Position description .

Position title: Delegation level: Responsible to:

Administrative Support Nil Admin Team Leader

Place in organisation Chief Executive

Executive Director of Waikato Hospital Services

Director Older Persons, Rehabilitation and Allied Health

Manager DSL

Admin Team Leader

Administrative Support Vision (Te Matakite) Building healthy communities - Te hanga whaioranga mo te iwi. Mission (Te Whakatakanga) Waikato DHB will ensure community involvement at all levels and will focus on:  increasing wellness through prevention, promotion and awareness activities  ensuring equitable access to high quality health and disability support services. Values  Acknowledging the diversity of Waikato communities.  Self responsibility.  Personal and professional growth of the workforce.  Inclusive and honest communication.  Respect for each other.  Enhancing the health and independence of Waikato people.  Striving for excellence. Code of conduct and employee expectations  Respect the rights of others.  Carry out duties in a professional manner.  Act in a fair, responsible, trustworthy, and legal manner.  Perform duties honestly with impartiality. Waikato DHB’s code of conduct incorporates the State Services standards of integrity and conduct, and sets expectations relating to employee conduct.

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Purpose of the position 

To provide an efficient and high quality administrative support service.

Organisational accountabilities  

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Administrative Support Ensures all administrative activities are carried out promptly, effectively and efficiently at all times. This may include but is not limited to: o Data entry o Professional referrals o Updating client information o Ordering of stationary and supplies o Telephone and reception duties Ensuring incoming/outgoing mail is managed efficiently. Photocopying is completed within required timeframes. Correspondence, minutes, reports etc are typed and completed to a high standard of accuracy and presentation, all relevant documentation attached and distributed according to instructions. Maintains an accurate filing system/data base Maintains the integrity of the service through good, courteous client service. Procedures for the role are documented in a desk file so that others can undertake the functions.

Organisational  Complies with the Waikato DHB Corporate Records Management policy requirement to create and maintain full and accurate records.  Follows established Health and Safety and other policies and procedures to ensure the safety of oneself and others.  Provides a high quality service, and contributes to quality improvement and risk minimisation activities.  Complies with legislation and policies for risk management and legal compliance.  Works in alignment with the Treaty of Waitangi principles of partnership, participation and active protection, and will uphold tikanga best practice guidelines when working with Māori patients and their whānau.  Knows department emergency response plan, able to initiate an emergency response and participate in response as applicable to the role.

Qualifications and experience   

Qualifications - Secondary school qualification. Experience – administrative support experience desirable. Proven competency in computer skills – Microsoft Office.

Organisational leadership/ behavioural competencies Contribution  Models and adheres to the DHB’s values, vision, and code of conduct.  Provides safe and quality service delivery for patients/ clients/ customers.  Completes work within required timeframes. Self and others  Seeks opportunities to continuously improve, and works to learn and grow. Relationships  Maintains effective relationships patients/ clients / customers, and with peers and the employer, and encourages collaboration and effective group interactions. 2011.03.23 Administrator Support v1.0 RT

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Getting results  Is open to learning new things and picks up technical skills in a reasonable timeframe.  Is action oriented and undertakes duties with professionalism and enthusiasm. Change  Looks for opportunities to improve processes and uses logic and analysis to review information in order to make sound decisions.

Scope of position Relationships  Internal: Waikato DHB staff  External: Clients, visitors, members of the public, NGOs, providers. Staff reporting  Number of direct reports: Nil  Number of indirect reports: Nil  Total budget: Nil.

Work environment and work function/activity           

Work Environment: Works indoors in office environment which may range from a large corporate-type head office down to a smaller sole-charge office. Works predominantly at office desks and computer workstation. Frequently works in adequately heated and ventilated spaces. Work Function/Activity: Sedentary role. Constantly sits at a workstation and carries out a variety of both manual and computerised data entry and word-processing tasks. Occasionally stands and walks about the office. Stretching, twisting, climbing and lifting or carrying is not a significant component of this job. Bending, squatting or crouching is not a significant component of this job. Repetitive arm hand and finger movements are constant for data-entry and wordprocessing tasks. Use of hand-held objects and equipment such as pens, calculators and staplers, as well as telephones will be occasional to frequent. Will also need to operate computers, printers, copiers and a range of other office equipment and refill paper trays and ink supplies. Mental activities necessary include a sound level of keyboarding, recording, organisation and communication skills.

Declaration I certify that I have read this position description and reasonably believe that I understand the requirements of the position. I understand that: a) this position description may be amended by the employer following reasonable notice to me b) I may be asked to perform other duties as reasonably required by the employer in accordance with the conditions of the position. Position holder’s name: Position holder’s signature: Manager’s name: Manager’s signature: Date of signing:

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