TAIRAWHITI DISTRICT HEALTH POSITION DESCRIPTION

Transcription

1 TAIRAWHITI DISTRICT HEALTH POSITION DESCRIPTION TITLE: HOURS OF WORK: DEPARTMENT: GROUP: REPORTS TO: Contracts Administrator 0.6 FTE 24 hours per week Te Puna Waiora DATE: June 2014 MISSION STATEMENT: Planning and Funding Group Manager, Planning and Funding Mahia nga mahi I roto I te kotahitanga kia piki ake te oranga o Te Tairawhiti Working together to elevate the wellbeing of Tairawhiti VALUE STATEMENTS: TDH has identified the following values that will be maintained in its roles of owner, funder and provider, operating as part of the state sector: Wellbeing/Hauora pai rawa Wellbeing extends beyond health care. The concept of wellbeing is a central value statement and the goal of all activities should be to promote and improve the wellbeing of the community. Wellbeing includes the concept of increasing participation of disabled people within society. Partnership Between Tairawhiti Maori and the Board of TDH. Integration To ensure that health and disability services in Tairawhiti are well co-ordinated and interact effectively, together and across sectorial boundaries, ensuring that gaps are eliminated and resources are well utilised. Choice Personal: Collective: To empower and enable people of Tairawhiti to determine their overall wellbeing. To encourage active community participation in determining the range of health and disability services available. Responsiveness - He tangata Using the New Zealand Health, Disability, Maori, Primary Care Strategies and other sub-strategies as living documents, TDH will endeavour, through active community participation, to be responsive to identified local needs in those aspects of its operations. To be meaningful, community consultation should be participative, open and honest. There should be a common process of involving and informing people. Financial Responsibility To meet and exceed projected outputs within available financial resources.

2 GROUP STRUCTURE: Virginia Brind 1.0 FTE Group Manager Planning, Funding & Population Health Trish Bradley 0.2 Sharron Stevenson 0.4 FTE Personal Assistant Geoffrey Cramp 1.0 FTE Public Health Physician/Medical Officer of Health Lizzie Hardiman 1.0 FTE Administrator Bruce Duncan 0.6 FTE Public Health Physician/Medical Officer of Health Steve Hooper Emergency Management Heather Robertson 0.8 FTE Nurse Leader Community Health Penny Forrester 1.0 FTE Manager NASC Iain Diamond 0.2 FTE Team Leader Evidence & Information Kate Sykes 1.0 FTE Operations Manager Population Health Team Tracey Wanoa 1.0 FTE Administrator Iain Diamond 0.8 FTE Business Support Analyst Robson Lumukana 1.0 FTE Portfolio Manager Primary & Community Health Alan Hall 0.8 FTE Principal Health Protection Officer Nicki Mathieson 0.8 FTE Nutrition & Physical Activity Advisor Beth Long 0.7 FTE Jan Radomske 1.0 FTE interrai Lead Practitioner/Long Term Care Facility Trainer Treve Swan 1.0 FTE Kate Torrie FTE Mike West 1.0 FTE Population Health Analyst Vijendran Reddy 1.0 FTE Business Analyst Vacant 0.6 FTE Contracts Administrator Ellen Mildon 1.0 FTE Portfolio Manager for Mental Health and Older People Aporina Chapman 1.0 FTE Portfolio Manager for Child Youth and Population Health Janet Willson 0.8 FTE Portfolio / Project Manager Health of Older People Vacant 1.0 FTE Health Protection Officer Brendon Gerrard 0.8 FTE Health Protection Officer Wanita Tuwairua-Brown 1.0 FTE Healthy Workplaces Facilitator Pita Paul 0.8 FTE Drinking Water Facilitator Raipoia Brightwell 1.0 FTE Health Promoting Schools Coordinator Tui Takarangi 0.8 FTE Social Environments Advisor Advisor Cyrena Bennett 1.0 FTE Technical Officer Health Protection & Notifiable Diseases Administrator Gail Dalton 0.6 FTE Vacant 1.0 FTE Tobacco Control Advisor Leslie Puketapu 1.0 FTE Team Administrator & MOH Resource Co-ordinator Cilla Allen 0.4 FTE Terri Te Kani 0.8 FTE Sexual & Reproductive Health Advisor

3 POSITION FOCUS: This position exists to develop and maintain effective and efficient contract management processes, and support funding and service development activities for a portfolio of services and contracts. DUTIES AND RESPONSIBILITIES: Key Result Areas Contract Management Manage the contract management processes in accordance with TPW agreement development policy Maintain professional relationship with all commissioning agencies and contracted providers Ensure that provider and contract information are current on contracts management system and other associated databases Provide monthly reports on status of all agreements to Planning and Funding team. Maintain validation process of agreement details and ensure quality standards of documentation are maintained Create and maintain various contracting templates, such as letter of offer and agreement request form Ensure requirements, including timelines, are met in the processing of regional and national agreements, such as Pharmacy, PHO and ARRC agreements Work closely with, and provide guidance to Portfolio Managers, to support a standard approach across agreement development and processing Contribute to systems improvements Performance Monitoring Record contract performance monitoring returns and provide team with information on status of provider reporting Liaise with sector services and providers on information quality and overdue reports to establish an efficient agreement monitoring process Together with relevant portfolio manager provide oversight of contract reporting and provider compliance with monitoring requirements. Maintain provider risk register Maintain paper and electronic copies of documentation Co-ordinate monthly reporting on provider monitoring issues Provide Audit/Monitoring Assistance Assist Portfolio Managers in ensuring that the 3 yearly schedule for provider audit is maintained and that follow-up actions are actioned Support Portfolio Managers to ensure that Auditors are provided with current agreement and other contractual documentation. Provide advice and assistance to providers and ensure they are aware of their audit requirements Support Portfolio Managers by developing and implementing systems/processes to assist them manage their portfolio audit and monitoring responsibilities Maintain log of all audits and ensure paper and electronic files are up to date Log all monitoring returns and ensure paper files are up to date Complaints and incident management Manage complaints and incidents processes and ensure they are managed in accordance with TDH policy Maintain TPW complaints register, ensure changes in status are communicated to appropriate personnel while maintaining confidentiality of complaints Maintain TPW incident register and provide regular reports to TPW management Archive Maintain archive list of agreements maintain electronic list for easy access and tracking of all agreements, maintain expired agreements filing cabinet for portfolio managers and ensure new staff are orientated to the system General Support Assist in providing administrative support to wider TPW group as required Contribute to group business planning Contribute to team processes and decision making Provide support advice and peer review of other team activities Other duties as required

4 DUTIES AND RESPONSIBILITIES: Key Result Areas Continuous Quality Improvement Participates in team discussions or formal processes to reflect on own practice relating to quality and risk issues Participates in quality improvement activities which contribute to improved client care and professional practice Quality Knows and adheres to general, departmental and operational policies and procedures Keeps accurate, concise, up-to-date documentation and records Knows and supports the goals of the organisation and the vision Economically, safely and appropriately uses equipment and supplies Contributes to the development of policies and procedures Participates & leads Quality Improvement systems and practices Knows, maintains and contributes to quality standards and improvement processes Maintains a professional approach to work (includes dress and personal presentation) Encourages and supports the culture of continuous quality improvement Evaluates and reviews work processes and procedures Staff are aware of their responsibilities for Risk Management and accreditation. Customer Service Respects and maintains client confidentiality, rights and dignities at all times Selects and uses the appropriate communication medium for information transfer Responds in a timely and positive manner when dealing with all customers (internal and external), both in person and on the phone Models a commitment to customer services and patient advocacy Thinks quickly and responds appropriately "on feet" in unexpected or confrontational situations Understanding and commitment to adherence with the Code of patient rights and responsibilities Demonstrates responsibility for creating a customer service environment Cultural Safety Demonstrates an awareness of own belief system and an understanding of the organisations commitment to cultural awareness Demonstrates an understanding and commitment to the Treaty of Waitangi based on the principles of the Treaty Maintains a culturally safe environment in terms of Maori, non-maori and applies the application of Tikanga Learning Realistically identifies and takes responsibility for personal training needs and seeks opportunities to build on ongoing professional learning Interpersonal Interpersonal communication is appropriate and acceptable at all times Adapts to change in the workplace Establishes rapport, gains trust and confidence with clients, colleagues and external organisations Recognises and proactively manages stress in self and others Maintains duties and responsibilities during pressure situations Takes responsibility for efficiently managing conflict Demonstrates initiative and is self directed

5 Key Result Areas Health and Safety Utilises resources e.g. equipment, vehicles appropriately Has a good knowledge of basic first aid and/or is aware of the location of the first aid kit Correctly uses specialised equipment Identifies and reports sources of potential harm and/or risk and contributes to maintaining a safe environment Maintains knowledge, aware of and works within policies, procedures and delegated authority limits Demonstrates awareness and knowledge of emergency procedures and equipment Complete incident forms in a timely manner and if requested review incidents within given timeframes Participates in health and safety training as required Communication Demonstrates a knowledge of department and service roles and resources available Obtains information accurately from others and acts upon it Communicates information into everyday language that is clearly understood Advocates clearly, prepares and presents an opinion well Documentation and verbal interactions are professional, accurate and concise Communicates effectively with members of staff, the public and other external organisations Contributes to effective organisational communication Teamwork Supports, acknowledges and encourages team contribution Contributes and supports the direction of the department, service and organisation Actively contributes to the development of team members skills and experience Leading & Coaching Contributes/participates assertively during change management processes Able to perform self assessments and give/receive constructive feedback on performance Contributes to departmental planning Recognises and supports structured learning programmes that are offered throughout the organisation Participates and understands the structure of management within the workplace and shows respect for all Shows initiative and direction within the team while leading by example

6 TAIRAWHITI DISTRICT HEALTH PERSON SPECIFICATION Skills, Knowledge, Abilities and Attributes Excellent skills with Windows based applications with accurate keyboard skills Excellent verbal and written communication skills Proven organisational skills and attention to detail Proven ability to prioritise Ability to work under pressure and meet deadlines Ability to work unsupervised and as a team member Ability to use initiative and be able to adapt to changing circumstances Previous contracting and co-ordination experience covering the key result areas above Ability to summarise information and write reports Demonstrated ability to interact effectively with a wide range of people, public and professionals Knowledge of Health Sector Reasonable level of understanding of the Privacy Act, and the Health Information Privacy Code Manager Date / / Employee Date / /