JOB DESCRIPTION
Receptionist / Administration Sexual Health
Child, Youth, Maternal, Public and Oral Health
Position Title: / Receptionist / Administration Sexual HealthOrganisation Unit: / Child, Youth, Maternal and Oral Health Services
Location: / Whangarei, Northland District Health Board
Responsible to: / Clinical Nurse Manager, Child, Youth, Maternal, Public and Oral Health, Northland District Health Board
Primary Functions of the Position: / · To provide receptionist and administration assistance for Sexual Health Services
· To ensure continual service improvement is a focus of this position
· To maintain confidentiality of patient/Northland District Health Board information at all times, including ensuring the security of written data on identifiable individuals.
· Maintain a harmonious and stable environment in the Service, with good public relations and bicultural awareness, and act with due professionalism on all matters pertaining to the Service.
Functional Relationships
The Receptionist / Administration Sexual Health will develop and maintain excellent relationships with:
Internal / External· Medical Officers
· Registered Nurses
· Clinical Nurse Manager
· Manager, Well Child, Youth & Clinical Services
· Receptionist / Clerk Sexual Health / · Clients and Whanau
· Referral agencies
· General Practices
· Family Planning Association
· Health Providers throughout Northland
Key Responsibilities and Expected Outcomes
Northland District Health Board has established a set of values by which the organisation will respond, in part, to achieving its goals and objectives through their workforce. The following Values and supporting statements are expected behaviours of each individual employed with NDHB:
Values / Supporting StatementPeople First
Tangata I te tuatahi / People are central to all we do
Respect
Whakaute (tuku mana) / We treat others as we would like to be treated
Caring
Manaaki / We nurture those around us, and treat all with dignity and compassion
Communication
Whakawhitiwhiti korero / We communicate safely, openly and with respect to promote clear understanding
Excellence
Taumata teitei (hirangi) / Our attitude of excellence inspires success, competence, confidence and innovation
The position of Receptionist / Administration Sexual Health encompasses the following major functions or key result areas:
· Customer focus
· Communication and teamwork
· Quality Improvement
· Professional Development
· Treaty of Waitangi
· Health and Safety
The outcome requirements of the above key responsibility areas are outlined below:
Key Responsibility Area / Expected Outcomes /Customer Focus and Communication / · Make appointments for clinics and counselling sessions
· Receive clients, determine nature of business and advise professional staff accordingly. This involves constant reprioritising to ensure staff have a smooth flow of patients and that the limited clinic hours are used to the best possible efficiency
· Receive referrals from other primary health services and action accordingly to set procedures
· Handle general enquires from clients, referral agencies, other health providers or members of the public as necessary
· Type routine correspondence, patient notes, letters of referral etc as directed
· Prepare standard forms, letters, charts, publicity material / resources as necessary
· Undertake specific Audit tasks as requested
· Assist with tracing individuals to ensure their NHI is correct
· Maintain all statistical data, patient notes, laboratory reports etc in an orderly and readily accessible form
· Prepare order for medical supplies, stationary and other consumables as necessary
· Carry out photocopying, receipt and dispatch mail as necessary
· Maintain patient information at all times, including ensuring the security of written data on identifiable individuals
· Maintain a harmonious and stable environment during clinic times
Quality Improvement / · Actively participate in Quality Improvement initiatives.
· Administrative support and assistance provided in the development of Quality Improvement Initiatives.
· Efficiencies identified and incorporated into administration processes.
Professional Responsibility / · Identify professional development requirements relevant to position and service.
· Attend educational programmes and courses as opportunities arise, to update/increase knowledge/skills.
· Annual Performance Appraisal and key objectives completed.
· Health and wellbeing maintained, and relevant support obtained, if necessary.
Treaty of Waitangi / · Contribute to the promotion of the principles of Treaty of Waitangi and the involvement if Maori within the decision making process for their health and independence, within District Health Board management processes and procedures
· Include the principles of the Treaty of Waitangi within all aspects of the role and its outcomes
· Ensure that consultation and engagement processes include appropriate mechanisms to meet the need of Maori in a culturally appropriate and safe manner
· Attend the Northland District Health Board Treaty of Waitangi Training
Health & Safety / · Ensure compliance with designated responsibilities detailed in Northland District Health Board’s Health and Safety Policy
· Promote an environment of physical, occupational, cultural, ethical and legal safety
· Observe safe work practices, rules and instructions relating to work, and be pro-active in hazard management
· Willingly co-operate in the achievement of all health and safety goals and initiatives by:
- Practicing and observing safe work methods;
- The use of safety equipment;
- Reporting unsafe conditions or equipment; and
- Reporting and documenting all accidents or incidents
Variation of 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 by the Clinical Nurse Manager, Child, Youth, Maternal, Public and Oral Health to meet any changing conditions, however this will only be done in consultation with the employee.
Person Specification
Essential / Desirable
· Proven/accurate computer skills – MS Word, Excel.
· Current Driver’s licence / · Experience working in the health sector.
Experience
Essential / Desirable
· High Accuracy in data and record keeping
· Previous receptionist / clerk experience
· Proven organisational and time management skills
· High level of interpersonal, verbal and written communication skills
· Customer focussed and a pleasant telephone manner
Awareness and Understanding of
Essential / Desirable
· The Treaty of Waitangi and its application to the health setting / · Privacy Act (1993) and Health Information Privacy Code (1994)
· Health and Disability Commissioner (Code of Health and Disability Services Consumers’ Rights) Regulations (1996)
Skills & Personal Attributes
Skills
· Ability to use initiative
· Ability to work to deadlines, and be self-motivated
· Ability to work in an unsupervised arena at times
· Ability to communicate effectively with a wide range of people
Personal Attributes
· Team Player
· Ability to be flexible, versatile and open to change
Performance Development Review
An initial review of performance will be conducted after three months, with an annual review thereafter.
An individual Development Plan will be developed to reflect the contribution this position is expected to make towards achieving the team’s objectives and measures. Key result areas will be developed and agreed at this time.
Authorised by:Signature:
Date:
Acceptance
Acceptance of the position implies acceptance of this position description.
Position Title: / Receptionist / Administration Sexual HealthSignature of employee:
Date: