Between Services And/Or Units to Meet Changing Service Needs

POSITION DESCRIPTION

This Position Description is a guide and will vary from time to time and June 2016 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: Secretary

REPORTS TO (Title): Clinical Manager

REPORTS ON A DAILY BASIS TO: Clinical Manager

PRINCIPAL OBJECTIVES

To provide an effective and professional secretarial service to staff, referrers and potential service users of the Child, Adolescent and Family Mental Health Services.

FUNCTIONAL RELATIONSHIPS: (Who are the customer/consumers/patients)

INTERNALLY: 1 Other secretaries/ office administration staff within CAF services 2 Clinical Manager 3 Multidisciplinary team 4 Service Manager, Clinical Director and Nurse Consultant CAFS 5 Other staff within CAFS 6 Other staff within the Specialist Mental health Service 7 Consumers, families and carers (school communities) 8 Personal Assistant to Service Manager.

EXTERNALLY: 1 Other providers of mental health services 2 Other statutory and community agencies and schools 3 General public

SUPERVISORY RESPONSIBILITIES: (What positions, if anyone, reports to this position)

D:\Docs\2018-04-18\023b6708994ce10b7c1d6cdb53b68794.doc PERSONAL ATTRIBUTES:

The ability to work under pressure whilst maintaining respectful and courteous interactions. Ability to act with discretion and maintain confidentiality The ability and willingness to work co-operatively within a team environment

Accept responsibility for actions.

Ability to “work smarter” by being innovative and proactive.

Enthusiasm, motivation and initiative

A positive approach and co-operative team player

Good organisational and interpersonal skills and the ability to respond respectfully, patiently and courteously to people of different cultures

A flexible approach to the position and a willingness to carry out other tasks as necessary to assist in the smooth functioning of the service

Pleasant, welcoming and efficient reception, greeting and telephone manner where required

1. MANDATORY REQUIREMENTS: 1 Sound working knowledge of patient information management databases or ability to learn same quickly.

2 Working knowledge of Microsoft Word. Able to word process documents, Dictaphone and copy type.

3 Moderate level of computer literacy in Microsoft power-point, excel and publisher.

4 The ability to accept accountability and responsibility.

5 A commitment to providing quality secretarial services to the staff of the Child, Adolescent and Family Mental Health Service team and those who interface with them.

2. DESIRABLE SKILLS 1 Knowledge of the role and function of mental health services

2 Knowledge of relevant service providers in the community

3 Knowledge of mental illness and its impact on peoples’ lives

4 Hold a current drivers licence

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 described within this position description.

D:\Docs\2018-04-18\023b6708994ce10b7c1d6cdb53b68794.doc KEY PERFORMANCE OBJECTIVES:

Task Entering information into Patient Management Systems/Databases Expected result Information entered into Healthlinks templates / documents or other as per service protocols / expectations. Enter all relevant data regarding referrals – or other tasks. Information entered accurately. Assist with management of files.

Task Undertake hard copy and Dictaphone typing Expected result Accurately type letters, reports, minutes and summaries using the appropriate templates. Spell check documents / correct for errors. Save documents to appropriate location in G drive/Healthlinks / on databases / files. Prioritise urgent requests, otherwise general typing is done in order of receipt. Formatting / document architecture is in accordance with service standards.

Task Undertake in-person reception duties Expected result Attending courteously to people contacting the service, and ensure their immediate needs are met. Record any relevant attendance on Healthlinks. Respond to enquiries as appropriate.

Task General clerical duties Expected result Undertake filing and photocopying as requested in a timely manner. Inward and outward faxes are correctly attended to with appropriate haste. Mail is distributed promptly on delivery. Information put where most needed and G drive utilised updated and available to clinicians.

Task Generate statistical information Expected result Healthlinks, Waitlist and other statistical information and reports are generated as required.

Task Provide support for other administration staff within CAFS Expected result Cover roles and responsibilities of other admin staff when they are on leave. Complete other administrative tasks for other services as required.

Task Office technology maintained Expected result Become a competent user and basic maintainer of office equipment such as cell phones, fax, photocopier, computer and scanner etc. Assist with phone lists, stationery supply and distribution. Seek advanced help promptly if repairs and maintenance are required.

Task Orientation of new staff Expected result Orientate new staff to the administrative processes and procedures. Become a resource person for Healthlinks if required.

Task Purchasing operations Expected result Prepare Internal/external purchasing and site maintenance requisitions as required in consultation with manager. Invoices to be prepared for signing. Arrange petty cash payments as required.

Task To provide other administrative, clerical and office duties that may be delegated by senior Management from time to time. Expected result All delegated clerical and office duties agreed to are carried out the same day, or at another agreed time.

D:\Docs\2018-04-18\023b6708994ce10b7c1d6cdb53b68794.doc HEALTH & SAFETY:

 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

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.

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