POSITION DESCRIPTION. Web Content Manager

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1 POSITION DESCRIPTION Web Content Manager Date Produced/Reviewed: Position Holder's Name:... Position Holder's Signature:... Date: June 2014 Document ID: Obtain from Objective Version: 1.0 Department: Name of Department Last Updated: dd/mm/yyyy Document Owner: Person s Title Next Review Date: dd/mm/yyyy Approved by: Name of Approval Group/Committee Date First Issued: dd/mm/yyyy Counties Manukau District Health Board

2 PURPOSE OF THE POSITION This position is responsible for coordinating and managing all aspects of web content within the organisation with specific emphasis on the Corporate Intranet (SouthNET) and the CMDHB internet site/s. This role is about bringing people, processes and content together to establish a standardised environment for the DHB s non-clinical information. Vision & Values Organisational Shared Vision Our DHB 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. Counties Manukau District Health Board will be a leader in the delivery of successful secondary and tertiary health care, and supporting primary and community care. 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

3 PLACE IN THE ORGANISATION The Web Content Manager reports to the Team Leader, Communications. The Web Content Manager is responsible for CMH s web based channels as the primary communication channel for the organisation both internally via the intranet and externally via the website. As at May 2014, the structure of the Communications Team is described below. This structure is subject to change as the needs of the organisation and the communications function changes. NATURE AND SCOPE OF RESPONSIBILITIES Key Accountability Discover our stories Work proactively with the business to seek, investigate and research stories that are of interest to our stakeholders and consistent with promoting our organisation values and vision. Channel Selection Establish, develop and maintain channels that are effective at reaching our key stakeholders and target groups. For this role, Channels refers to online internal and external websites Standards / Achievements Proactively seeks out communications opportunities consistent with the organisation s values and vision, builds a sense of belonging to the organization and healthcare system Takes a health literacy approach to ensuring our web based communications are accessible to key stakeholders Discerns and advises on the appropriate web based channel/s that is relevant to the stakeholder/audience Tailors the production of material to fit that channel/s Assists key clients to produce material that is channel relevant and appropriate Position description Counties Manukau District Health Board 3

4 Key Accountability Execute Match the story and key messages with the appropriate channel/s that is likely to be an effective and efficient means of reaching target audiences Measure effectiveness and evaluate Measure and report on the effectiveness of channels and communications approaches to reaching audiences and adding value to the business Standards / Achievements Is innovative in the selection and/or development of new channels appropriate to the key messages/projects Advises on the most cost effective and efficient channels to fit with project/clients budgets and/or available resources Uses strong writing, editing and collateral production skills (or commissions those skills) to produce creative and effective material for the organization/system Assists key clients including CEO, ELT to produce and publish material regularly as required Is able to measure the effectiveness of channels and advise key clients on how they have helped achieve the goals of the business Reports on and advises key clients on the value add of communications channels to the business goals/objectives Gathers quantitative and qualitative feedback frequently Corporate Intranet (SouthNET) Ensure the organisation s brand, corporate values and business needs are met by the design, maintenance and upkeep of the corporate intranet. Use Microsoft FrontPage and/or any other applications are required by the organisation to create and edit websites. Communication Be the contact point staff for advice on best methods of communicating or presenting information to specific audiences on our inter and intranet sites Write and/or edit content for appropriateness of CMDHB internet site, group s and newsletters. Manage and forward all external online public information requests, enquiries and complaints received via the website. Meet with HR, Recruitment and other departments on request if they need website involvement or technical advice with any of their online media or recruitment campaigns Design survey forms for national online survey for Plastics Department. Design and create all CMDHB s external Position description Counties Manukau District Health Board 4

5 Key Accountability Standards / Achievements conference websites, coordinate content with external event managers during the course of the event and afterwards. Coordinate release of media releases on internet site. Projects Establish, implement and execute a project that upgrades and continuously improves our websites. Work with ha procurement and legal advisors as business representatives going through and checking vendor contracts. Document Management Systems Administrator of Netit Central (DMS) software including provision of training. Manage user access permission (AD usergroups). Application support for business users. Troubleshooting for any software issues. Server maintenance and monitoring of build and error logs. Do software upgrades and testing and coordinate change control with IS. Coordinate any webserver outages with business stakeholders. Web Assists in the design, coding, and testing of technical solutions. Understands standard systems development lifecycle processes and applies our methodology effectively on engagements. Applies knowledge of industry trends and developments to improve service. Understands project and development plans and is able to clearly articulate roles, project goals, and timelines Adheres to coding standards defined by technical management. Accurately employs our development tools. Establishes responsible deadlines and personal work plans. Media Helps design quality, multimedia materials which include a range of enhanced source material such as audio, video, animations etc. Converts existing materials (of a variety of formats) into high quality, multimedia which Position description Counties Manukau District Health Board 5

6 Key Accountability HEALTH & SAFETY Recognises individual responsibility for workplace Health & Safety under the Health and Safety Act 1992 CULTURAL SAFETY Commitment to the principles of Treaty of Waitangi Honouring Cultural Diversity Standards / Achievements include a range of enhanced source material such as audio, video, animations etc. Selects and specifies media components of content. Demonstrates a solid understanding of most current multimedia production and web development software and technology Management roles: Ensure a safe working environment and safe working practices Plan, lead, organise and control Health & Safety activities directed at preventing harm in the workplace, in consultation with employees and Health & Safety representatives for area Ensure that all accidents/incidents in the workplace are investigated, and that hazards are recognised and adequate controls put in place Counties Manukau DHB 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 Respect, sensitivity, cultural awareness is evident in interpersonal relationships. Our cultural differences are acknowledged by respecting spiritual beliefs, cultural practices and lifestyle choices. Position description Counties Manukau District Health Board 6

7 Key Accountability Standards / Achievements Utilise Information Technology Demonstrate an ability to access and use available clinical information systems. Is conversant with applications required for specific discipline/role. For example, i.pm, Concerto, Outlook, etc. Maintains own professional development by attending relevant IT educational programmes. Position description Counties Manukau District Health Board 7

8 COMMUNICATION AND INTERPERSONAL SKILLS The Web Content Manager will be required to interact on a regular basis with a range of CM Health staff members including: Taking direction from Team Leader, Communications Clinical leaders, general and service managers or business stakeholders whom create and/or publish content for the organisation s websites Working with other Communications colleagues, external stakeholders (e.g. PHOs, healthcare providers, NGOs) whom create and/or publish content for the organisation s websites Externally there will be contact with: regional colleagues in communications and web content management e.g. ADHB, WDHB, NDHB, NRA external providers of services to support web content and publishing external service provider stakeholders whom provide and/or influence web based content (e.g. general practice, midwives, local government, Ministry of Health, consumer organisations) 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 Will be regularly challenged by a wide range of demand for web publishing. 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 inaccurate and untimely information being published (ie) emergency management. Will refer to Team Leader, Communications for advice or second opinion. SCOPE FOR ACTION Are empowered to make decisions or recommendations relating to the quality of web content. Are encouraged to use initiative and problem solving skills to develop innovative approaches to issues. Position description: Counties Manukau District Health Board 8

9 Discretion is required to be exercised in releasing confidential information to the appropriate parties. DIMENSION OF THE POSITION Will be responsible to the Team Leader, Communications for the achievement of agreed objectives and operates within the confines of CM Health. POSITIONS REPORTING Directly Indirectly None None PERSON SPECIFICATIONS Minimum Qualification Tertiary non-medical qualification and experience Communication Studies or Information Design. Experience Extensive experience in designing and developing simple, quality web-based content. Experience in the use of Microsoft FrontPage and Word. Extensive experience in and knowledge of quality systems administration and best practice and their application to the health industry. Knowledge and understanding of the Counties Manukau s community and its issues. Experience in developing and implementing content management systems. Possess working knowledge of and exhibits proficiency in in HTML and JavaScript coding. Preferred Customer Services, Secretarial or Business administration Communications or customer services role that preferably manage updates or changes to online information or processes. 5+ years of experience using Microsoft FrontPage or other html editing software, MS Word, Excel, Outlook and familiar with accessing and using the Internet. Technical knowledge or experience with webservers and internet technologies. Position description: Counties Manukau District Health Board 9

10 Skills/Knowledge/ Behaviour Experienced in the use of Wordpress or other similar CMS (such as Drupal). An awareness of accessibility standards within multimedia materials. Experience in managing projects, meeting required standards and deadlines. Experience of working in a multimedia development environment, preferably in the public sector. Knowledge of the health industry. Ability to understand, edit and apply basic design principles to all types of material including subjects that may be outside field of expertise. Fluency in current web media production software such as Adobe Dreamweaver, Adobe Photosho9p and Adobe Illustrator and the ability to quickly learn new tools as required. Good understanding of video software tools and the ability to quickly learn new tools as required. Excellent customer services focus Ability to work in a highly organised and logical manner, working as part of a team and on own initiative. Well developed interpersonal skills. Excellent presentation skills. Well developed conceptual thinking with a strategic focus. Proven track record in leading change. Full NZ drivers licence. Excellent communication skills with emphasis on writing skills. Excellent relationship building and management skills Position description: Counties Manukau District Health Board 10

11 Personal Qualities Excellent organisational skills Time management skills Proven self management skills Ability to adapt to new systems and processes Interested in attention to detail Calm and unflappable Proactive Can do it attitude Flexible Excellent oral, verbal and written communication skills including a high level of accuracy and attention to detail. Diplomacy, tact, sensitivity. Sense of humour High standard of personal presentation and professionalism. Excellent organisational and time management skills. Feel confident to train users and do presentations to large groups or committees. Position description: Counties Manukau District Health Board 11

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