience in the health sector will be an advantage.

6 WORKING FOR ADHB EXPECTATIONS OF EMPLOYEES CITIZENSHIP All employees are expected to contribute to the innovation and improvement of Auckland District Health Board as an organisation. This means: Using resources responsibly Models ADHB values in all interactions Maintaining standards of ethical behaviour and practice Meeting ADHB s performance standards Participating in organisation development and performance improvement initiatives Helping to develop and maintain Maori capability in ADHB, including developing our understanding of the Treaty of Waitangi and ways in which it applies in our work Raising and addressing issues of concern promptly THE EMPLOYER AND EMPLOYEE RELATIONSHIP We have a shared responsibility for maintaining good employer/employee relationships. means: This Acting to ensure a safe and healthy working environment at all times Focusing our best efforts on achieving ADHB s objectives A performance agreement will be reached between the employee and their direct manager and/or professional leader containing specific expectations. CONSUMER/CUSTOMER/STAKEHOLDER COMMITMENT All employees are responsible for striving to continuously improve service quality and performance. This means: Taking the initiative to meet the needs of the consumer/customer/stakeholder Addressing our obligations under the Treaty of Waitangi Involving the consumer/customer/stakeholder in defining expectations around the nature of the services to be delivered and the timeframe Keeping the consumer/stakeholder informed of progress Following through on actions and queries Following up with the consumer/customer/stakeholder on their satisfaction with the services PROFESSIONAL DEVELOPMENT As the business of ADHB develops, the responsibilities and functions of positions may change. All staff are expected to contribute and adapt to change by: Undertaking professional development Applying skills to a number of long and short term projects across different parts of the organisation Undertaking such development opportunities as ADHB may reasonably require