This Position Description Is a Guide and Will Vary from Time to Time And

POSITION DESCRIPTION /

July 2016

This Position Description is a guide and will vary from time to time and

between services and/or units to meet changing service needs

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.

Organisational Vision

The CDHB’s vision is to improve the health and well being of the people living in Canterbury.

Organisational Values

Care & respect for others Integrity in all we do Responsibility for outcomes
POSITION TITLE: / Personal Assistant
REPORTS TO (Title): / · Director of Midwifery, CDHB (0.5 FTE)
· Service Manager, Canterbury Regional Cancer & Haematology Service & Palliative Care (0.5 FTE)
REPORTS ON A DAILY BASIS TO: / · Director of Midwifery, CDHB
Service Manager, Canterbury Regional Cancer &
Haematology Service & Palliative Care
PRINCIPAL OBJECTIVES:
To Provide the Director of Midwifery and Service Manager, Canterbury Regional Cancer & Blood Service & Palliative Care. with effective, efficient and confidential administrative support
FUNCTIONAL RELATIONSHIPS:
(Who are the customer/consumers/patients)
INTERNALLY:
General Manager Medical – Surgical and Women’s & Children’s
Service Managers, Combined Christchurch Campus
Management Team Canterbury Regional Cancer & Haematology Service & Palliative Care
Clinical Director Obstetrics and Gynaecology
Charge Nurses, Midwives and Managers Women’s Health Team
Allied Health Leaders
Primary Units – Lincoln, Rangiora, Ashburton, Darfield, Kiakoura and Waikari
Other Women’s and Children’s Health staff as required
Access Agreement Holders

EXTERNALLY:

Health Consumers and their Families

Southern Cancer Network and associated groups

South Island Alliance

PICs S.I. Functional Design Steering Group

Professional Colleges

Midwifery Council

External Communities and Groups

Ministry of Health

Other District Health Board Services / Employees as required

Tertiary Education Providers

Patient Advocacy Services

Health and Disability Commissioner

ACC

National DHB Midwifery Leaders

Local, Regional and National Midwifery and Health service groups/alliances

KEY TASKS AND EXPECTED RESULTS:
Task / Provide a confidential administrative service to the Director of Midwifery (DOM) and the Service Manager (SM), Canterbury Regional Cancer & Haematology Service and Palliative Care
Expected Result / Phone Calls/Visitors
· Messages are taken accurately, noting time and date of caller.
· Voice messages cleared once a day noting time and date of caller, if requiring immediate attention contact DOM & SM.
· Calls are returned as requested, relaying accurate information.
· Appropriate calls are dealt with and update relayed to the DOM & SM
· Visitors to the area are meet courteously and directed to the DOM & SM if appropriate.
Management of diaries (electronic)
· Appointments are sent electronically as requested, ensuring all invitees are included.
· Apologies and acceptances are monitored and relied to the relevant manager in case rescheduling is required.
· Diary is checked a week prior to ensure no clashes. If clashes are evident, these are discussed with the relevant manager.
· Appointments for the relevant manager are declined/accepted as directed
· Diary is printed for both Managers each morning including all paperwork required for meetings/appointments.
· Each Manager is reminded of pending appointments if it appears they may be late. Meeting organiser is contacted if going to be late or absent from a meeting/appointment.
· Leave/absences of each manager are noted in diary and appointments/meetings are declined/rescheduled as indicated, at time of leave confirmation.
· Leave notices are sent out to key staff advising of leave dates and cover arrangements.
· Relevant staff leave is noted dairies.
Staff Vacancies / transfers/resignations
· Work with recruitment team to organise draft job descriptions and advertisements and set up interview times.
· Ensure processes for above are followed through in timely manner with appropriate paper work.
Task / Organise meetings/events
Expected Result / · Date and venue arrangements are made and diarised and attendees are kept informed of any changes.
· Catering, and guest speakers are organised as required.
· Agenda, presentations and handouts are developed and distributed.
· Action points are followed up. DOM & SM are notified of action points for their attention and ensure acted upon before next meeting.
· Technology requirements e.g. video, tele-conferencing are managed.
Task / Be responsible for the administrative management of the CDHB access agreement holder list
Expected result / · All new applications and renewals of CDHB access agreement holders are managed efficiently.
· The CDHB access agreement holder list is maintained and updated as required and distributed to the Maternity facilities.
Task / Manage correspondence for SM & DOM
Expected Result / · Collect mail, sort and deal with routine mail under delegated authority
· Mail is sorted twice a day.
· Meet daily with DOM/Service Manager to go through correspondence/paperwork.
· Correspondence is “tracked” noting when received, who from, action required, follow up, completion date and where filed.
· Emails are monitored and forwarded appropriately, as requested, ensuring deadline/timelines are meet.
· Items are “flagged” for urgency/follow up.
· Out of office message on outlook, indicating cover arrangements, alternative contact and return date, during absence.
Task / Preparing and editing correspondence, reports, and presentations
· File and retrieve documents and reference materials
· Prepare and edit correspondence, communications, presentations and other documents.
· Conduct research, collect and analyse data to prepare reports and documents.
· Obtain all necessary contract monitoring reports from Decision Support and collate a monthly report with variances.
· Liaise with Finance Department for all financial reports and variances.
Task / Ensure the smooth running of the office and support for DOM & SM
Expected Result / Office Supplies
· Ensure office stationery supplies are stocked.
· Other supplies are ordered as requested.
· Office equipment to be maintained.
· All Ordering of stationery and supplies is completed via Oracle.
Filing systems
· Filing systems are kept current, with a system agreeable to all users.
· Documentation is easily retrievable as requested.
Task / Undertake other duties as reasonably directed by the SM & DOM
Expected Result / · Queries or requests received from staff are acknowledged and they are directed to the appropriate staff for resolution.
· Positive relationships are developed and maintained with internal staff and other agencies.
· All duties are performed in the best interests of the Services and done so in an effective and competent manner.

QUALITY:

Every staff member within CDHB is responsible for ensuring a quality service is provided in their area of expertise. All staff are to be involved in quality activities and should identify areas of improvement. All staff are to be familiar with and apply the appropriate organisational and divisional policies and procedures.

HEALTH & SAFETY:

Implement or lead and implement emergency procedures and maintain a safe and secure work environment by following relevant Canterbury DHB and Divisional policies, protocols and standards. This includes but is not limited to:

· Observe all Canterbury DHB safe work procedures and instructions

· Ensure your own safety and that of others

· Report any hazards or potential hazard immediately

· Use all protective equipment and wear protective clothing provided

· Make unsafe work situations safe or, if they cannot, inform your supervisor or manager

· Co-operate with the monitoring of workplace hazards and employees health

· Ensure that all accidents or incidents are promptly reported to your manager

· Report early any pain or discomfort

· Take an active role in the Canterbury DHB’s rehabilitation plan, to ensure an early and durable return to work

· Seek advice from your manager if you are unsure of any work practice

QUALIFICATIONS AND EXPERIENCE:

Essential:

· Proven experience as a personal assistant to a senior manager

· Advanced user of Outlook Mail, and Microsoft Word

· Intermediate knowledge of Excel

· Basic knowledge of PowerPoint

· Excellent customer service skills

· Experienced minute taker.

Desirable:

· Digital transcription skills

· Familiar with Canterbury DHB in-house computer programmes e.g. Oracle, Microster

· Previous experience in the health sector

· Well-informed, and internet savvy.

PERSONAL ATTRIBUTES:

Mandatory

Key behaviours – the ability to:

· Maintain confidentiality and integrity at all times

· Be calm under pressure and capable of thinking on their feet

· Be capable of competently dealing with situations in the boss’s absence, and confident enough to commission work on their manager(s) behalf

· Take a proactive, goal orientated and focused approach

· Keep abreast of organisational issues and have a good understanding of the organisation's aims and objectives

· Deal professionally and competently with all staff regardless of the behaviours that may be displayed

· Self-motivate and accept responsibility for actions

· Establish and build effective working relationships

· Display excellent interpersonal skills

· Communicate at all levels in order to successfully achieve outcomes

· Take a balanced and informed approach to problem solving (ability to generate options).

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