Document Control Officer Facilities and Development

Transcription

1 Date: February 2015 Job Title : Document Control Officer Department : Hours : 80 hours per fortnight ( 1 FTE ) Location : ADHB sites and any other site as required from time-to-time Reporting To : Compliance Coordinator Direct Reports : None Functional Relationships with : Internal All Auckland & Waitemata DHB teams managers and team Auckland DHB Executive External Specialist property consultants Legal advisors Health providers Local authorities and government agencies Project Managers External contractors Purpose : This position administers all documentation pertaining to plan records and Auto Cad systems. This includes consents, contracts, and compliance certificates, specifications, as-builds documentation, operations manuals, warranties and guarantees. Ensuring all drawings are altered and kept up-to-date as projects are completed and, successful handover has been achieved to the satisfaction of the District Compliance Coordinator. Key responsibility areas: Maintaining Plan and records Rooms Maintain all records and filing in the records room and the archive storage facilities Auckland City Hospital and Greenlane sites. File new construction as-built plans, test records, including manuals, warranties and guarantees both electronic and hardcopy. Place on hangers all new tracings and file in plan cabinets, label sheets as required Scan all legal documents including contracts and building consents and insert into the electronic filing system and update the register Liaise with maintenance staff, contractors and consultants regarding the supply of plan prints Auckland & Waitemata District Health Boards - JOB DESCRIPTION Page 1

2 Systems Administration Systems are maintained and / or utilised that ensure the efficiency of Facilities & Development and technical information Maintain and coordinate the upkeep and maintenance of the A1 printer Keep plan and record rooms tidy at all times, all tracings and prints filed away, dry and secure at all times Ensure that all data is loaded / recorded accurately in the Documents Register in the nominated electronic folder Create and/or change drawings in conjunction with the F&D team to demonstrate the accurate records of any minor alterations Complete minor concept drawings and plans for the purpose of obtaining quotations and alteration costs. Carry out all filing duties accurately on a weekly basis Produce relevant reports / spreadsheets as required by the F&D team in a timely manner Complete master drawings updates from capital projects using the Auckland DHB supplied CAD system and update the Document Register Maintain and update the Auckland DHB room numbering database as per the existing policy and procedure Calculate departmental areas (square metres) and update the spreadsheet and plans each quarter. Annual adjustment to be provided to DSG in May of each year. Maintain a up-to-date desk file including all relative information required to maintain the system in the time of sickness or annual leave Customer Service Demonstrate a good working knowledge of office procedures and a high level of customer service and administrative skills Maintains a current knowledge of relevant issues, trends and practices in relation to AutoCAD systems and procedures Behaviour demonstrates cultural appropriateness Builds and maintains productive working relationships Participates as a member of designated group(s) Values individual effort, innovation and creativity All customer enquiries are completed within agreed timeframes Ensure the professional and political integrity of Auckland DHB by carrying out the functions in compliance with the Treaty of Waitangi Continuous Improvement Contributes to the development of the service s Auckland & Waitemata District Health Boards - JOB DESCRIPTION Page 2

3 continuous improvement by involvement in: - identifying/improvement opportunities - planning - doing - measuring - documenting - feedback and - follow-up Additional Duties Any other additional duties that relate to the position are completed as instructed by the District Compliance Co-ordinator or the General Manager To recognise Individual Responsibility for Workplace Health and Safety under the Health and Safety in Employment Act 1992 Key Outputs and Performance Indicators Assumes responsibility for personal and professional/work education and development Company health and safety policies are read and understood and 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 Maintains and/or extends knowledge and skill base required for effective performance Identifies any learning needs Negotiates with management to attend appropriate education and training Participates in own performance review annually Key Performance Indicators Customer satisfaction Individual responsibilities actions and contributions enhance the success of the service team and Community Services To support and maintain a strong, professional relationship with customers (internal/external) Key Performance Indicators % score from Facilities Development customer satisfaction survey Service Improvement To participate in continuous improvement initiatives for the service Key Performance Indicators Identifying practical office procedures implemented for efficient office administration practices Auckland & Waitemata District Health Boards - JOB DESCRIPTION Page 3

4 PERSON SPECIFICATION Qualification Experience Skills/knowledge/behaviour Attributes Minimum Relevant training or experience in the engineering, building or architectural industries Secondary education NCEA Level 2 or equivalent Computer skills with the ability to use MS Word and Excel Basic knowledge of AutoCAD draughting program Some experience in the area of plan records and filing systems Current unendorsed New Zealand driver s licence Experience in general office duties A demonstrated understanding of and commitment to, quality and customer service Ability to contribute positively to the development of a cooperative work team Interpersonal and communication skills, with ability to relate well with a wide range of people Maturity demonstrated by sound judgment and a common sense approach Willingness to work in a team Ability to work independently Communication skills Self-motivated Courteous, calm, confident manner Ability to accept instruction Preferred Qualification in engineering or architecture disciplines or an existing positions as a CAD draftsmen Microsoft suite applications Extensive knowledge of AutoCAD draughting systems Knowledge of current legislation relating to buildings, plant, equipment, health and safety (HSE/OSH) Excellent time management and organisational skills Auckland & Waitemata District Health Boards - JOB DESCRIPTION Page 4

5 BEHAVIOURAL COMPETENCIES Adheres to Auckland District Health Boards Visions and Values Employees appointed across both District Health Boards are expected to familiarise themselves with and commit to the vision and values of each organisation Adheres to Auckland District Health Boards Organisational Values Shows Respect for and Acknowledges Waitemata District Health Boards Organisational Values Auckland & Waitemata District Health Boards - JOB DESCRIPTION Page 5