Senior Administrator Position Description

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1 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 Health Waitemata District Health Board -JOB DESCRIPTION Senior Administrator (Child Health) Page 1

2 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 Senior Administrator (Child Health) Page 2

3 KEY TASKS Administrative support to the Child Health management team Oversight of Child Health administration staff EXPECTED OUTCOMES 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 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 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 Service improvement Review administrative systems and processes as and when required Ensure service improvement initiatives undertaken are well scoped, researched, planned, implemented and evaluated to show continuous quality improvement Gather information to assist with trend analysis and planning Complete other tasks that may be required when requested Waitemata District Health Board -JOB DESCRIPTION Senior Administrator (Child Health) Page 3

4 KEY TASKS Data systems, file management, contract management, and performance reporting EXPECTED OUTCOMES 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 Recognize individual responsibility for workplace Health & Safety under the Health & Safety Act 1992 & Amendments 2002 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 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 Waitemata District Health Board -JOB DESCRIPTION Senior Administrator (Child Health) Page 4

5 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 Ability to work and remain calm under pressure Excellent interpersonal skills Waitemata District Health Board -JOB DESCRIPTION Senior Administrator (Child Health) Page 5

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