1. PURPOSE OF POSITION This position is responsible for providing Reception / Administration support for the Community Support Service. 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 Team Leader 4. WORKING RELATIONSHIPS External Ministry of Health Community Provider Agencies ACC CSS clients, family/whanau/caregivers General public Internal staff OPHRS staff TDHB Allied Health team members Medical Records Page 1 of 5
5. ACCOUNTABILITIES Key area of responsibility 1. DATA ENTRY Timely accurate data entry to support the Community Support Service team{insert general description of this responsibility 2. RECEPTION SUPPORT Effectively representing the to both the public and other health areas. 3. OFFICE SYSTEM MANAGEMENT Effectively maintain and improve office systems to support the Community Support Service 4. DEVELOP AND MAINTAIN RELATIONSHIPS Effectively develop and maintain relationships with stakeholders 5. QUALITY, HEALTH AND SAFETY Effectively contribute to the overall quality, health and safety requirements for Expected outcomes Data entry will be in accordance with service guidelines and support the timely provision of screening, needs assessment and service coordination. Referral information and relevant assessment outcomes are promptly and accurately entered into SCID database. Data extracts will meet the data reporting standards set by the Ministry of Health with an average of 99% accuracy. Data queries from Planning and Funding and within the service will be responded to promptly. Telephone calls and enquiries are answered efficiently and professionally then forwarded to the appropriate team member as required. Documented telephone referrals are promptly transferred to the duty screener. Face to face contacts with clients, families or others are professional and further team input is organised appropriately. Service information and resources are provided in response to queries as required. Mail is opened and dealt with promptly and appropriately in line with service guidelines. Office supplies and stationery are maintained and ordered in a timely manner. All files are kept up to date and are accessible. Other tasks as determined by the Team Leader or delegated position from time to time. Strong relationships will be evident with health professionals and service providers working with older people across the primary, secondary and community care sectors. Effective communication with clients, their family/ whanau/ caregivers, colleagues and relevant service providers will promote understanding of the purpose and function of the. Quality improvements are identified and implemented as appropriate. Occupational safety and health risks for the Community Support Service team members are identified and monitored in accordance with TDHB Quality, Health and Safety policies, protocols and procedures. Last Updated: February 2014 Page 2 of 5
6. CULTURAL COMPETENCE Effectively reflect Maori philosophies and values of health in the Community Support Service workplace Attendance at cultural competence training is undertaken as required. Able to demonstrate knowledge of and practice in a manner that is consistent with the Treaty of Waitangi in the provision of health care services and support to Maori clients and their whanau. 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 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: February 2014 Page 3 of 5
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 Community Support Service 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: February 2014 Page 4 of 5
8. EDUCATION National certificate in Office systems or similar is preferred. 9. SKILLS The ability to independently prioritise and plan work. Excellent verbal and written communication skills. Ability to gather and record detailed information and create clear and concise documentation. Sensitivity to cultural issues with an understanding of their implications for service delivery. Ability to liaise and co-operate with team members, other agencies, clients and the general public. Ability to deal sensitively and professionally with clients with disability support needs and respond appropriately to clients who may be experiencing stress. 10. EXPERIENCE Previous experience with SCID database (or willingness or learn). Previous experience in an office administration role. Working knowledge of Microsoft Word, Microsoft Excel and Access in a network environment to an intermediate level. Last Updated: February 2014 Page 5 of 5