Job Description
Title:Office Administrator
Reports to:Purapura Whetu Management ______
Location Christchurch
Group Employee
Reports toManagement
Dated 10 May 2017
Delegated AuthorityNot applicable
Staff ResponsibilityNot applicable
About Us
Purapura Whetu (PW) empowers people to reach their full potential through personal growth, positive mental health and wellbeing. As a kaupapa Māori provider, we combine clinical, cultural and community support into services that embrace the Māori view of wellbeing. By connecting you to the culture, traditions and values of our tupuna (ancestors), we help you achieve mental, physical and spiritual health.
Purpose of the Position
The Office Administrator will support the work through the delivery of those services mentioned below and that align with PW funded programmes and services for whanau with complex health needs.
Duties and Responsibilities
- Managing office supplies, equipment and maintaining a clean and enjoyable working environment
- Coordinating and minute taking for meetings
- Meet and greet with visitors, answering phone calls and responding to enquiries
- Typing, data entry and contract reporting
- Assist with financial and HR tasks
Hours of work and Training
- 40 hours per week. The hours of work are from 8.30-4.30pm, Monday-Friday.
- PW will provide training and supervision as required.
Functional Relationships
- Management
- Staff
- Tangata Whaiora and their whanau
- Community networks and agencies
Person Specification
- Excellent written and oral communication and computer literacy skills
- Highly organised and committed to quality improvement processes
- Has initiative and can work independently
- Confident and able to relate well to people with a good sense of humour
- Promotes a healthy lifestyle
Key Result Areas and Measurement Criteria
Key Tasks / Key Measurement Criteria / Performance Measure- Office Systems
1.2To maintain and respect confidentiality and privacy of all individual, whanau and PW Trust information and to respect the privacy of each person including their whanau.
1.3To always address stressful situations with integrity, patience, tolerance and an open mind toward resolution. / 1.1Office tasks and duties are carried out competently and on time.
1.2Minutes for staff meetings are completed and stored in the directory within 3 days.
1.3All client files are completed within 3 days of receiving the referral from triage.
1.4The reception area is attended and phone and admin systems are working. In the absence of the Office Administrator, staff know what to do.
1.5Client, whanau and peer feedback
- General Office Duties
2.2To actively gather information relevant to quality delivery of outcomes for Whanau.
2.3To work efficiently and cooperatively with whanau and other organisations. / 2.1 Regular feedback is given to PW staff on outcomes and progress.
2.2 Resources are delivered to Whaiora and their Whanau when required.
2.3 Maintain links with Maori and other community networks.
- Cultural Safety
3.2 Able to demonstrate knowledge and application of other cultures.
3.3 Philosophy, practices and procedures of Purapura Whetu are practised always
- Occupational Health and Safety
4.2 Understand procedures and personal responsibilities and involvement in;
- fire drills
- Civil defence emergencies
4.3 Adhere to accident and Incident reporting system
4.4 Use all equipment correctly and with proper care and attention. / 4.1 Knowledge of and implementation of health and safety policy
4.2 Actively participates in fire drills and First Aid
4.3 Accidents and incidents are recorded.
4.4 Equipment used properly
- Quality Programme
- Professional Development
6.2 Performance appraisals
I (please print) ______declare that I have read and understood and agree with the job description for the position of the Office Administrator at Purapura Whetu.
Signed: ______Office AdministratorDate: ______
Signed: ______Purapura Whetu ManagementDate: ______
Issue date: 19 May 2017Approved: K Tickell, Kaiwhakahaere