JOB TITLE: Administration Assistant, Planning and Funding

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1 JOB TITLE: Administration Assistant, Planning and Funding 1. PURPOSE OF POSITION The primary purpose of this position is to provide comprehensive and timely administration support to the Planning and Funding Team. 2. ORGANISATIONAL VALUES The Taranaki District Health Board (TDHB) is committed to the strategic actions and behaviours of Work Together : Treating people with trust, respect and compassion Communicating openly, honestly and acting with integrity Enabling professional and organisational standards to be met Support achievement and acknowledging successes Creating healthy and safe environments Welcoming new ideas 3. DIMENSIONS Reports to Number of people reporting to you Financial limits authority Operating Budget PA to General Manager, Planning, Funding & Population Health 4. WORKING RELATIONSHIPS External Other DHBs Ministry of Health Community Providers NGOs Internal Public Health Unit Hospital & Specialist Services Mental Health Human Resources Page 1 of 5

2 5. ACCOUNTABILITIES Key area of responsibility 1. Administrative Duties To provide administrative and secretarial services for the Planning and Funding Team 2. Support with the Coordination and Production of Accountability Reports and Plans Expected outcomes Perform word processing/typing duties often involving confidential material. This includes the preparation of reports/documents/correspondence to internal/external parties and PowerPoint presentations for various audiences. Meetings to coordinate internal/external meetings including preparing Agendas and transcribing Minutes. Diary Management - includes scheduling of appointments, making travel arrangements and organising meetings. Filing - to the electronic Contract Management System, Silent One and hardcopy filing/archiving where necessary. Managing incoming and outgoing calls and directing where appropriate when required. To assist with the coordination and collation of key Taranaki DHB documents including the District Annual Plan and Statement of Intent. 3. Non Financial Quarterly Reporting Responsible for the co-ordination and collation of Non- Financial Quarterly Reporting. Providing a report for the General Manager, Planning, Funding & Population Health on Quarterly Reporting results. 4. Other Duties To maintain departmental Resource Library. To develop and maintain effective liaison and communication between internal services/personnel as well as external agencies as appropriate. Coordination of workshops and specific events where required - including relevant documentation produced; venue hire (if external), room bookings (if internal); catering; equipment; documentation required. Undertake agreed projects within scope of instruction and delegated authority. Provide back-up telephone assistance to Corporate Team when required. Organisational Accountabilities Expected Outcome for all employees Treaty of Waitangi The Taranaki District Health Board embraces the three principles of the Treaty of Waitangi. In practical terms this means: Partnership; working together with iwi, hapu, whanau and Maori communities to develop strategies for improving the health status of Maori Participation; involving Maori at all levels of the sector in planning, development and delivery of health and disability Last Updated: November 2014 Page 2 of 5

3 Organisational Accountabilities Expected Outcome for all employees services that are put in place to improve the health status of Maori Protection; ensuring Maori wellbeing is protected and improved as well as safeguarding Maori cultural concepts values and practices Health and Safety Maintains a safe and healthy environment Complies with health & safety policies and procedures Carries out work in a way that does not adversely affect their health and safety or that of other workers Complies with procedures and correctly use personal protective equipment and safety devices provided Contributes to hazard identification and management process Reports accurately near misses/incidents/accidents in a timely manner Participates in health and safety matters Personal Development Fully contributes to the individuals team performance and is committed to identify and pursue opportunities for developing new knowledge and skills. Participates in the performance appraisal process where personal performance and development is reviewed. Willing to accept new responsibilities, acquire and demonstrate relevant new knowledge. 6. VARIATION TO DUTIES Duties and responsibilities described above should not be construed as a complete and exhaustive list as it is not the intention to limit in any way the scope or functions of the position. Duties and responsibilities can be amended from time to time either by additional, deletion or straight amendment to meet any changing conditions, however this will only be done in consultation with the employee. Last Updated: November 2014 Page 3 of 5

4 7. CAPABILITY REQUIREMENTS Capabilities are the behaviours demonstrated by a person performing the job. Capabilities identify what makes a person most effective in a role. Those listed below are expected for the Planning and Funding team roles in the organisation. The required capabilities can change as the organisation develops and the roles change. Capability Effective Communication Shares well thought out, concise and timely information with others using appropriate mediums. Ensures information gets to the appropriate people within the organisation to facilitate effective decision making Decision Making/Problem Solving Demonstrates effective and timely decision making/problem solving techniques. Aware of the impact of decisions on key stakeholders and consults as appropriate utilizing available resources. Is proactive and effective when problem solving is required. Innovation/Initiative Continually strives for new and improved work processes that will result in greater effectiveness and efficiencies. Questions traditional ways of doing things when choosing a course of action or finds new combinations of old elements to form an innovatve solution. Resilience/Flexibility Articulates differing perspectives on a problem and will see the merit of alternative points of view. Will change or modify own opinons and will switch to other strategies when necessary. Adjusts behaviour to the demands of the work environment in order to remain productive through periods of transition, ambiguity, uncertainty and stress. Cultural Safety Demonstrates a commitment to cultural safety by meeting and exceeding the cultural needs of clients/customers/colleagues. Manages cultural ambiguity and conflicting priorities well. Understands concepts of whanaungatanga and manaakitanga and Maori cultural orientation to whanau, hapu and iwi. Teamwork Works to build team spirit, facilitates resolution of conflict within the team, promotes/protects team reputation, shows commitment to contributing to the teams success Last Updated: November 2014 Page 4 of 5

5 8. EDUCATION Relevant administrative educational qualification or proven/demonstrated work experience. 9. SKILLS Evidence of competence in Microsoft Office programmes including Word, Excel, PowerPoint. Computer literate. Proven effective communication written and oral. Exceptional time management and organisational skills. Clarity to prioritise and to self manage. Great listening skills. 10. EXPERIENCE Five years experience in a relevant administrative role or similar industry/sector. Last Updated: November 2014 Page 5 of 5

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