POSITION DESCRIPTION ADMINISTRATOR CASUAL ADMINISTRATION RESOURCE UNIT PERSONAL ASSISTANT, MEDICAL SERVICES

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1 POSITION DESCRIPTION POSITION TITLE: ADMINISTRATOR CASUAL ADMINISTRATION RESOURCE UNIT DEPARTMENT/SERVICE: BUSINESS MANAGEMENT REPORTS TO: PERSONAL ASSISTANT, MEDICAL SERVICES APPROVED: Manager Date ACCEPTED: Employee Date ROLE SUMMARY This position works across the Whanganui District Health Board, however all employees at Whanganui District Health Board may be required to undertake duties in other areas of the organisation which promote the efficient and effective operation of Whanganui District Health Board which reasonably fall within the general parameters of this position PURPOSE OF THE POSITION DIRECT REPORTS Nil To provide a high quality reception and administration support service, to the department where the relief is required. Some indicative position examples are: Receptionist and/or ward clerk Health Records administrator/filing clerk Medical typist Telephonist Specialty or outpatient administrator Administration officer/support. To be supportive of the work environment accepting responsibility for the provision of a quality service. 1

2 DELEGATED AUTHORITIES Financial Nil Staff Nil FUNCTIONAL RELATIONSHIPS Key Contacts (internal): Nature or purpose of contact: Personal Assistant To contribute towards a responsive service with appropriate Ward clerks timeframes that ensures the continuation of hospital business. Specialty Teams Clinical Nurse Managers Finance Team Other hospital staff Key Contacts (external): Nature or purpose of contact: Other health providers Ensures a standard of responsiveness that communicates General public confidence in the level of service expectations. General Practitioners Private practitioners KEY PERFORMANCE INDICATORS Key Accountabilities Tasks (Key areas of focus) (How it is achieved) To promote good public relations when in contact with patients, their families and staff from other departments, other hospitals and members of the general public. To be able to complete key tasks relating to other roles, which ensure adequate cover is provided when staff are on leave this may include reception duties, making appointments, ring patients, filing, incoming mail by sorting and forwarding to the relevant areas. To answer phone enquiries promptly ensuring that calls are connected to the correct extensions in a prompt, efficient, friendly manner To ensure that fax messages are dealt with or passed on to the appropriate person for them to process. Key Performance Indicators (How it will be measured) Satisfied customers without complaints. Positive feedback received. Objectives reached. Mail is sorted and forwarded twice daily. Phone calls are picked up before the fourth ring. Fax machine will be clear. 2

3 To understand Whanganui District Health Board policies related to the role. To work in a team environment. Undertake mandatory training and other training as deemed necessary. Respond to requests To train into other roles To work in co-operation with other staff of the department in order to assist in the development of multifunctioning roles and contribute towards ongoing team development. You will be required to work in departments such as: Patient scheduling Radiology Outpatients Wards Community Health Public Health Theatre Dental The above list is an indicative list only of the administration areas where you would be expected to work. Knowledge of policies eg. Health Records and Privacy Policy. Fluctuations in work flows are addressed Cover requirements are met. Tasks are completed in a timely manner. Administrative support To carry out data entry and other administrative duties using a variety of WDHB computer programmes e.g. Oracare, WebPAS and Jade patient administration systems, Med Tech, Outlook system and Carestream RIS Duties are carried out in a timely manner and fulfill the needs of the department. Health and Safety in Employment Comply with all safe work procedures, policies and instructions. Report all incidents hazards and injuries to supervisors in a timely manner. Actively participate in the ongoing development of safe workplace practices in Whanganui District Health Board. Completed the WDHB Health and Safety Orientation Course and updates Attendance at workplace safety meetings (indicated by minutes) Demonstrated by signed training records Active involvement in, and completion of, rehabilitation programmes as required 3

4 Timely, full and accurate completion of accident and hazard forms if and when required. IDEAL PERSON PROFILE QUALIFICATIONS, SKILLS AND EXPERIENCE Essential Experienced in administration practice. Proficiency in MS Computer technology computer skills Good communication skills with the ability to communicate with a wide range of people Motivated, flexible and able to work autonomously or as part of a team Time management skills Good computer skills Data entry experience Customer service skills and experience Sound interpersonal skills and demonstrated flexibility within a changing environment Commitment to quality and excellence Sensitivity to multicultural needs Desirable Work experience within a large organisation Familiarity with the Ora*care Patient Management system PHYSICAL ATTRIBUTES Under the Human Rights Act 1993 discrimination based on disability is unlawful. Whanganui District Health Board will make all reasonable efforts to provide a safe and healthy work place for all, including persons with disability. Every effort has been made to outline requirements clearly. If a potential applicant has uncertainties about their ability to fulfill these physical requirements, enquiry should be made whether it would be possible to accommodate a particular issue by obtaining advice from Occupational Health Unit/Infection control team. Hearing and speech sufficient to communicate with clients and co-workers enabling direct and telephone, communication and hear emergency alarm. Manual dexterity sufficient to file and retrieve medical records, operate computer and use clerical items such as a pen and scissors. Ability to stand, walk, sit, stretch, twist, bend, climb, frequently lift / move weights up 15 kilograms and infrequently lift / move weights over 15 kilograms. Ability to move about and undertake necessary duties in the Clinical Records Department at the Wanganui Hospital and throughout Whanganui District Health Board Campus. Ability to undertake repetitive activity throughout the day including filing and retrieval of medical records at low and high levels as well as some computer data entry. Visual to read accurately, write/record, use computer, enabling accurate performance of essential job duties. 4

5 BEHAVIOURAL COMPETENCIES Whanganui District Health Board has a Competency Framework that describes the behavioural competency levels required for each role within the organisation. One = high level of competency required to perform this role five = low level of competency required. Level Competency Description Required Communication Time Management Teamwork and Cooperation Customer Responsiveness Problem Solving Cultural Awareness All communication has a clear purpose, is well structured, uses appropriate language and grammar and conveys the information in a clear and concise manner. Asks questions and summarises key points to ensure understanding. Is able to set goals and realistic timeframes to meet those goals. Understands the significance of their time management skills from an organisational perspective. Invites all members of a group to contribute to a process. Understanding and appreciative of different and opposing perspectives on an issue. Actively promotes a friendly climate, good morale and co-operation within the team. Accepts responsibility for the effectiveness of the team. Anticipates current and future customer needs by seeking information about the underlying needs of the client, beyond those initially expressed. Regularly introduces work practices designed to improve service quality Takes a logical approach to problem solving by eliminating irrelevant information and analysing relevant information to reach a workable and appropriate solution. Suggests alternative approaches based on consideration of the issues involved, in a consistently positive and constructive way. Demonstrates a good knowledge of the Articles and Principles of Te Tiriti O Waitangi / The Treaty of Waitangi. Has a reasonable understanding of the Maori model of Health Te Whare Tapa Wha, Te Reo Maori, and can pronounce Maori words correctly. Understands Kaupapa/Tikanga Maori. Is aware of health gains for Maori. Two Three Two Two Three Three 5

6 OTHER CONDITIONS Hours of Work: As a casual employee, you are employed as and when required on an intermittent basis, for periods of up to one week at a time. If you are offered any definite period of employment that is with predetermined start and finish dates, longer than four weeks, you will be offered a fixed term contract of employment. 6