POSITION DESCRIPTION

This position description is a guide and will vary from time to time,

and between services and/or units to meet changing service needs

May 2012

The Canterbury District Health Board is committed to the principles of the Treaty of Waitangi and the overarching objectives of the New Zealand health and disability strategies.

Position Title: / Secretary (1.0 FTE) Gateway Assessment
Reports to: / Team leader Child and Family Safety Service
Key Relationships: / Internal:
  • Gateway Assessment Coordinator and team
  • Paediatricians
  • Public Health Nurses
  • CDHB Professional Lead
  • CDHB Child and Family Safety Team Staff
  • CDHB Child and Adolescent Mental Health Services
  • MVCOT/DHB Liaison Practice Manager
  • Planning and Funding
  • Child Health Senior Management and administration staff
  • Dental Service
  • New Born Hearing Screening Service
  • Clinical Records
  • West Coast DHB management and administration staff
  • National Immunisation Register
/ External:
National, Canterbury and West Coast Ministry of Vulnerable Children(MVC) staff and Oranga Tamariki (OT) Social Workers
Children,caregivers and whanau
General Practice Teams
Before School Check Provider
School Nurses
Well Child Providers
Dental Service Providers
Ministry of Education managers and staff
Ministry of Health
Maori Health Providers
ACC
Relevant NGO’s
Children’s Team management and lead professionals
Organisational Vision: / The Canterbury District Health Board’s vision is to promote, enhance and facilitate the health and wellbeing of the people of the Canterbury District
Organisational Values & Philosophy: / The Canterbury DHB is committed to being an excellent and caring funder / provider of health and hospital services. Integral to the achieving our vision, goals and objectives of the DHB are the values of the organization:
Care & respect for others
Integrity in all we do
Responsibility for outcomes
Role Purpose: / The ‘Gateway Secretary’ is responsible for and shall have the principal objective of contributing to the improvement of health outcomes for children and young people referred for a Gateway Assessment by Ministry of Vulnerable Children (MVCOT)Child, Youth & Family (CYF) by
Providingsecretarial and administration support to the Gateway Assessment Coordinator and Program.
Complexity: /
  • Manage the day to day booking of appointments and running of clinics in Canterbury and the West Coast
  • Ensure that all relevant documentation for clinics is available at the prescribed time
  • Undertake any medical typing as required by the clinical team
  • Compose and manage correspondence
  • Write minutes for casework/ administration meetings as required
  • Keep Gateway Assessment databases up to date and provide statistics as required
  • Support outcome report writing and audits
  • Support triaging of client cases as required
  • Strive to complete work within the specified timeframes for the Gateway service
  • Understand the legal requirements that underpin consent for health assessments and sharing of information
  • Safety of staff and clients at the appointment and within the hospital is a priority and all efforts to screen and maintain safety needs to be undertaken
  • Understand the confidentiality policy for Children’s Team

POSITION DESCRIPTION

This position description is a guide and will vary from time to time,

and between services and/or units to meet changing service needs

KEY ACCOUNTABILITIES:

The ‘role title’ is responsible for: / The ‘role title’ will be successful when
  1. Health and Safety
Maintaining a high quality, safe and secure work environment by following relevant Canterbury DHB and divisional policies, protocols and standards. /
  • Safe work habits are practised, so protecting the health and safety of yourself and others
  • Unsafe work situations are made safe and/or, a supervisor or manager is informed
  • Hazards in the work area are identified and procedures are in place to control these hazards.
  • Personal Protective Equipment is used correctly and when required.
  • Hazards, incidents, accidents, and near misses are reported promptly and accurately.
  • Advice is sought from your manager if you are unsure of work practices.
  • Mandatory training is completed as required.
  • Emergency procedures and evacuation plans are known.
  • You are able to assist with maintaining equipment as required, and faulty equipment is reported promptly

  1. Quality
Ensure a quality service is provided in your area of expertise by taking an active role in quality activities, identifying areas of improvement. /
  • Problems are addressed and progress is monitored towards achieving outcomes
  • You will have a sound understanding of the Gateway Assessment Program its aims and goals.
  • You will identify risks and notify these to the Gateway Co-ordinators and/or the team leader Child and Family Safety service
  • You will comply with CDHB policies, procedures, protocols and guidelines
  • You will participate in Gateway programme audits as required.
  • You will participate in the Gateway Programme’s risk minimisation activities
  • You will identify programme improvement opportunities and notify the Gateway Coordinator and/orteam Leader Child and Family Safety Service
  • You will participates in the Programme’s quality improvement activities
  • You will provide good customer service
  • You will comply with Gateway programmes National Policy and Quality Standards
  • You will be responsive to customer requests or complaints
  • You will participate in the Equip4 accreditation process
  • You will complete Children’s team requests in a timely manor
  • You will notify the Children’s Team Lead Professional when the information is ready

  1. Providing the administrative support for the Gateway Assessment Team.
/
  • You will undertake standard clerical duties including filing, emailing, photocopying and faxing accurately as necessary and in a timely fashion.
  • Compose correspondence when required.
  • You will undertake medical secretarial duties including the typing of clinic letters and health assessment reports when required.
  • You will receive email, phone, fax and email communications and process them according to the need
  • You will input and maintain accurate information regarding appointments via the Patient Management System
  • You will undertake administrative correspondence in a professionally correct manner
  • You will distribute letters to General Practitioners and referral letters to other hospital departments and/or external agencies
  • You will process referrals to other services as directed
  • Following triage you will organise Gateway assessment clinics and appointments
  • You write minutes pertaining to casework/administration meetings and attend other meetings as required
  • Undertaking other duties and projects reasonably required by the Gateway Coordinators, Paediatricians and Team Leader Child and Family Safety Service.
  • Update the eProsafe database,MSD IT Tool and all other databases
  • Facilitate gaining the Gateway Inter-Service Agreement consents and 3 month follow up of interventions with OT Social Workers
  • Transfer and discharge clients appropriately

  1. Providing the administrative support for the Children’s Team.
/
  • You will undertake standard clerical duties including filing, emailing, photocopying and faxing accurately as necessary and as required and in a timely fashion.
  • You will receive email, phone, fax and email communications and process them according to the need

  1. Liaising with community agencies
/
  • You will liaise with community agencies to ensure that all relevant information is provided for clinic and that referral /GP letters have been distributed as required

  1. Assuming responsibility for personal and professional work, education and development
/
  • You will maintain and/or extend
knowledge and skill base required for effective performance
  • Workhoursagreed upon and use the delegated computer andtelephone for personnel use outside of worktime and/or breaks.
  • You will maintain confidentiality of all material that are privy to
  • You will identify any learning needs
  • You will attend any education and training
deemed appropriate by the Team Leader Child and Family Safety Service
  • You will participate in own performance review annually.

  1. Ensuring individual responsibilities, actions and contributions enhance the success of the Gateway Programme
/
  • You will maintain current knowledge of
relevant issues, trends and practices
  • Your behaviour demonstrates cultural
appropriate practice and sensitivity in
accordance with the principles of the
Treaty of Waitangi
  • You build and maintain productive
working relationships
  • You participate as a member of
designated group(s)

PERSON SPECIFICATION:

Leadership Capabilities (as per the Leadership Capability Framework)
Dimension / Description
Knows Personal Strengths and Limitations / Understands personal accountability for team and professional outcomes
Actively seeks feedback and opportunities to improve / Considers and responds appropriately to the needs, feelings and capabilities of different people in different situations.
Show self-control and deals effectively with pressure / Understands how to identify and manage stress
Certain of self-worth and capacity to handle unfamiliar situations / Understands and accurately estimates own contribution to work outcomes
Qualifications & Experience (indicate years of experience required and level of learning)
Essential
  • Excellent communication skills both written and verbal
  • A genuine empathy with the general public
  • Good computer skills in:
-Microsoft Office 2007
-Ability to learn new computer systems
and typing ability
  • Ability to work as a part of a team, and continue with team spirit under pressure
  • To be able to prioritise work without Supervision
  • To think “outside the square” to achieve programme goals
  • Maturity and ability to maintain confidentiality
  • Proven excellent organisational and time management skills
  • Accepts responsibility for actions
/ Desirable
  • Ability to “work smarter” by being innovative and proactive
  • A knowledge of the hospital PMS system would be an advantage
  • Goodworkingknowledge of data base administration excel/access

The intent of this position description is to provide a representative summary of the major duties and responsibilities performed in this job classification. Employees may be requested to perform job related tasks other than those specified.