Office Manager: Bowel Screening Pilot (fixed term)

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1 Date: August 2016 Job Title : Office Manager Department : Bowel Screening Pilot Location : 2 Lake Pupuke Drive, Takapuna Reporting To : Programme Manager, Bowel Screening Pilot Direct Reports : Nil Functional Relationships with : Internal Data Manager Quality Lead Communications Manager Health Promotion Team Leader Endoscopy Clinical Nurse Specialist Bowel Screening staff External Contractors and suppliers Waitemata DHB & Health Alliance staff Ministry of Health Bowel Cancer Team Purpose of the role : To ensure the smooth and efficient running of the Bowel Screening Pilot office by providing a range of administrative and other team support services. Waitemata District Health Board -JOB DESCRIPTION - Page 1

2 Our Purpose, Values and Standards At the heart of Waitemata DHB is our promise of best care for everyone. This promise statement is the articulation of our three-fold purpose to: 1. promote wellness, 2. prevent, cure and ameliorate ill health and 3. relieve the suffering of those entrusted to our care. At the heart of our values is the need for all of us to reflect on the intrinsic dignity of every single person that enters our care. It is a privilege to be able to care for patients, whānau and our community, a privilege that is sometimes overlooked in our day to day work. Our standards and behaviours serve as a reminder to us all about how we are with our patients and with each other. Waitemata District Health Board -JOB DESCRIPTION - Page 2

3 KEY TASKS EXPECTED OUTCOMES Team support Office is run in a smooth and organised manner Office equipment, stationery and other office supplies are maintained Telephone and printer requirements are met Meeting agenda, minutes, photocopying/collation, distribution of papers and other meeting requirements (e.g. room bookings, catering etc ) are undertaken in an efficient and timely manner Documents are formatted to a high standard A spreadsheet of up to date general practices, their addresses and PHO membership is maintained Mail merges and mail outs of information to general practices and other groups are completed on time Team activity reports are collated Facility maintenance Building repairs and maintenance requirements within the Bowel Screening area of the building are identified Work requirements are logged with the property support desk and corrective work is carried out Breast Screening facility requirements are addressed when the Breast Screening Office Manager is on leave. Financial support Invoices and claims are processed accurately and promptly Purchase orders are raised as required and requisitions for goods and services processed Accruals reports are drawn up monthly Expenditure in key areas is monitored and significant variations brought to the manager s notice Stock management Print stocks are maintained (letterhead, pamphlets) at required levels Test kit components are ordered and supplied to the mail house in correct volumes and at required times Inventory records are maintained and future requirements forecast. Data support The team is supported in the production and formatting of reports, including the presentation of data Waitemata District Health Board -JOB DESCRIPTION - Page 3

4 KEY TASKS EXPECTED OUTCOMES Stock management and other simple data bases are set up and maintained Other data related tasks as may be required by the data manager are undertaken Other projects Contributing to the work of the senior team by providing support to complete special projects Other relevant tasks and projects as may be agreed from time to time are carried out Statutory & Treaty of Waitangi obligations 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 To recognise individual responsibility for workplace Health & Safety under the Health and Safety at Work Act 2015 Contribute to a safe and healthy workplace at WDHB by: Following & complying with H&S policies & processes & applying them to their own work activities, including using/wearing Personal Protective Equipment as required. Participating in activities directed at preventing harm & promoting well-being in the workplace Identifying, reporting & self-managing hazards where appropriate Early and accurate reporting of incidents at work and raising issues of concern when identified. Waitemata District Health Board -JOB DESCRIPTION - Page 4

5 PERSON SPECIFICATION POSITION TITLE: Office Manager, Bowel Screening Programme Qualification Experience Minimum Training/course attendance in relevant disciplines business administration, accounting Experienced in supporting service operations - including purchasing, finance, facility and stock management functions Experienced in the provision of team support services document formatting, minutes/agenda, meeting set up, mail merges Experienced in the management of spreadsheet data Experienced in supply management and inventory control Preferred Qualification in office management and administration Completion of Microsoft courses (Word and Excel) to intermediate level Demonstrated competence in the use of Microsoft (Word and Excel) Previous experience of work within the health sector Skills/Knowledge/Behaviour Knowledge of administration systems and procedures Knowledge of project administration and oversight Knowledge and understanding of health and safety within the work place Excellent relationship skills Good time management skills Ability to work autonomously when required Ability to function within a multidisciplinary and multi-ethnic team environment Willingness to do what it takes to support a functional and efficient team Waitemata District Health Board -JOB DESCRIPTION - Page 5