Te hauora o te Matau-ā-Māui: Healthy Hawke s Bay Tauwhiro Rāranga te tira He kauanuanu Ākina

Transcription

1 Hawke s Bay District Health Board Position Profile / Terms & Conditions Position holder (title) Contracts Liaison Reports to (title) Head of Contracts and Procurement Department / Service Contracts Management Team, Corporate Services Purpose of the position Vision The role will be responsible for: Liaison between provider of health services and HBDHB on contractual matters. Taking the service concept as developed by the Budget Holders and facilitate the creation of a contract. Performance management of expenditure contracts Facilitating approval of revenue contracts Assisting with delivery of organisational KPI s including, financial budgets and service plans Manage contractual risks Undertake contestable processes and support decision making We proactively support contractual relationships to get services delivered (vision) We are a team that is valued and included for their expertise and efficiency (goal) Health and consulting services are procured in a safe way, appropriate to risk, following HBDHB procedures (goal) We present a synthesised picture of health and consulting services across the DHB Working Relationships Internal Head of Contracts and Procurement Budget Holders (including funder, provider and governance arms) and delegates Management Accountants DHB staff Finance, HR etc. External Non Government Organisations and contracted providers Ministry of Health Sector Services Funders of services Dimensions Expenditure & budget / forecast for which accountable Challenges & Problem solving Number of staff reports Delegations & Decision Problem solving ability is a key part of the role. This includes negotiation with internal and external parties and navigation through the contracting and performance management system. Other Indicators As agreed annually with the Head of Contracts and Procurement.

2 Key Accountabilities ASSIST BUDGET HOLDERS WITH FUNDING PROPOSALS In conjunction with Budget Holders, advise timetable for completion of the Funding Proposal and monitor progress Support Budget Holders to prepare Funding Proposals as required In conjunction with Budget Holders facilitate the review of the standard of Funding Proposals Feedback from Head of Contracts and Procurement and Budget Holders DEVELOP PROCUREMENT PLAN, REVENUE AGREEMENT APPROVAL AND APPROVED PROCUREMENT DOCUMENTATION Coordinate and complete where relevant the Revenue Agreement Approval process in partnership with budget holders. Coordinate the completion of all documentation relating to the procurement (including competitive process documentation, employee or contractor assessment, Agreement Request forms etc.) This includes completion of some of the documentation. Support others to complete their sections in a timely manner Completion of documentation to appropriate standard Review and approval of documentation within delegation KPIs that align with the Contract Team Annual Targets, as agreed with Head of Contracts and Procurement annually SERVICE SPECIFICATION DEVELOPMENT Establish rapport with Budget Holders to support the development of service specifications. Development of appropriate specifications that reflect the high level service requirements of the Budget Holders in satisfactory detail to create a robust contractual relationship Identify issues within the service specification Incorporate appropriate contractual targets utilising where appropriate the Results Based Accountability Framework. Engagement as assessed by Head of Contracts and Procurement into the Service Specification process

3 CONTRACT CREATION AND VARIATION Follow Contract Management Team processes in establish contracts Ensure appropriate approval is obtained Contracts use standard templates or follow appropriate processes for contracting established by Sector Services Review contracts for accuracy and completeness in a timely manner Capture information with a high degree of accuracy into contracts management system in the manner prescribed. (Works 1) KPIs that align with the Head of Contracts and Procurement Annual Targets, as agreed with Head of Contracts annually PROVIDER AND INTER DHB LIAISON Establish rapport with contract holders Day to day queries from stakeholders regarding contracts and payments Inform Head of Contracts and Procurement if there are any provider related issues that cannot be resolved Feedback from providers or others involved PERFORMANCE ANALYSIS Analyse performance information Review performance for issues of concern or highlights Develop performance feedback on a frequency as determined by the Head of Contracts and Procurement (or as required.) Meet with Provider in conjunction with the Budget Holder or Head of Contracts and Procurement and develop action plans regarding performance Monitor any agreed action plans and advise Budget Holder and Head of Contracts and Procurement of any breach of agreed actions Performance reports in excess of three months outstanding are followed up Performance reviews held on a frequency determined by the Head of Contracts and Procurement with Providers OTHER DUTIES Other reasonable duties as directed by the Head of Contracts and Procurement Provide back up for the Contract Co-ordinator, Contract Liaison and Head of Contracts and Procurement as required. Undertake Contestable Processes (under supervision) and support decision making as required. Feedback from Head of Contracts and Procurement

4 OCCUPATIONAL HEALTH & SAFETY Displays commitment through actively supporting all health and safety initiatives. Ensures all staff/colleagues maintain adequate safety standards on the job through consultation, training and supervision. Ensures own and others safety at all times. Complies with policies, procedures and safe systems of work. Reports all incidents/accidents, including near misses in a timely fashion. Is involved in health and safety through participation and consultation. Evidence of participation in health and safety activities. Demonstrates support of staff/colleagues to maintain safe systems of work. Evidence of compliance with relevant health and safety policies, procedures and event reporting. Key Competencies CUSTOMER SERVICE Open and responsive to customer needs. Demonstrate an understanding of continuous quality improvement. Demonstrates a commitment to customer service and continuous quality improvement, through interaction with patient/clients and other customers. Identifies customer needs and offers ideas for quality improvement. Effective management of customers/situations. ENGAGING EFFECTIVELY WITH MĀORI Demonstrates knowledge and understanding of local tikanga and Māori culture sufficiently to be able to respond appropriately to Māori Is visible, welcoming and accessible to Māori consumers and their whānau Actively engages in respectful relationships with Māori consumers and whānau and the Māori community Actively seeks ways to work with Māori consumers and whānau to maximise Māori experience Actively facilitates the participation of whānau in the care and support of their whānau member Accelerated health outcomes for Maori Evidence of positive feedback from Māori consumers and whānau, and colleagues Evidence of collaborative relationships with Māori whānau and community/organisations Evidence of whānau participation in the care and support of their whānau member HEALTH AND SAFETY STATEMENT Takes reasonable care of your own health and safety Ensures that your actions or omissions, do not adversely affect the health and safety of other persons Complies with reasonable instructions given by HBDHB Co-operates with health and safety policies or procedures

5 Essential and Desirable Criteria: Qualifications / Skills / Experience Essential Engaging Effectively with Maori Qualifications (eg, tertiary, professional) Demonstrates the ability to engage effectively with Maori consumers (patients/families/whanau) Demonstrates ability to apply the Treaty of Waitangi within the Service Business related NZQA (New Zealand Qualification Authority) level 4 or above papers Business / Technical Skills (eg, computing, negotiating, leadership, project management) Numeracy Literacy Ability to explain difficult concepts in writing Computer skills, including excel, word and ability to adapt to new systems Relationship development and knowledge of negotiation processes Understanding of contracting processes Values & Behaviours: Shows commitment to, and demonstrates the behaviours of the health sector: Experience (technical and behavioural) - He kauanuanu Showing respect for each other, our staff, patients and consumers this means I actively seek to understand what matters to you. - Ākina Continuously improving everything we do this means that I actively seek to improve my service. - Rāranga te tira Working together in partnership across the community this means I will work with you and your whanau on what matters to you. - Tauwhiro Delivering high quality care to patients and consumers this means I show empathy and treat you with care, compassion and dignity Eye for contracting detail Ability to work to tight timeframes and prioritise workloads accordingly Good Communicator, skills both written and oral Demonstrated ability to show initiative and think through problems Commitment to achieving objectives Demonstration of ethics and values under pressure Problem Solving Ability Recruitment Details Position Title Hours of Work Salary & Employment Agreement Coverage Contracts Liaison 32 to 40 hours per fortnight (by negotiation) As per the Individual Employment Agreement (IEA) negotiated with the appointee. Date December 2017