POSITION DESCRIPTION
September 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:
Administrator, Service Co-ordination Older
Persons Health Service Community Service Team
REPORTS TO (Title):
Clinical Manager
REPORTS ON A DAILY BASIS TO:
Clinical Manager
PRINCIPAL OBJECTIVES
The Administrator will provide administrative and secretarial support to the clinical staff in
the Community Service Teams.
FUNCTIONAL RELATIONSHIPS:
INTERNALLY:
1 Community Service team members – Clinical Assessors and any staff co-ordinating
services for the Elderly.
2 Other CDHB employees
EXTERNALLY:
1 Clients/family/whanau/caregivers
2 Service providers
3 Community and Service agencies
4 General Practitioners and Primary Health Organisations
5 Informal providers.
Administrator Service Co-ordinator September 2016
KEY PERFORMANCE OBJECTIVES:
Task
Expected Result
Task
Expected Result
Task
Expected Result
Task
Expected Result
Task
Expected Result
Provide administrative and secretarial support to Clinical
Assessor’s and any team member co-ordinating services for
clients within the interdisciplinary Community Service Team(s) as
required.
 General administrative and secretarial tasks, including typing reports
and letters, entering information onto the patient management
system, filing, answering telephones, faxing, photocopying, e-mailing
and other administrative and secretarial tasks will be carried out in an
efficient manner.
 Demonstrated ability to prioritise work and communicate effectively
with team members.
 Assisting to cover essential tasks for the service teams as prioritised
by the Clinical Manager. This may include covering while other staff
are on leave or a vacancy has occurred.
Support the Service Team members to co-ordinate services
identified in the Support Plan
 Co-ordinate services as identified in the Support Plan by the Clinical
Assessor / Service team member, within the identified timeframes
using correct documentation.
 Identify to the Clinical Assessor / service team member when
requested services cannot be provided in a timely way and coordinate alternative services as identified by the Clinical Assessor /
service team member in the revised Support Plan.
 Record information accurately and maintain the integrity of the
database.
 Record unmet needs or gaps in current services.
 Demonstrate communication skills in obtaining and giving accurate
information to relevant agencies and individuals.
 Support the Service Team members by co-ordinating client
service reviews.
 Report pulled monthly with clients due for service reviews
 Files pulled for clients on the list.
 Files screened and review level identified following the :Guidelines for
Non Clinical Reviews”
 Undertake reviews for clients as per the guideline by letter or
telephone as appropriate.
 Refer clients requiring clinical reviews to appropriate Service Team
member.
 Process cases on PICS as required.
 Process letters as required and copy as required ie. to GP.
 Provide reports as required regarding progress to management
team.
Support the Clinical Assessors / service team members by
managing routine administrative service co-ordination tasks
 Understand and undertake administrative service co-ordination tasks
in liaison with the Clinical Assessor/team member and document
according to identified processes.
Ensure data entry is achieved in an accurate and timely manner.
 Integrity of data will be protected by following defined process.
 The Clinical Manager will be informed if there are issues that need to
be addressed.
Administrator Service Co-ordinator September 2016
Task
Expected Result
Task
Expected Result
Task
Expected Result
Customer Service
 Prompt friendly answering of telephone calls as required
 Use initiative when handling enquiries to ensure a problem solving
approach is achieved.
 Ability to know when to pass enquiries to team members.
 Effective communication with clients and team members.
 Manage general enquiries in relation to services for older people.
 Maintain confidentiality at all times. Knowledge and application of
legislation governing obtaining, releasing, and storing client
information.
 Participating in roster plan for covering telephone enquiries and
receiving referrals.
Participate in development of the team within OPHS.
 Actively participate in team discussions and service development.
 Actively seek ongoing training and personal development.
 Share knowledge with other team members
Participate in the Performance Appraisal process
 Undertaken on an annual basis and work towards achieving goals set
during the appraisal process.
 Participate in ongoing training and development as required.
HEALTH & SAFETY:
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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
there 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.
Administrator Service Co-ordinator September 2016
QUALIFICATIONS & EXPERIENCE:
Essential
 Experience as an administrator in a complex organisation
 Accurate, competent computer skills, including knowledge of Word and Excel
 Client focussed approach
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Ability to do Dictaphone transcribing
 Ability to type to a standard of 60-70 words per minute
 Proven ability to work in a team and individually
 Ability to effectively organise, update and disseminate information
 Ability to express yourself clearly and concisely, both verbal and written
 Able to prioritise work to achieve objectives
 Demonstrate a commitment to developing an understanding of the Treaty of Waitangi,
Maori and other cultural issues as related to Older Person’s Health
 Demonstrate a professional attitude including self and team care
Desirable
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Experience in the field of health, including community health services
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Experience with the patient management system
PERSONAL ATTRIBUTES:
Essential
Key Behaviours:
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Ability to “work together” in a truthful and helpful manner.
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Ability to “work smarter” by being innovative and proactive.
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Accept responsibility for actions.
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Ability to work under pressure
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.
I, __________________________________________ confirm that I have read and
received a copy of this Position Description, which accurately reflects the role for which I
have been employed.
Signature:____________________________________
Date: ________________________________________
Administrator Service Co-ordinator September 2016