Date: February 2015
Job Title : Senior Administrator
Department : Child Health Services
Location : Waitakere Hospital
Reporting To : Operations Manager, Child Health
Direct Reports : Health Care Assistant (Gateway Assessment Programme)
Functional Relationships with : Internal
Child Health Management Team Child Health Administration staff
Child Health Charge Nurse Managers & Team Leaders Consumer Advisor
Quality Team Finance Manager
Child Health clinical teams Paediatricians
Human Resources team
Gateway Assessment Co-ordinator Decision Support
External
Child and family related disability and disability community sector agencies
Purpose of the role : 1. To assist and support the Child Health Management team to
ensure the smooth operation of the service across the district 2. To ensure efficient and effective administration services in Child
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.
KEY TASKS EXPECTED OUTCOMES Administrative support to the
Child Health management team
Provide effective diary management for the Operations Manager, Unit Manager (Community), Head of Division Nursing, and Allied Health Leader, or other senior staff as required
Mail, faxes and email are dealt with promptly and appropriately Administrative systems operate effectively and efficiently (e.g.,
Workforce Central, requisitions for purchases and invoices)
Contribute to the operational efficiency by sourcing information and providing support in day to day matters
Maintain the Child Health training database
Co-ordinate meetings and ensure all agenda items and minutes are distributed in a timely manner
Maintain an overview of service resources, including pool cars Develop a thorough understanding of the medical roster and provide
support when required Oversight of Child Health
administration staff
Provide support to Child Health administration staff to maintain standardized processes in a consistent manner and supervise changes to work practice when required
Identify and escalate issues that may affect the efficient running of the administration team
Ensure all service administration processes are documented and administration staff adhere to these
Support RC Managers with recruitment, orientation and performance reviews for administration staff and provide supervision for
individuals when requested
Support RC Managers with performance management processes when required
Manage, in conjunction with Child Health leadership, the allocation of administration staff across all areas to ensure maximum
productivity and service coverage
Ensure all Child Health administration staff are aware of training and up skilling opportunities that support overall service performance Provide training as required
Co-ordinate administration relief cover for the service Effective communication Communicate appropriately with staff when required
Ensure decisions regarding administration processes are carried out consistently and communicated effectively
KEY TASKS EXPECTED OUTCOMES Data systems, file management,
contract management, and performance reporting
Have an excellent understanding of the DHB internal and external databases and requirements for each
Provide training and support to administration staff to ensure that accurate and timely information is entered into required databases (e.g. NIR, SBVS and Before School Check database)
Keep electronic and paper records up to date
Maintain a contract management database, including hard copies of all contracts and relevant correspondence
Work with Decision Support to ensure data is accessible for reporting requirements
Request contact monitoring information from managers for performance monitoring returns and collate the information in the appropriate format
Send performance monitoring returns to the Ministry of Health and/or funder as and when required
Maintain efficient and confidential information storage and retrieval systems, both computerised and manual
Financial management support Raise purchase orders, create and approves invoices for payment as per delegated authority
Use Oracle for procurement and financial purposes where necessary Assist with Child Health financial budgeting and forecasting processes
as necessary
Understand capital expenditure process and collate submissions as required
Maintain a system to track the capital expenditure process Oversee pool car maintenance
Statutory and Treaty of Waitangi obligations
Ensure the professional and political integrity of Waitemata DHB by carrying out all functions in compliance of the Treaty of Waitangi and by demonstrating a serious commitment to keeping the treaty alive Show sensitivity to cultural complexity in the workforce and patient
population Recognize individual
responsibility for workplace Health & Safety under the Health & Safety Act 1992 & Amendments 2002
Follow and comply with H&S policies & processes & applying them to your own work activities
Identify, report & self-manage hazards where appropriate Ensure early and accurate reporting of incidents at work
PERSON SPECIFICATION
POSITION TITLE: Senior Administrator
Minimum Requirement
Qualification Secondary education to a senior level and/or tertiary degree or
diploma
Full driver’s license
Experience Minimum of 7 years office administration experience – particularly
with databases and spreadsheets
Minimum of 5-years’ experience in health services or similar industry Previous experience supervising staff and participating in recruitment
processes
Skills, Knowledge and Behaviour
Evidence of ongoing commitment to personal development and skills based training
Knowledge of the health sector
Advanced skills with a wide range of computer applications – in particular: Outlook, Word, Excel and PowerPoint
Ability to work across services in a developing team environment Ability to work autonomously and be self-directed
Ability to manage complex relationships and difficult staff situations Ability to manage service processes and supervise administration staff Clear and open communication style
Good organisational and time management skills Problem solving skills
Ability to assess customer needs and adapt service style to match Professional attitude
Practical, with good common sense
Excellent written and oral communication skills Ability to prioritise