Date: September 2017 Job Title : Administrator Department : Human Resources : Location : Level 1, 43 Taharoto Road, Takapuna Reporting To Direct Reports : Nil Functional Relationships with : Internal DHB General s and Service s Directors of Nursing and Midwifery Hiring s Human Resources s, Advisors, s at WDHB, CMDHB & ADHB HRIS Systems Consultant Team External Suppliers Other DHB s and employers Professional Registration bodies Technology Solution providers Immigration Department International Expo suppliers Relocation organisations Candidates healthalliance Staff Purpose of the role To ensure the achievement of WDHB recruitment objectives by supporting the Team through the development and implementation of quality administrative practices and techniques. Waitemata District Health Board Job Description - Administrator Sept 2017 Page 1
Our Purpose, Values and Standards At the heart of Waitemata DHB is our promise of better 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 - Administrator Sept 2017 Page 2
KEY TASKS Support for the Consultants Administration General Support Contract Management Systems EXPECTED OUTCOMES Setting up of interviews in conjunction with the business Updating of Taleo on candidate progress once contract has been sent out. Loading jobs into national website www.kiwhealthjobs.com for consultants Printing Job descriptions for candidate new starter packs PDFing contracts to Candidates. Use of Coffee Cup to attach documents to adverts Administration cover for the Administrator in periods of leave cover. All administrative support in the areas of managing candidate enquiries (email and phone), details, and information; ensuring this is accurate and up to date. Managing day to day operational tasks for the recruitment team in the afternoon, printing of Meeting Room calendars daily, opening and distributing all mail, answering 0800 number, managing walk in customers. Preparing reports as and when required by the. Preparation of documents for Assessment Centres. Documenting all administration activities for easy transfer of knowledge and training of new staff. Day to day liaison to support the, Coworkers, Candidates, Hiring s and Customers. Work to ensure a cohesive and highly motivated team environment, with responsibility for effective skills transfer and knowledge share. Working closely and collaborating with Consultants, Hiring s and Staff Service Centre to ensure the integrity of information in the recruitment processes. Ensuring all activities are consistent with WDHB policy unless specifically agreed. Understanding the immigration process for on-boarding all employees and keeping updated with any changes by utilising the Global Mobility Consultant. Supporting the Team in the production of employment agreements and processing of personnel files for Waitemata DHB. E-recruitment system administration: Managing queries and running reports for as and when required Waitemata District Health Board Job Description - Administrator Sept 2017 Page 3
KEY TASKS Process Improvement Other Duties Legislation EXPECTED OUTCOMES Ensure data system integrity is maintained and current, as is all relevant documentation during the recruitment process, keeping systems up to date as required. Identifying potential improvements to ensure the continuous improvement and delivery of best practice administration systems and processes Any other tasks and activities as required and are in line with the above job purpose. Ensuring all activities are compliant with New Zealand employment legislation 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 & Safety Act 1992 & Amendments 2002 Support WDHB H&S Culture by: All Employees Following & complying with H&S policies & processes & applying them to their own work activities Identifying, reporting & self-managing hazards where appropriate Early and accurate reporting of incidents at work Waitemata District Health Board Job Description - Administrator Sept 2017 Page 4
PERSON SPECIFICATION POSITION TITLE: Administrator Minimum Preferred Qualification Secondary Qualification Diploma in Business Administration Experience Minimum 3 years experience in an administration setting Administration experience in a Health environment Skills/Knowledge/ Behaviour 1. Work Management Effectively identifies objectives and assesses workload priorities, differentiating between urgent and important when tackling tasks. Meets weekly, monthly and other deadlines, and proactively manages the expectations of others. Ensures that all checks, references and other administrative tasks are up to date. 2. Systems High level of familiarity with relevant database, information systems and candidate management systems with best practice utilization. Keen to learn, understand and contribute towards the development of new systems and procedures. Records all relevant information accurately and is able to source candidate and customer data promptly when required. 3. Negotiation Handles and resolves queries and disputes using reasoned argument, empathy and professionalism. Maintains control in negotiations, using assertiveness and persuasion to achieve a mutually beneficial outcome. 4. Communication Articulate and fluent in written and oral communication with hiring managers, customers, candidates and co-workers. MS Office Suite Oracle Taleo Knowledge Waitemata District Health Board Job Description - Administrator Sept 2017 Page 5
Quickly establishes and develops positive relationships with professional business contacts and liaises effectively and proactively. Listens to the issues of hiring managers and candidates and provides professional advice and solutions to meet their needs Waitemata District Health Board Job Description - Administrator Sept 2017 Page 6
POSITION IN ORGANISATION Director of HR WDHB Organisational Development Occ Health Centre Health Campus ER Group HR Research and Innovation Business Analyst Global Mobility Consultant (1) HRIS Regional Systems Consultant (1) Senior Consultant (2) Consultant (4) Administrator (0.6) Administrator (0.75) Waitemata District Health Board Job Description - Administrator Sept 2017 Page 7