Role title: Management Assistant to Group Human Resource Manager and Health and Safety Manager
Reports to: Group Human Resource Manager
Day to day management: Group HR Manager and H&S Manager
Directorate: Human Resource Services
Location: Dunedin / Invercargill
Role of the District Health Board
Our Vision:
· Better Health, Better Lives, Whanau Ora.
Our Mission:
· We work in partnership with people and communities to achieve their optimum health and wellbeing.
· We seek excellence through a culture of learning, enquiry, service and caring.
The Southern Way:
· The community and patients are at the centre of everything we do.
· We are a single unified DHB which values and supports its staff.
· We are a high performing organisation with a focus on quality.
· We provide clinically and financially sustainable services to the community we serve.
· We work closely with the entire primary care sector to provide the right care in the right place at the right time and to improve the health of the community.
Our Statutory Purpose:
· To improve, promote and protect the health of our population.
· Promote the integration of health services across primary and secondary care services.
· Seek the optimum arrangement for the most effective and efficient delivery of health services.
· Promote effective care or support for those in need of personal health or disability support services.
· Promote the inclusion and participation in society and the independence of people with disabilities.
· Reduce health disparities by improving health outcomes for Maori and other population groups.
· Foster community participation in health improvement, and in planning for the provision of, and changes to the provision of services.
· Uphold the ethical and quality standards expected of us and to exhibit a sense of social and environmental responsibility.
Purpose of the Role
The key purpose of the role is the provision of administrative and secretarial support to the Group HR Manager and H&S Manager by:
· Providing administrative support services predominantly to the Group HR Manager and H&S Manager and as required the H&S Teams.
· Providing an efficient and effective confidential system administrative, organisational support and personal assistant functions, including all duties as may be necessary to support the efficient functioning of the Human Resources Services and Occupational Health and Safety Team.
· Participating in and contributing to the successful internal management of the Group HR Manager and H&S Manager in a coordination capacity.
· Supporting the development and maintenance of a district-wide systems approach to administration systems and processes.
Organisational Competencies
Customer Focus / Is dedicated to meeting the expectations and requirements of internal and external customers; gets first hand customer information and uses it for improvements in products and services; acts with customers in mind; establishes and maintains effective relationships with customers and gains their trust and respect.
Integrity and Trust / Is widely trusted; is seen as a direct, truthful individual; can present the unvarnished truth in an appropriate and helpful manner; keeps confidences; admits mistakes; doesn’t misrepresent him/herself for personal gain.
Drive for Results / Can be counted on to exceed goals successfully; Is constantly and consistently one of the top performers; very bottom line oriented; steadfastly pushes self and others for results.
Role Specific Competencies
Process Management / Good at figuring out the processes necessary to get things done; knows how to organise people and activities; understands how to separate and combine tasks into efficient work flow; knows what to measure and how to measure it; can see opportunities for synergy and integration where others can’t; can simplify complex processes; gets more out of fewer resources.
Organising / Can marshal resources (people, funding, material, support) to get things done; can orchestrate multiple activities at once to accomplish a goal; uses resources effectively and efficiently; helps co-ordinate the team as they travel and work between our sites; arranges information and files in a useful manner.
Personal Learning: / Picks up the need to change personal, interpersonal behaviour quickly; watches others for their reactions to his/her attempts to influence and perform; and adjusts; seeks feedback; is sensitive to changing personal demands and requirements and responds accordingly
Key Relationships
Internal / External
§ HR Group – Advisory, Recruitment, Occupational Health, Payroll, Learning and Development
§ Executive Team members and their administrative support
§ Senior Management Group/Team members
§ Service Managers / Team Leaders
§ RMO Unit
§ H&S Group / § Dunedin School of Medicine
§ Ministry of Health
§ Union organisers and delegates
§ Advertising Agencies
§ Other DHBs
§ H&S Specialists
§ MBIE
§ WorkSafe
Knowledge, Experience, Skills and Attributes Required
· Diploma or Certificate in Business Administration or secretarial equivalent qualification preferred
· 3-5 years’ work experience in administrative, executive assistant or operational environments.
· Interest in, and understanding of, HR in today’s working environment
· Commitment to service and excellence which will result in achieving positive outcomes for the HR division
· Initiative and self-motivation
· Excellent computer, data entry, Excel and word processing skills
· Process and systems knowledge to create a highly functioning office
· A sense of humour
· A high level of verbal and written communication skills
· Ability to prioritise work, meet deadlines and take responsibility for work
· Good interpersonal skills, including ability to work effectively with people at all levels of the organisation
· Excellent organisational and time management skills
· Demonstrated ability to be flexible and cope with fluctuating work demands
· Perform tasks reliably, skilfully and accurately
· Active participation in, and contribution to, team effectiveness
Key Accountabilities / Deliverables / Example Measures
Administrative and Secretarial Support
To provide administrative and secretarial support to the Group HR Manager and H&S Manager. / § Provide timely and accurate confidential administrative and secretarial support, including, developing documents, spread sheeting, faxing, mail, photocopying and any other document processing duties as may be necessary to support the efficient functioning of the HR Group and H&S Team.
§ Respond to and compose letters, memoranda, provide administrative support
§ Collate papers for meetings, prepare and circulate agendas and minutes, notify attendees, book venues and take, circulate and follow up minutes and action points as required
§ Maintain confidentiality of documentation and information as required and appropriate
§ Arrange and co-ordinate appointments and travel arrangements.
§ Provide a reception service when required, take messages, answer and redirect queries as appropriate, screen telephone calls, set up appointments.
§ Open and distribute mail, and attend to visitors as required / § Prompt response to requests for document processing duties
§ Enquiries are handled efficiently, promptly and appropriately
§ Meetings are organised and attendees have prior notification, including provision of all relevant documentation; accurate records of meetings circulated and actioned/filed appropriately
§ Diaries for team are accurate and up to date
Systems Support
To provide systems support to the Human Resources Services and Health and Safety Team to enable the smooth functioning of the services. / § Assist with collation of Health and Safety reports
§ Set up and maintain effective electronic and paper filing systems and procedures relevant to the teams and develop new systems as required, enabling quick access to information
§ Develop and maintain information databases relevant to the team, including Onestaff data entry, unpaid staff status, health and safety and orientation attendance
§ Undertake one-off projects, compile and process statistics and information as required
§ Coordinate the production of monthly and ad hoc reports and answer related queries as requested
§ Order stationery, stores and equipment as necessary, including arranging for equipment maintenance
§ Contribute ideas for improvement to systems and process simplification to effectively deliver administrative support services
§ Ensure timely processing of financial invoices
§ Maintenance of one-staff attendance records and daily validation of timesheets.
§ Develop presentation material using appropriate design packages as required
§ Provide support as directed by group HR manager and H&S manager to wider HR and H&S services.
§ Co-ordinate and assist other administrative staff as necessary
§ Document and maintain all procedures within desk files
§ Other activities as required / § Filing and departmental records are accurate and up to date
§ Databases contain accurate and up-to-date information
§ All key deadlines achieved
§ Regular reporting deadlines achieved
§ All systems and procedures operated in such a manner as to meet appropriate standards
§ Maintain full confidentiality of documentation and information relating to all business, patient and staff interactions as required and as appropriate
§ Active participation and contribution to successful operation of the team
§ Current desk files maintained
Team and Individual Performance
Participate in and contribute to the internal development and functioning of the team. / § Participate as a member of the Human Resources and H&S Services cooperating with all members to ensure the best outcome for the organisation.
§ Actively engage with and support colleagues, taking personal responsibility for ensuring effective working relationships with all team members.
§ Contribute to team communication and learning activities.
§ Participate in peer review of own and others work.
§ Promote and adhere to the philosophy and values of the DHB’s mission and values.
§ Foster and support commitment to achieving the highest level of health and safety, including identification and reporting of all hazards, assistance in resolving issues that may cause harm to staff, and working safely at all times.
§ Continue personal development by identifying and engaging in formal and information personal development opportunities / § Active participation in the team.
§ Collegial support and strong working relationships evident with other team members.
§ Engagement with the values and expectations of the role.
Treaty of Waitangi / § The Southern District Health Board is committed to its obligations under the Treaty of Waitangi. As an employee you are required to give effect to the principles of the Treaty of Waitangi - Partnership, Participation and Protection.
Health and Safety / § Foster and support commitment to achieving the highest level of health and safety, including identification and reporting of all hazards, assistance in resolving issues that may cause harm to staff, and working safely at all times.
Quality and Performance / § Maintain professional and organisational quality standards.
§ Ensure delivered work is planned, delivered, and implemented consistently against quality standards.
§ Continuously identify improvement opportunities to perform job in most effective manner.
§ Investigate opportunities to achieve goals in a more efficient way. / § Performance is in alignment with HR quality audit standards, organisational requirements, and professional standards.
Note: The above example measures are provided as a guide only. The precise performance measures for this position will require further discussion between the job holder and manager.
I have read and understand the above job description:
Name:
Signed:
Date:
Southern DHB 15198 V7 Issued 10/03/2014 Page 2 of 6
Initial: Employee ______
Employer ______