POSITION DESCRIPTION Occupational Health and Safety Administrator Date Produced/Reviewed: Position Holder's Name:... Position Holder's Signature:... Manager/Supervisor's Name:... Manager/Supervisor's Signature:... Date:... PURPOSE OF THE POSITION Approval Date: 2015 Review Date:: 2015 A P P R O V ED Position Title: Occupational Health and Safety Administrator
To effectively contribute to the Occupational Health and Safety Service (OHSS) by providing professional administration services, support and reception for the Service. The role includes coordination of the clinical services, management of health information and the preparation of organisational reports. The role will also be required to administer the MedTech32 Software and be the central point of contact for software knowledge and training, The Occupational Health and Safety Service is a specialised, in-house health and safety team which provides clinical, case management and health and safety advisory services to the organisation, to support organisational risk management. The primary functional relationships for this position are with the Occupational Health and Safety team members. Vision & Values Organisational Shared Vision Counties Manukau Health s shared vision is to work in partnership with our communities to improve the health status of all, with particular emphasis on Maaori and Pacific peoples and other communities with health disparities. We will do this by leading the development of an improved system of healthcare that is more accessible and better integrated. We will dedicate ourselves to serving our patients and communities by ensuring the delivery of both quality focussed and cost effective healthcare, at the right place, right time and right setting. Organisational Values Partnership Care and Respect Professionalism Teamwork Innovation Responsibility Working alongside and encouraging others in health and related sectors to ensure a common focus on, and strategies for achieving health gain and independence for our population Treating people with respect and dignity, valuing individual and cultural differences and diversity We will act with integrity and embrace the highest ethical standards Achieving success by working together and valuing each other s skills and contributions Constantly seeking and striving for new ideas and solutions Using and developing our capabilities to achieve outstanding results and taking accountability for our individual and collective actions Position description Counties Manukau District Health Board 2
Place in the Organisation Organisation Chart Occupational Health and Safety Service Director Strategic Development Director of Nursing Human Resources General Manager Occupational Health and Safety Service Co-ordinator Occupational Health and Safety Service Manager Team Administrator. Occupational Nurse and Advisors Occupational Clinic Nurse Occupational Medical Specialists Health & Safety Advisor Employee Wellness Workplace Rehabilitation Advisor Professional Accountability Line Management NATURE AND SCOPE OF RESPONSIBILITIES Key Accountability Administration support for Occupational Health and Safety Clinical functions Standards / Achievements Provide administration support for all clinical activity including, but not limited to, nursing and medical clinics and Medtech 32 registration Provide assistance and cover for initial response to work injury reports in accordance with Occupational Health and Safety procedures and within defined timeframes if and when required Maintain personal health records, notification of results and documentation pertaining to Occupational Health and Safety Service procedures and processes Prepare and maintain all filing systems including scanning, photocopying, collating and coordination of documents Receipt and dissemination of incoming mail and fax communications Position description Counties Manukau District Health Board 3
Key Accountability Standards / Achievements Ensure administration cover is provided during Occupational Health and Safety operational hours Organise meetings including logistics, agenda distribution and taking, typing and distributing minutes of meetings Reporting Produces monthly, quarterly, and ad hoc clinical reports, enabling OHSS to proactively address issues and opportunities within the organisation. Conduct analysis as required. Reception and customer service / Relationship Management Develop and regularly prepare reports that can be used to monitor and manage costs such as Injury Management costs and ACC costs. Investigate and follow up with regional locations to clarify reporting details. (e.g. incidents) Identify and define organisational reporting requirements for data analysis purposes Collate and report on activity as required to identify areas for improvement and information that requires action/consideration Maintain Occupational Health and Safety databases and various reporting spread sheets Acts as a source of information and first-point of contact for employees who interact with the Service Identifies opportunities to improve employees OHSS experience, and enhance the OHSS brand Activities are focussed at cultivating a safety culture within the organisation Provide reception duties including telephone and front facing customer care Triage incoming telephone and email enquiries and logging job requests Arrange clinic appointments and provide follow up contact as required Provide transcription of medical reports as required Communication Coordinates and manages OHSS Position description Counties Manukau District Health Board 4
Key Accountability Standards / Achievements communications to the business. This includes improvements Write and distribute constant communication alerts, reminders, and updates as they relate to OHSS Information Management Input data into relevant systems and maintain this information Update and maintain all service databases and provide adhoc status updates Assist in administration and update of ACC claims, records and systems to ensure accuracy of claimant files Updates and maintains MedTech32 system and software Manage team utilisation, knowledge and use of MedTech32 software and provide training and program advice where necessary Ongoing process improvement of clinical processes, including maintaining online screening and learning modules Other Duties Work collaboratively with the Recruitment Centre to ensure that the pre-employment processes meet requirements. Provides general administrative support including correspondence, photocopying, meetings, minute taking, and attending to invoices and coding Tracking and distribution of ACC claims correspondence Assist with the implementation/monitoring of proactive OHSS prevention programs, such as the annual Flu Program Conduct basic research on health, safety and wellness issues Provide administrative support with respect to short and long term disability claims including creating, mailing and uploading ACC letters to database Provide administrative support when required, with respect to Injury Management processes and injury claims Ensure all health and safety documentation Position description Counties Manukau District Health Board 5
Key Accountability HEALTH & SAFETY Recognises individual responsibility for workplace Health & Safety under the Health and Safety Act 1992 Standards / Achievements and precedents are current and in line with CM Health branding guidelines Investigate and implement new ways of doing things to improve efficiency and effectiveness of the Service Maintain flexibility and undertake other duties as required that are appropriate to the position by negotiation with the Manager, Occupational Health and Safety Contribute to a cohesive, effective and highly motivated team environment by taking responsibility for effective skills transfer, knowledge share, active participation, and being available to cover other team members in times of absence Prepare invoice payments for manager authorisation, arrange payment of invoices through Oracle system and keep orderly accounting records and systems Liaise with treatment providers, practitioners and external providers regarding claims/invoices as per Occupational Health and Safety procedures and processes Order and maintain clinic and office supplies using Oracle or SO12 system Maintain currency of Occupational Health and Safety website Non Management roles: Counties Manukau Health s Health and Safety policies are read and understood and relevant procedures applied to own work activities Workplace hazards are identified and reported including self-management of hazards where appropriate Can identify health and Safety representative for area Position description Counties Manukau District Health Board 6
Key Accountability CULTURAL SAFETY Commitment to the principles of Treaty of Waitangi Honouring Cultural Diversity Standards / Achievements Respect, sensitivity, cultural awareness is evident in interpersonal relationships. Our cultural differences are acknowledged by respecting spiritual beliefs, cultural practices and lifestyle choices. Utilise Information Technology Demonstrates an ability to access and use available clinical information systems. Is conversant with applications required for specific discipline/role. For example, MedTech 32, Objective, Oracle, PIMS, Concerto, Outlook, etc. Maintains own professional development by attending relevant IT educational programmes. Position description Counties Manukau District Health Board 7
COMMUNICATION AND INTERPERSONAL SKILLS The employee is required to interact on a regular basis with a range of CM Health staff members including: Primary functional relationships with Occupational Health and Safety Service Team The Recruitment Centre Other CM Health employees healthalliance Externally there will be contact with: Claim administration personnel MedTech provider District Health Board Health and Safety Administrators and clinical personnel Other external parties as required ACC Situations may often call for tact, diplomacy and will require information to be handled in a discreet and sensitive manner. In conflict situations will be required to exercise sound judgement, negotiation and persuasiveness skills, toward facilitating a workable outcome. PROBLEM COMPLEXITY The employee will be regularly challenged by a wide range of challenging situations involving face to face communication with clients from a range of socio-cultural backgrounds. There will be a requirement to be able to prioritise issues and negotiate time frames, while still providing a quality customer service. The range of problems will be diverse and require solutions customised to meet the circumstances of the client. Therefore opportunities will arise to provide innovative options to the client based on proven outcomes. There will be demands to meet deadlines, maintain accuracy and quality of information. Failure to do so could impact on the organisation in terms of the organisation meeting the tertiary standards of the ACC Partnership Programme, provision of a quality Occupational Health and Safety Service and alignment with organisation reporting requirements. The employee, when required, will refer to Manager, Occupational Health and Safety for advice or second opinion. SCOPE FOR ACTION The employee is empowered to identify and share opportunities for Service quality improvements and actively contribute to implementing agreed improvements. The employee is encouraged to use initiative and problem solving skills to develop innovative approaches to issues. Position description Counties Manukau District Health Board 8
Discretion is required to be exercised in releasing confidential information to the appropriate parties. CM Health policy and Occupational Health and Safety Service Team process and procedures must be adhered to, to maintain professional and clinical safety of Occupational Health and Safety Service Team members. DIMENSION OF THE POSITION The employee will be responsible to the Manager, Occupational Health and Safety Service for the achievement of agreed objectives and operates within the confines of CM Health. PERSON SPECIFICATIONS Minimum Preferred Qualification Certificate or diploma in health administration Experience 5-7 years administrative practical experience Administration experience in a large, complex organisation Proven experience working in positions that require multi-tasking in a team environment Proven experience in positions that require sound work organisation and prioritisation skills Proven experience in position that required carrying out tasks within tight timeframes Experience working with multiple databases to manipulate data for reporting purposes Organisational skills with attention to detail Strong customer service Certificate or diploma in business administration Health and Safety related qualification Experience with managing invoice payment Previous experience / knowledge of health and safety requirements Previous experience working in a health or medical setting Working knowledge of MedTech 32 Knowledge of Occupational Position description Counties Manukau District Health Board 9
skills Proficient use of the Microsoft Office Suite Strong judgment, tact, and diplomacy Excellent verbal and nonverbal communication skills A strong commitment to continuous improvement Proficient in Microsoft office suite to advanced level Established and sound technical information systems and administration experience Health and Safety Act and its associated Regulations Knowledge of ACC systems and programmes Skills/Knowledge/ Behaviour Strong attention to detail and accuracy. Anticipates and adjusts for problems and roadblocks. Ability to think creatively. Displays a can do attitude. Innovative approach, considers and recommends out of the box ideas and initiatives. Accurately scopes out length, difficulty and urgency of tasks and projects, setting clear objectives and goals. This includes breaking down work into process steps, developing schedules and tasks, and managing others expectations around timelines. Ability to effectively communicate, promote and uphold OHSS initiatives and values, including discretion and confidentiality. Sound judgement skills. Strong advocate of Company policies and procedures. Quality-minded approach Position description Counties Manukau District Health Board 10
with an interest in continual service improvements Demonstrates the principles of quality in all interactions Personal Qualities Excellent interpersonal skills. Relates well to all types of people and is a team player. Builds constructive, appropriate and effective relationships quickly, across all levels of the organisation, gaining customers trust and respect. Action oriented and full of energy. Relishes shouldering personal responsibility, and taking the initiative at any opportunity. Can effectively cope with change and shift gears easily. Comfortably handles uncertainty and busy and pressured situations. Gets first hand customer information and uses it for improvements in OHSS functions and services. Courteous and professional demeanour, approachable, and down to earth with a good sense of humour. Helpful and flexible attitude Demonstrates principles of confidentiality and discretion in all client interactions Discreet and sensitive approach to managing personal health information Takes a responsible attitude to own personal health and wellbeing Position description Counties Manukau District Health Board 11