Position Description

Transcription

1 Position Description Position Details Title Reports to Location Authorised by eroster Project Manager Joanne Gibbs, Director, Provider Services Melissa Moser, Executive Business Manager / Project Manager Building 37, Auckland City Hospital, Grafton Joanne Gibbs, Director, Provider Services Date 18 March 2019 Primary Function This role provides support directly to the Provider Services within Auckland DHB who are in the process of implementing an eroster system which will enable efficient utilisation of staffing and resources. This role will also provide departments with additional support once implementation has been completed to ensure the benefits of the eroster system are recognised. The role holder requires sound judgment and knowledge of rostering processes for Junior and Senior Medical Officers as they will be required to assist teams to problem solve rostering issues should they occur. The individual will need to be confident with technology, have experience in data analysis, be a good communicator, be methodical and precise when following through with tasks, and be highly organised and able to meet deadlines. This role requires the individual to work collaboratively with a range of stakeholders, including the software vendor, Service Managers, Clinical Leads, Team Administrators and Rostering Specialists, RMO Rostering and Run Specialists, the Contact Centre and other internal stakeholders as required. Key Accountabilities Key Result Area Project Management and Coordination Expected Outcomes/Performance Indicators Initiate and manage change the management initiatives for departments to ensure staff are kept informed of implementation progress Liaise with services in regards to their readiness to begin

2 Roster Administration and Training Support implementation of the eroster system and provide guidance to achieve this stage in a timely manner Liaise with stakeholders to ensure consistency of project development and implementation across all provider services, including ensuring the objectives, deliverables and milestones are aligned with the following Business Case: Implementation of erosters for Junior & Senior Medical Officers Support each departments management team in the required change management process and staff communications as required Coordinate training and implementation for the eroster system within each of the provider service departments Report on implementation progress to the Director of Provider Services, Executive Business Manager / Project Manager and the Director and General Manager of appropriate department, and escalate any concerns as appropriate Liaise with the vendor regarding feature developments and improvements that would be beneficial to Auckland DHB Provide implementation assistance to services, e.g. entering in personnel or roster information to provide support to the administrative teams (if required) Facilitate regular Rota Master Workshops for Auckland DHB staff to ensure cohesive knowledge sharing Be a point of contact to assist with roster related queries for the services who have implemented the eroster software Assist in the coordination of training delivered from the vendor to the services to ensure consistency of implementation and usage across all departments within Auckland DHB Record issues and resolution for performance tracking and risk management Data Analysis Liaise with Auckland DHB management and the vendor to define future requirements for service-wide reporting and potential benchmarking across departments Produce reports to ensure each department is utilising the eroster system to its full potential and to ensure that the department is accurately recording data. Provide assistance in identifying any gaps in current systems and processes. Liaise with key individuals at Auckland DHB (i.e. Data Manager, Payroll Manager) to ensure the most efficient transfer of data for services that need to be updated Hold data analysis sessions with department managers to assist in operational planning and job sizing based on historical data and service requirements (i.e. review job sizes)

3 Outcome measures / project performance Undertake effective planning methodology to ensure goals, objectives, resources, measures benefits and stakeholder involvement is achieved as per the Business Case Ensure departments implementing the eroster system utilise appropriate project management tools and communication to ensure a cohesive rollout between departments Manage the project by identifying work priorities, setting objectives, monitoring progress and outcomes and engaging the vendor to deliver service as per project timelines Aid in the development of required policies and process guidelines to support new or revised rostering processes within departments and the organisation as a whole Proactively manage changes in project scope, identifying potential blocks and devise contingency plans in consultation with the Director of Provider Services and the Executive Business Manager / Project Manager Plan, execute and complete agreed project according to deadlines and budget Track project deliverables using appropriate tools and report to internal stakeholders as required (e.g. Senior Leadership Team) Implement and manage project changes and interventions to achieve project outputs Communicate system changes / improvements with stakeholders Support the development and maintenance of effective working relationships with key stakeholders Matters Which Must Be Referred To Director / Executive Business Manager Concerns with delay in progress of service implementation or ongoing maintenance of system Risks to project delivery or integrity of the eroster system Behaviours inconsistent with ADHB values that are negatively affecting project delivery Authorities Direct Reports Budget Accountability (if applicable) Nil N/A Relationships

4 External Rotamap Ltd (vendor) healthalliance NRA Internal Director of Provider Services Executive Business Manager / Project Manager Service Managers, Clinical Leads and Administrators Senior and Junior Medical Officers Contact Centre Person Specification Essential Professional University undergraduate degree in HR or in a health / social science related field Experience/Knowledge Minimum three years experience working within the health sector Excellent verbal and written communication skills Experience in change management or coordinating projects in the health sector Experience in rostering Advanced organisation and planning skills The ability to work effectively with senior management, including having the confidence to raise issues and provide constructive feedback where required Desired Project management qualification Experience in a project management role Experience working within public health in a clinical setting Experience in rostering Junior and Senior Medical Officers Experience in implementing new processes and systems Demonstrated ability to work on numerous tasks simultaneously Advanced analytical and problem solving skills Strong administrative and customer service skills Strong computer literacy Experience in data analysis Personal Characteristics Flexible, adaptable and resilient

5 Ability to persuade, encourage and motivate teams Outcome and solutions focussed Critical thinking and problem solving skills Ability to work collaboratively within a team or independently (self-motivating) Ability to persuade, encourage and motivate Excellent verbal and written communication skills

6 Working for Auckland DHB 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 Modelling Auckland DHB values in all interactions Maintaining standards of ethical behaviour and practice Meeting Auckland DHB s performance standards Participating in organisation development and performance improvement initiatives Helping to develop and maintain Maori capability in Auckland DHB, 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. This means: Acting to ensure a safe and healthy working environment at all times Focusing our best efforts on achieving Auckland DHB 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 Auckland DHB 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 Auckland DHB may reasonably require