POSITION DESCRIPTION. Personal Assistant Service Manager/ Clinical Head Integrated Care Adult Mental Health Services

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1 POSITION DESCRIPTION Personal Assistant Service Manager/ Clinical Head Integrated Care Adult Mental Health Services Date Produced/Reviewed: August 2014 Position Holder's Name:... Position Holder's Signature:... Manager / Supervisor's Name:... Manager / Supervisor's Signature:... Date:... Approval Date: August 2014 Review Date: August 2016 A P.P.R.O.V.E.D Position Title: Personal Assistant Service Manager /Clinical Head

2 PURPOSE OF THE POSITION This position is responsible for providing personal assistant support to the Service Manager and Clinical Head, Integrated Care Adult Mental Health Services. 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. 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

3 PLACE IN THE ORGANISATION This role reports directly to the Service Manager, Integrated Care Adult Mental Health Services, with a dotted reporting line to the Service s Clinical Head. Service Manager Clinical Head Personal Assistant

4 NATURE AND SCOPE OF RESPONSIBILITIES Key Accountability Provides Personal Assistance for Service Manager and Clinical Head Standards / Achievements Schedules and maintains calendars in Microsoft Outlook and HCC promptly and accurately Coordinates meetings and events Prepares documentation for meetings, training and presentations Maintains effective filing systems Completes confidential typing when required Takes, types and distributes minutes of meetings Supports the Service Manager, delegated team managers/ leaders and Clinical Head in the recruitment of new staff including booking venues and scheduling interviews Responds to incoming phone calls and s, identifying matters requiring urgent attention and signalling these to the Service Manager and dealing appropriately with matters that do not require input from the Service Manager. Prepares draft documents as requested by the Service Manager/ Clinical Head. Ensures accessibility of Service Manager/ Clinical Head s documents through appropriate filing systems Ensures that the Service Manager/ Clinical Head have documents and relevant material available in advance of meetings Ensures that HR requirements for new workers / contractors are met. Schedules meetings between Service Manager and direct reports Completes electronic and hard copy requisition forms, codes and ensures payment of expenses Oversees distribution and security of taxi vouchers and MTA vouchers, maintaining documentation that records use of these vouchers. Supports the completion of expense claim forms for the Service Manager/ Clinical Head Ensures One Staff time sheets are completed accurately and run reports and validations for the Service Manager

5 Key Accountability Standards / Achievements Works with IT to address IT issues that adversely impact on the ability of the Service Manager and the service to perform as required Arranges venues, catering, conference registration and workrelated travel and accommodation for Service Manager. Provides document formatting (in accordance with Board Policy), photocopying, and preparation of mail outs. Ensures office supplies are maintained for Service Manager. Tracks team planned leave two months in advance, and ensures relevant documentation is completed. Supports managers with the recruitment, orientation and development of administrative/clerical personnel within the service Undertakes such other administration tasks as agreed with the Service Manager to meet service need including provision of support to Taumata Kaumatua as required. Provides cover for other PAs within the service due to annual leave or sickness. Supports the Service Manager with tasks related to SMO claims, reimbursements, rosters and leave management. Effectively manages the Mental Health petty cash system as required and within the DHB guidelines.

6 Key Accountability Contribute to projects and service-wide initiatives Standards / Achievements Support the Service Manager and Clinical Head to carry out projects and service development initiatives which may include the following duties; Assisting with obtaining information Scheduling meetings with and provide information to project sponsors and contributors Distribute information on projects and service development initiatives to staff Participate in projects and service development initiatives as agreed Co-ordinates activity against agreed project plans to ensure the delivery of identified goals and objectives. Arranges and schedules complex and large meetings for project team members, confirming critical attendee availability with those people or their administrative staff Ensures project information is up to date and located in correct files, including intranet project sites.d service development initiatives as required Contribute to quality and continuous improvement Contribute to data collation and reporting Support the Service Manager and Clinical Head to continually improve the quality of the service Create, alter and update relevant documentation Distribute quality documents Participate in internal and external audit preparation Identify gaps in documentation, information flow and service operation and suggest improvements Auditing complaints and incidents Maintains effective working relationships with members of other functional teams within the Mental Health Services Support the Service Manager and Clinical Head in collating and generating reports for the General Manager, Ministry of Health and Team Managers Collate data for monthly reports in advance of deadlines Obtain information and collate data for one-off reports as required Co-ordinate and Support Overview and co-ordination of various administrative tasks/

7 Key Accountability Administrative Functions HEALTH & SAFETY Recognises individual responsibility for workplace Health & Safety under the Health and Safety Act 1992 Standards / Achievements functions which are required throughout the Integrated Care Adult MH Services thereby ensuring a high standard of quality service is provided to internal and external stakeholders within a timely manner Coordination of Administrative Staff meetings, training and leave In conjunction with the Team Managers, assist in the recruitment of new administrative staff, and their orientation to the service Participate in the Annual Performance Reviews for all Administrative staff Non Management roles: Counties Manukau DHB (CM Health) Health and Safety policies are read and understood and relevant procedures applied to own work activities Workplace hazards are identified and reported including selfmanagement of hazards where appropriate Can identify health and Safety representative for area CULTURAL SAFETY Commitment to the principles of Treaty of Waitangi Honouring Cultural Diversity 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 Demonstrate an ability to access and use available clinical information systems. COMMUNICATION AND INTERPERSONAL SKILLS Is conversant with applications required for specific discipline/role. For example, i.pm, HCC, Concerto, Outlook, Visio, Excel etc. Maintains own professional development by attending relevant IT educational programmes. The Personal Assistant will be required to communicate with varied groups of staff at every level of the organisation and across services. They will also be required to liaise with colleagues and other staff from external organisations/agencies related to client care planning and/or discharge

8 Externally there will be regular contact with team managers and clinicians from community mental health services, NGO mental health workers and inpatients family/whaanau members. 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 Personal Assistant will be regularly challenged by a wide range of conflicting priorities and deadlines. There will be a requirement to be able to prioritise issues and negotiate time frames, while still maintaining accuracy and quality of information. 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 ability of the Service Manager/ Clinical Head and their teams to operate effectively. The Personal Assistant will refer to the Service Manager or Clinical Head, for advice or second opinion. SCOPE FOR ACTION The Personal Assistant is empowered to make decisions or recommendations relating to the operation of the Service Manager and Clinical Head offices. They are encouraged to use initiative and problem solving skills to develop innovative approaches to issues. Discretion is required to be exercised in releasing confidential information to the appropriate parties. DIMENSION OF THE POSITION Will be responsible to the Service Manager for the achievement of agreed objectives and operates within the confines of Counties Manukau Health.

9 POSITIONS REPORTING Directly Indirectly Nil Nil PERSON SPECIFICATIONS Qualification / Experience Minimum Prior experience (minimum 2-3 years) providing PA or support to senior staff Preferred Previous experience in the health sector A working knowledge of administrative processes, developing and implementing systems Skills/Knowledge/ Behaviour Thorough understanding of and competence in using technology systems used in CM Health (eg i.pm, HCC, Concerto). Full NZ Driver s licence Advanced literacy skills Well-developed interpersonal and verbal communication skills Advanced Microsoft Office Suite Research skills Prior exposure to quality documentation and report writing Demonstrated ability to handle sensitive information Demonstrated ability to learn and adapt to new tasks and priorities Proven organisational and time management skills Personal Qualities Demonstrated ability to recognise problems and generate novel solutions Solution oriented

10 Friendly, supportive attitude Commitment to a service role Flexible and adaptable Attention to detail Initiative Diplomatic Reliable, honest and hard working

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