ADMINISTRATIVE OFFICER CLINICAL ADMINISTRATION - PAGE 1

Developed

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November 2000

Reviewed

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November 2010

For Review

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November 2011

POSITION DESCRIPTION

Position Title:Administrative Officer

Department:LakesDistrictHospital (LDH)

Position Size:As per appointment letter

Responsible To:Operations Manager, LDH

Functional Relationships:

Internal:
  • Operations Manager, LDH
  • Nursing staff
  • Medical staff
  • Allied Health staff
  • Administration staff
  • Secretarial / Clerical colleagues within and throughout SDHB
/ External:
  • Consumers of Medical Services
  • Paramedical Services
  • Various Outside Agencies

Primary Objective:

To provide an efficient and effective reception/ office service necessary for the functioning of LDH. To assist in the provision of high quality patient centred services to patients and visitors. To deliver quality typing, administrative and secretarial services in a timely and efficient manner, ensuring Southern District Health Board’s policies, procedures and standards of practice are met.

KEY ACCOUNTABILITIES /
  • PERFORMANCE MEASURES

To provide administrative services for Lakes District Hospital and Southern District Health Board /
  • Undertake clerical duties associated with the Main office, including medical records, filing, mail, photocopying, typing and administrative support for all departments at LDH.
  • Answer phone and staff main reception desk in hospital entrance as part of the administration team.
  • Respond promptly and clearly to enquiries from members of the public, clients and staff providing accurate information, direction and other such reception services as requested.
  • Provide training and support to all hospital staff on the use of computer facilities and hospital data management systems.
  • Communicate accurate information within stated timeframes to appropriate areas.
  • Utilise Management Information Technology to develop, maintain accurate information resources, and co-operate with the Manager of Information Technology Services as required.

Maintain good communication and interpersonal relationships within Southern District Health Board. /
  • Demonstrate a pleasant accepting and helpful attitude in his/her interactions with clients and staff.
  • Prioritise work to ensure efficient service delivery within LDH and delegating tasking within the team as appropriate.
  • Undertake work overflow from other services as requested by the Operations Manager as the workload allows.
  • Be directed by and communicate with the Operation Manager to ensure effective service delivery.
  • Recognise that people are entitled to consideration and respectful care without prejudice against gender, ethnic background, lifestyle, education and religion.
  • Demonstrate individual responsibility and maintain accountability for own work practice.

Perform other such duties as may be reasonably required by the Operations Manager, LDH /
  • Perform such other duties as may reasonably required by the Operations Manager.

Quality Assurance /
  • Work and actively participate in the SouthernDHB Quality Assurance programme, providing a vehicle and focus for continuing quality enhancement and excellence in practice; and undertake quality assurance audits as required by the Operations Manager.

Actively uphold Southern District Health Board’s philosophy, policies and procedures /
  • Ensure all policies, procedures and standards of practice of Southern District Health Board, relevant Acts, Regulations and Employment Contracts and statutory obligations are adhered to within the principles of Equal Employment Opportunity and the Treaty of Waitangi

Occupational Health & Safety /
  • Observe and practice safe work methods using safety equipment where it is provided, and report unsafe working conditions or equipment to the Manager.
  • Be subject to the overall direction of Southern District Health Board.

Personal Qualities, Qualifications And Experience:

Essential / Preferred/Desirable

Education

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  • Minimum of three years secondary school education.
  • Training in secretarial tasks.

Experience and Knowledge /
  • Typing qualification with a typing speed of at least 60 wpm or better.
  • Competent user of MS Word software.
  • Must have previous secretarial experience.
  • Ability to learn patient management, ordering and payroll computer systems including but not limited to iPM, EDIS, Oracle, NHI registry, and OneStaff
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  • Pitman’s or equivalent typing qualification.
  • Medical Terminology
  • Touch typing skills
  • Basic Computer/ IT trouble shooting knowledge

Specific Skills and Personal Qualities
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  • Ability to effectively communicate verbally and in writing with a variety of people.
  • Ability to carry out administrative tasks and follow written instructions to a high standard.
  • Be able to organise and prioritise work to meet deadlines.
  • Ability to use initiative in response to changed situations.
  • Be able to cope under pressure.
  • Have a positive attitude to authority.
  • Good interpersonal skills and demonstrated ability to work as part of a team.
  • Well presented.
  • Mature, professional approach to work.

Remuneration Specification:

SDHB/NZNO ADMINISTRATIVE EMPLOYEES COLLECTIVE EMPLOYMENT AGREEMENT

Agreed by:

______(Job Holder’s Signature)

______(Administration Manager)

______Date

G:\HRP\Position Descriptions\Medical Directorate\Lakes District Hosp\Admin Officer Lakes 11 10.doc