Te Hauora o Turanganui a Kiwa Ltd

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Turanga Health

Job Description

Administrator

Te Hauora o Turanganui a Kiwa Ltd

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Turanga Health

Vision

“Kia Whai Oranga-a-Whanau Mo Nga Whakatipuranga”

“Building family wellness for future generations”

Turanga Health will adopt a holistic approach to total Whanau wellbeing. In delivering services to Whanau Turanga Health will encapsulate this within the following themes:

  • Achieving “Mauri Ora” by working with and building healthy whanau;
  • Maintaining key characteristics of core values through practice, i.e. whakapapa, tikanga, mana, mauri, tapu and wairua;
  • Meeting our people where ever it might be necessary to meet them, i.e. Home based, Marae based service delivery, "on the rugby field"; and
  • Providing a service that is accessible, appropriate and affordable

Mission Statement

"To promote, protect and improve the wellbeing of Turanganui-A-Kiwa Whanau for future generations”

Turanga Health will ensure that whanau become the primary focus and not social indicators of failing Maori health.

By focusing on Whanau and their wellbeing Turanga Health removes the silo delivery approach to health services.

Our mission provides and allows for collaboration or integration of other services outside the core business of health, e.g. housing, social services, employment, education and training.

We will continue to find ways to "do what the others don't" for Whanau.

Organizational Values

Turanga Health will continue to be guided by three core values:

Manaakitanga / Whanaungatanga / Kotahitanga
Tiaki
Tautoko
Awhi
Respect / Whakapapa
Whanau
Hapu
Iwi / Rights & Obligations
Roles & Responsibilities
Honesty & Integrity
Collectivity

Turanga Health will encourage best practice through recognising key characteristics of ‘Turanganui-A-Kiwatanga’. This will involve identifying with our tipuna and the pathway that they first established for us through the practise of these values.

Job Description

Position Title / Administrator
Specialist Area / Administration
Location / Turanga Health – Town / Country
Reports To / Corporate Services Manager
Hours of Employment / 40 Hours per Week
8.00 am to 5.00 pm
Hourly Rate / Negotiable

Position Overview

The Administrator is a key link in the communication process of Turanga Healthservice delivery and corporate support. The ideal person would have exceptional personal qualities in the areas of meeting and greeting people, excellent phone manner, and ability to record and forward messages, ability to deal with difficult people appropriately and be professionally presented. This person will also have the ability to work with all employees to ensure that the outcomes required by management are achieved.

The Administrator will work closely with the administration team and as required will work with other team members to provide high quality outcomes that are consistent with the visions, values and strategies of Turanga Health, (Te Hauora o Turanganui a Kiwa).

The position requires a person with a high level of proven experience in the area of office systems and a high level of competency in administration practices and computer systems. This person will also require a high level of self discipline and time management skills to ensure priority of outputs with a proven ability in multi-task management and ability to meet strict deadlines. This person will need to show initiative and have an ability to work independently.

Working Relationships

Internal and External Stakeholders have been identified as:

Internal

  • Chief Executive Officer
  • Manager – Service Delivery - Turanga Health
  • Corporate Support Team
  • Health Workers within Turanga Health
  • Staff of Vanessa Lowndes Turanga Trust
  • Directors of Te Hauora o Turanganui a Kiwa
  • Iwi Trusts
  • Te Runanga o Turanganui a Kiwa

External

  • Funders
  • Clients
  • Community Groups and Agencies
  • The General Public
  • Other Health Providers
  • Other Health Professionals
  • Other Interest Groups

Other Requirements

All employees of Te Hauora o Turanganui a Kiwa are expected to contribute to the development and vision of Te Hauora o Turanganui a Kiwa.

This involves:

  • Using resources responsibly
  • Conducting oneself in an ethical and professional manner at all times
  • Commitment and positive participation to Te Hauora o Turanganui a Kiwa development of initiatives
  • Respecting the views of others; regardless of race, age or gender
  • Strong empathy and understanding of tikanga Maori
  • Strong commitment to the principles to Te Tiriti O Waitangi
  • Sensitivity to Maori Health Needs and concerns

Employer / Employee Relationship

Good Employer / Employee relationships are a shared responsibility and operate best with mutual goodwill.

This involves both parties:

  • Abiding by the companies Code of Conduct, Policies and Procedures, the Privacy Act 1993 and the Official Information Act 1993.
  • Conducting themselves in a professional manner at all times.
  • Committed to promoting and maintaining safe and healthy work practices.
  • Being proactive and committed to identifying any areas of concern and then assisting in the problem solving process.

Client and Stakeholder Commitment

All employees are responsible for striving to continuously improve service delivery and thus achieving quality outcomes.

This means:

  • Taking the initiative to meet the needs of clients and other stakeholders.
  • Abiding by the official requirements of the Privacy Act 1993.
  • Maintaining positive relationships with clients, colleagues and stakeholders at all times
  • Conducting oneself in a professional manner at all times.
  • Following through on actions and queries with stakeholders, so as to ensure the credibility of Te Hauora o Turanganui a Kiwa is maintained at all times.

Professional Development

As the business of Te Hauora o Turanganui a Kiwa develops and grows, the responsibilities and functions of positions may change.

All staff should be receptive to these changes, and be able to contribute to this process effectively by:

  • Undertaking professional development as set by management.
  • Being willing and open to new ideas, concepts and business practices
  • Committing to the implementation process of new ideas, concepts and business practices
  • Monitoring and recording progress of systems or situations as required by management.
  • Undertaking such other duties as the company reasonably may require to add to your professional development programme

Key Results Areas

The Service Administratorrole is required to:

Provide administrative support to ensure that the services of Turanga Health run efficiently. This includes but is not limited to:

  • Provide a welcoming experience to those who walk through the door whether it is our internal customers or our external customers
  • Maintain a strong customer service focus, with ability to problem solve and make decisions when required.
  • Ensure a professional phone manner at all times and that messages are recorded and passed with accuracy been the key
  • Assist management / coordinators with diary management and day to day activities
  • Prepare / setup for pod hui / service hui and record meetings as requested
  • Provide support for event administration / publication
  • Coordinate the collection of request for purchase order / desk bank / cheque request for presentation to the coordinators ensuring timeframes are met.
  • Contribute to the maintaining of thewebsite and facebook page and other social networks identified as way of communication for Turanga Health
  • Ensure board rooms are always left to a high standard
  • Be proactive in encouraging cleanliness and tidiness in the staff kitchens and workplace. Promoting recycling and infection control at all times
  • Photo copier is fully functional at all times
  • Stationary levels are maintain
  • Ensure that health message displays are available for the front reception area and Waikohu and that these are in line with service delivery events.
  • Ensure systems are in place for documentation and documentation is filed in a timely manner to ensure easy access to those who require it
  • Intermediate Level of computer literacy, letter and report writing
  • Have a coordinated approach to ensure that staff are loading data in a timely manner to not compromise accurate reporting and statistical information for management decisions
  • Ensure employees are on track to deliver reporting requirements on identified dates – ie end of month reporting etc
  • Perform other duties as required that is of an ethical and lawful nature.
  • The ability to be flexible to work at any Turanga Health site to support administratively.

Core Competencies

  • Knowledge: The ability to make realistic/relevant connections between your own roles, the work of Te Hauora o Turanganui a Kiwa, and develop broader knowledge of the company’s stakeholders.
  • Relationship Management: The ability to support the work of Te Hauora o Turanganui a Kiwa through developing and maintaining high quality working relationships.
  • Self Management: The ability to maintain personal health and work/life balance systems.
  • Professionalism: The ability to demonstrate commitment to the company strategic directions and their core mission, values and objectives.
  • Communication: The ability to communicate in a way that shows sensitivity and empathy towards others, while striving to achieve desirable outcomes.
  • Problem solving and achievement: The ability to organize and give solutions to problems/issues, ideas and information and delivering high quality work on time.

Maori Awareness

Te Hauora o Turanganui a Kiwa prides themselves on honoring their commitment to the Te Tiriti O Waitangi. It is essential that all staff members of Te Hauora o Turanganui a Kiwa have an understanding of issues affecting Maori, this will also include an awareness of traditional and contemporary Maori and Iwi structures, key Maori concepts, an awareness or understanding of the Te Tiriti O Waitangi.

Technical Knowledge

  • Have an immediate level of competency in computer literacy
  • Microsoft Office Products 2013
  • Ability to operate company email systems and calendar schedules
  • Ability to operate phone systems and direct/transfer calls on appropriately.

Key Selection Criteria

To be considered for this position it will be necessary for the person to demonstrate:

  • Excellent organisational skills along with the ability to establish priorities and meeting deadlines whilst preserving the highest levels of accuracy and confidentiality.
  • Success in a role where planning and coordination is a key component of the work
  • Good interpersonal, oral and written communication skills and the ability to relate to a wide range of people.
  • Ability to work unsupervised and as part of a team.
  • A genuine commitment to providing a quality service to all customers
  • Knowledge of word processing, excel spreadsheets, Microsoft power point, movie making and photo shop programsare essential, e-mail and calendar scheduling and phone systems

Qualifications

It is desired that the role is carried out by someone who has a formal qualification in business administration or is currently studying toward a formal business administration qualification at tertiary level but not necessary.

Reporting

No formal regular reporting is required although from time to time reporting will be requested– this request will be from a member of management.

Approved by:

Chief Executive Officer

Reweti Ropiha

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Managers SignatureEmployee Signature