Position Description. Position Title: Reports to: Accountable to: Remuneration: Position Description last updated: June 2016

Transcription

1 Position Description Position Title: Office Administrator/Receptionist Reports to: Quality & Operations Manager Accountable to: CEO Equip Trust Board Remuneration: As agreed Position Description last updated: June 2016 Position Description Office Administrator/Receptionist June 2016 Page 1 of 6

2 Stakeholder Relationships: Internal External CEO General Manager & Team Leaders Office Manager Training & Development Adviser Equip Staff Trust Board Kaumatua Consultants e.g. Projects, Dietician, Therapist Service users Service User families/whānau Relevant District Health Boards Other specialist and general services and agencies as appropriate Ministry of Social Development WPBC staff Section One: Position Summary To provide front line reception, data management and administration support to management, staff and service users of Equip (Mental Health Services) and to carry out any other tasks as may be required by Management from time to time. 1.1 To share information and work cooperatively with the other job share partner to ensure that duties are covered in a timely and collegial manner. 1.2 To support the Administrator/Receptionist position being manned at all times by covering, where possible, for the other job share partner s annual holidays, sick leave and any other leave as required. Section Two: Key Standards To work within a team in a multi disciplinary framework, and provide support for service users in line with Equip s ethos and recognised best treatment practice in treating major mental disorders. Position Description Office Administrator/Receptionist June 2016 Page 2 of 6

3 Section Three: Major Activities Key Tasks Objective Means Performance Indicators Reception Data Management Welcome Visitors, Service Users and their families To provide front line telephone reception support Coordinates the collection of data for reporting, research and development purposes Displays an effective use of interpersonal skills when communicating with visitors, service users and their families as necessary Ensure that every person that engages with Equip reception is greeted warmly and processed professionally Displays an effective use of interpersonal skills when communicating with incoming callers as necessary, relaying messages in a timely manner Maintain current service user contact and personal details on data system and update as changes occur Maintain relevant system for ensuring Informed Consent and Consent to Share Health Information Forms are completed and recorded in Recordbase Visitors register completed for each visitor Tea and coffee making Callers promptly transferred to appropriate destination Messages relayed in timely manner Texts sent as appropriate Service user data entered within 24 hours of receipt Proactively collects, records and updates data Rates of service user consent will increase Recruitment Support the Recruitment Process by setting up vacancies and managing the flow of applicants Place job advertisements on Equip website and other job boards as requested Update vacancy spreadsheet for tracking applications Acknowledge and process applications, ensuring all required application information received Provide applications to recruiters and process resulting declines Arrange and set up pyschometric testing/ interviews as required Enter pyschometric testing responses online and send to Industrial All aspects of recruitment follow the required process and are processed within agreed timeframes Reviews and audits demonstrate recruitment processes are efficient and effective Position Description Office Administrator/Receptionist June 2016 Page 3 of 6

4 Psychologist. Receive profiles and provide to recruiter Process resulting declines and pass candidate file of successful applicant to Office Manager for contract generation General Administration Support Provide general administration support for management, trust board and staff as requested. Photocopying Tea and Coffee Making Services Corporate bookings such as travel and entertainment Facility bookings with Windsor Park Baptist Church and other external venues as required Correspondence for Managers Tasks for Office Manager Printing Advertising Mail outs to service users and families Filing and records management Producing and distributing regularly updated contact lists to staff Ordering stationery and office supplies Incoming and outgoing mail distribution Library organisation Manage the petty cash system Event Organiser/Facilitator Oversee set up for Meetings/Functions Scanning staff documents into personnel Files Core stationery supplies are available at all times Standard forms are up to date and available at all times Liaison with WPBC is professional and collegial Staff contact lists are current at all times Mail is collected and distributed before 9.30am. Meetings and functions are set up correctly Staff room and kitchen are clean and tidy Dishwasher and fridge are cleaned regularly Dishwasher is stacked and unloaded as necessary Library books are issued and returned as per procedure Petty cash is available for staff & petty cash records are accurate and up to date Data entry is accurate and up to date Printing requirements are promptly executed All relevant documents are scanned into personnel files Other administrative support may include, but is not limited to: Proof reading material prior to distribution, as requested corporate bookings such as travel and entertainment Position Description Office Administrator/Receptionist June 2016 Page 4 of 6

5 Maintenance & Office Management & Housekeeping Fleet Management Ensure the office building is a safe environment Ensure general housekeeping duties are met Fleet is maintained Oversee that the building is clean and liaise with the external agency as and when the building is not up to the required standards In consultation with General Manager coordinate and manage building repairs and maintenance work as required Kitchen space is clean and tidy and fridges are within H & S guidelines Bathrooms are supplied with appropriate stock Day to day management of car usage and repairs Move cars when necessary for church Prepare booking sheets Ensure WOF and registration are up to date Ensure cars are regularly serviced Manage insurance claims Update staff driving license records Repairs, maintenance and renovation projects are carried out in an efficient and effective manner with minimal disruption The building is a clean and hygienic environment The building including staff areas will be tidy and safe Cars are moved as required Booking sheets are accurate Records will show that all cars are warranted, registered and serviced regularly All drivers are fully licenced Other Projects Demonstrates flexibility, willingness and ability to undertake other projects as required Seeks and accepts opportunities Professional Development Attains and maintains an appropriate body of knowledge relevant to position Maintains currency of skills knowledge and applies these in the ongoing development of Equip Attends training courses as directed by management Attends regular monthly supervision with Quality & Operations Manager Pro actively informs Manager of training/upskilling needs Reflects on practice during supervision Position Description Office Administrator/Receptionist June 2016 Page 5 of 6

6 Section Four: Person Specification Technical Competencies / Professional Expertise & Experience Must have previous office experience Relevant data entry and keyboard experience, including experience with Microsoft packages, mail merge and spreadsheets Must have Full B Class Driver s License Other Highly organised and able to prioritise within a busy front office environment Strong attention to detail and desire to deliver to standards of excellence A team player who is also self motivated and can work autonomously Able to operate successfully in a well defined role with documented processes for execution Engaging, professional and respectful interpersonal style of dealing with the broad range of people that make up Equip, its service users (& families) and service providers Strong oral communication skills and specifically, a professional, articulate and polite telephone manner High standard of personal presentation Sense of humour Some flexibility with hours desirable, potentially being able to cover for colleagues absences through sick / annual leave Of highest integrity and able to work comfortably within an organisation that maintains a Christian philosophical framework Actively committed to and demonstrates the philosophy and values of Equip Commitment to the principles of the Treaty of Waitangi and application of them in the workplace Name of Employee Signed by Employee Dated this day of 2016 Position Description Office Administrator/Receptionist June 2016 Page 6 of 6