Reporting To : Personal Assistant - Department of General Surgery. External Regional and National DHBs Consultants Clerical Staff

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1 Date: : July 2014 Job Title : MDM Coordinator and Office Administrator 1 FTE Department : General Surgery Location : North Shore Hospital Reporting To : Personal Assistant - Department of General Surgery Direct Reports : N/A Functional Relationships with : Internal General Surgeons Surgical Registrars House Surgeons Nurse Specialists Clerical staff Lead Cancer Coordinator External Regional and National DHBs Consultants Clerical Staff Purpose : To provide secretary/administrative support to the general surgery consultants and nurse specialists/research for General Surgery. To provide assistance and back up to the P/A Department. of General Surgery. Administrative coordination of the MDM functions within the General Surgery department. KEY TASKS EXPECTED OUTCOMES Office Administrator General Office Duties Sort incoming mail Take messages and coordinate responses for the consultants and PA. Photocopier maintenance Video conference expertise Type correspondence, ACC/HDC reports, references etc. Ensure all cancer packs are ready for the Nurse specialists for Colorectal, Melanoma and Breast. Waitemata District Health Board -JOB DESCRIPTION - MDM Coordinator and Office Administrator, General Surgery Page 1

2 Stationery Oracle ordering Filing Assist with upkeep of kitchen, seminar room as required Attend service specialty meetings as required Accurate minutes are taken and distributed to the appropriate team members Ensure action points from meetings are followed through. Co-ordination of 4 th year medical students programme. Set up six-weekly programme for IV year students Arrange tutorials with surgeons Meet students, arrange ID s, familiarise the students with the hospital Ensure reports are completed Liaise with University of Auckland training programme Discharge summaries Monitor discharge summaries to be completed, notify house officers when necessary. Mail out discharge letters, return patient notes to clinical records. To provide assistance and backup to Department PA To have an overview of the Department to ensure core tasks are continued in the PA s absence. MDM Coordination Responsible for the co-ordination of the WDHB Multi-Disciplinary team meetings for breast, colorectal, upper GI and melanoma in collaboration with the specialty Clinical Directors and Clinical Leads Provide full administrative support to MDT members of the four MDT s enabling the smooth running of the MDT meeting The MDM agenda is organized in a logical way for tumour area considering sufficient time is given for complex cases, and that pathologists can leave the meeting if cases requiring their input have been discussed Communicate with lead clinicians of each individual MDT team to generate a patient list for MDT review. Circulate patient list to the MDT members for each meeting in a timely manner. Collate and action returned information from the MDT members. Notify core members and invite non-regular participants such as other DHB consultants as required. Manages late additions to the MDT patient list to ensure maximum available information for the meeting Ensure appropriate venue and equipment are available for each meeting on and off site and facilitate linking of other DHB sites into MDT s eg by video link Prepares, collates and ensures relevant documentation/communication patients notes are available for each meeting. Waitemata District Health Board -JOB DESCRIPTION - MDM Coordinator and Office Administrator, General Surgery Page 2

3 Liaises with relevant departments to ensure radiology images and reports pathology results/slides are available for each meeting. Attend MDM and ensure there is accurate record keeping of required outcomes. Liaise and confirm outcomes with Nurse Specialists and Clinical MDM coordinator IT and Support Skills Use of Microsoft Office Contributes to quality improvement Setting up and use of video-conferencing equipment to support internal MDM s as required. Assist the four MDT s in meeting the standards laid out in the Quality Standards Manual Ensure completed orientation of new MDT members to the four teams. Learn, understand and implement service improvement tools. Contribute to the development and maintenance of quality systems. Ensure identified risks are highlighted and addressed in a prompt manner. Collaborate and communicate effectively with MDT members. Promotes WDHB as a centre of excellence for multidisciplinary care. Any other duties as and when required for the smooth operation of the surgical services department. Has a positive attitude to change and uses initiative towards delegated duties. Statutory & Treaty of Waitangi obligations Ensures the professional and political integrity of WDHB by carrying out all functions in compliance of the Treaty of Waitangi and by demonstrating a serious commitment to keeping the treaty alive. Shows sensitivity to cultural complexity in the workforce and patient population To recognise Individual Company health and safety policies are read and understood and Waitemata District Health Board -JOB DESCRIPTION - MDM Coordinator and Office Administrator, General Surgery Page 3

4 Responsibility for Workplace Health and Safety under the Health and Safety in Employment Act 1992 relevant procedures applied to their own work activities Workplace hazards are identified and reported, including self management of hazards where appropriate Can identify health and safety representative for area Waitemata District Health Board -JOB DESCRIPTION - MDM Coordinator and Office Administrator, General Surgery Page 4

5 Behavioural Competencies Adheres to Waitemata District Health Boards 4 Organisational Values of: Every single person matters, whether a patient / client, family member or a staff member We see our work in health as a vocation and more than a job, We are aware of the suffering of these entrusted to our care. We are driven by a desire to relieve that suffering. This philosophy drives our caring approach and means we will strive to do everything we can to relieve suffering and promote wellness. We need to be connected with our community. We need to be connected within our organisation across disciplines and teams. This is to ensure care is seamless and integrated to achieve the best possible health outcomes for our patients/clients and their families. We seek continuous improvement in everything we do. We will become the national leader in health care delivery. Behavioural Competencies Behaviour Demonstrated Communicates and Works Cooperatively Actively looks for ways to collaborate with and assist others to improve the experience of the healthcare workforce, patients & their families and the community & Iwi. Is Committed to Learning Proactively follows up development needs and learning opportunities for oneself and direct reports. Is Transparent Communicates openly and engages widely across the organisation. Enacts agreed decisions with integrity. Is Customer Focused Responds to peoples needs appropriately and with effective results Identifies opportunities for innovation and improvement Works in Partnership to Works in a way that: Reduce Inequality in Outcomes Demonstrates awareness of partnership obligations under the Treaty of Waitangi. Shows sensitivity to cultural complexity in the workforce and patient population. Ensures service provision that does not vary because of peoples personal characteristics. Improves health Work practices show a concern for the promotion of health and well-being for self and others. Prevents Harm Follows policies and guidelines designed to prevent harm. Acts to ensure the safety of themselves and others. Note: This job description forms part of an individual s contract of employment with WDHB and must be attached to that contract. Waitemata District Health Board -JOB DESCRIPTION - MDM Coordinator and Office Administrator, General Surgery Page 5

6 PERSON SPECIFICATION POSITION TITLE: MDM Coordinator & Office Administrator. Minimum Preferred Qualification Minimum 4 years secondary school or equivalent work experience Minimum 4 years secondary school or equivalent work experience Experience 2-3 years experience in office setting Experience in a health setting 5+ years experience in office administration in a health environment Proven track record in a previous PA/Secretary/Support role in a health environment Skills/Knowledge/ Behaviour Good office administration skills Ability to work autonomously in a busy environment Ability to take accurate minutes and follow up on action points. Oracle ordering Good knowledge of MS office suite, MS outlook. Experience with database programmes Good communicator with good customer service skills Excellent office administration and organizing skills Ability to work autonomously within a busy health environment Able to multitask due to the many components within the role Dictaphone translation skills. Oracle ordering Competent in hospital IT systems such as concerto, PIMS Effective communicator Excellent customer service skills Advanced knowledge of MS office suite and outlook Ability to create power point presentations. Experience with database programmes such as excel or access Waitemata District Health Board -JOB DESCRIPTION - MDM Coordinator and Office Administrator, General Surgery Page 6