Practice Assessment Administrator
Position Description
Position title: / Practice Assessment Administrator
Responsible to: / Practice Assessment Manager
Position location: / Wellington
The College: / The Royal New Zealand College of General Practitioners works to improve the health of all New Zealanders through high quality general practice care.
The College is a professional membership organisation which works to strengthen the professionalism and practice of its members. The College provides education, assessment, quality and support services for general practitioners and rural hospital medicine; and represents its members by providing advice and expertise to government and within the wider health sector.
Purpose of the position:
Date effective:
Employment Status: / This position is responsible for providing administrataive support to the College’s practice accreditation and assessment programmesto enable delivery of a high quality service to all stakeholders. The role requires high quality organisational and communication skills and proficiency with information technology.
January 2018
  • Permanent

Our position descriptions describe a position’s purpose, key responsibilities and person specifications. It is a living document that may be changed by the employer from time to time, in consultation with the employee. In addition to the responsibilities set out in the position description, the employee shall carry out all reasonable work related requests made by the employer.

Key Responsibilities / Key Outcomes
Supports the College’s Quality programmesand Quality team, including by:
Foundation programme
  • Distributing correspondence and resources, including contracts and invoices,
  • Processing contracts and registrations, and producing Foundation programme certificates
  • Responding to queries relating to the Foundation Programme.
  • Updating Foundation agreements, QA2QI, and Objective files to reflect changes in the status of practices and users
  • Being responsible for maintaining QA2QI data and production of standard reports relating to the Foundation programme
Cornerstone Programme
  • Providing support to the Practice Assessment team in the administration of the Cornerstone Programme and use of QA2QI system by stakeholders
  • Organisational support for Assessor Workshops, teleconferences and other Quality events as necessary including venue and room bookings, travel, catering and accomodation and processing of related invoices
  • Despatch of Cornerstone assessor induction packs, contracts and processing of signed contracts
  • Production of standard Cornerstone programme reports from the QA2QI system
  • Mailout to stakeholder groups, processing of third party QA2QI access forms,
Administrative tasks
  • Booking travel, including that for Cornerstone assessors, Quality staff and committee members as directed
  • Providing Membership team with practice information for the College website
  • Photocopying
  • Providing reception support and relief as required
  • Other administrative tasks as requested
/ Administrationand support
The Practice Assessment Administrator provides high quality administrative and other support services to:
  • Deliver the Foundation and Cornerstone Programmes
  • Support QA2QI system users
  • Support Cornerstone assessors
  • Support the Quality team

Demonstrates a customer focus, including by:
  • Maintaining professional relationships with General Practitionsers and practice staff, PHO staff and and Cornerstone assessors, providing them with a high level of customer service
  • Responding to customer/stakeholder enquiries in a timely manner
  • Handling complaints in accordance with the College’s complaints policy
  • Representing the College at events to promote and provide advice on the Quality programmes and use of the QA2QI assessment tool
/ Customer focus
The Practice Assessment Administrator meets customer expectations
Demonstrates teamwork by:
  • Working effectively as a team member to enable delivery of high quality programmes, including collaborating and communicating effectively with one another, problem solving as a team, and sharing workloads
  • Working collaboratively and constructively with other teams within the College
  • Contributing to the building and maintenance of relationships within the College and other external relationships
  • Representing the College in a positive and professional manner.
/ Teamwork
The Practice Assessment Administratorworks effectively as a member of the Practice Assessment team, Quality team and College staff.
Demonstrates compliance with financial policies and procedures by:
  • Understanding financial delegations and applying them appropriately
  • Processing claims from Cornerstone assessors in a timely manner
  • Processing invoices in a timely manner, ensuring the correct allocation of coding to services
  • Processingclaims and invoices in accordance with College policies and procedures
/ Financial
The Practice Assessment Administrator adheres to the College’ financial policies and procedures.
Contributes to the Identification and recommendation of ways that the Quality Programmes could be run more efficiently and/or effectively / Quality
The Practice Assessment Administrator looks for continuous improvement opportunities.
Contributes to safety:
  • Taking reasonable care for their own health and safety,
  • Taking reasonable care that what they do or don’t do doesn’t adversely affect the health and safety of others
  • Cooperating with any reasonable policies or procedures the business or undertaking has in place on how to work in a safe and healthy way
  • Complying with any reasonable instruction given by the College or undertaking so that they can comply with HSWA and the regulations.
/ Safety in the Workplace
The Practice Assessment Administrator contributes to the College’s workplace as a safe place to work.

Key Relationships

Internal:

  • General Manager Quality
  • Manager Practice Assessment
  • Practice Assessment Co-ordinators
  • Principal Advisor Quality
  • Senior Advisor Quality
  • Group Secretary, Quality
  • Other RNZCGP staff
  • Contractors

External:

  • Participating general practice teams
  • PHO/practice quality managers and administrators
  • Health and Disability Auditing New Zealand Limited
  • Adept Limited
  • Other key stakeholders
  • Other College members

Competency Summary

Results Orientation / Interpersonal Relationships / Individual Potential
Analysis and Decision Making
Undertakes thorough analysis through accurately defining problem or identifying outcome; gathers all relevant information and applies sound, analytical techniques in order to develop a course of action taking into account factual information and/or logical assumptions, resources, potential risks and opportunities; makes sound decisions. / Collaboration
Works cooperatively and effectively as a members of a team and with others inside and outside the organisation to accomplish goals and resolve problems. Team can be defined as an intact work group or interdisciplinary/project team. / Commitment to Excellence
Sets high personal and professional standards for self and others; assumes responsibility and accountability for the successful completion of projects, assignments or tasks. Consistently gives careful attention to all the detailed aspects of a role, shows high concern for accuracy.
Planning and Organising
Plans and manages activities for self and others; organises tasks to make best use of time and resources, and focuses attention on key objectives. / Communication
Expresses and conveys information effectively to other people. This includes speaking, writing and listening. This covers formal and informal situations / Initiative/Innovation
Takes action to achieve goals beyond what is necessarily called for; generates innovative and practical ideas to meet needs; recognises and seizes opportunities to improve on own and the organisation’s performance.
Customer/StakeholderFocus
Focuses attention on meeting the needs of members and stakeholders an ensuring their satisfaction. / Integrity
Acts in a manner that conveys the values of importance to the College, including honesty, impartiality, openness and respect for others / Learning
Understands and applies new job-related information knowledge and skills in a timely manner
Personal Effectiveness
Maintains effective performance under pressure (such as time pressure, shifting/conflicting priorities or job ambiguity) when facing opposition from others or in ambiguous environments; acts professionally at all times. / Effectiveness for Maori
Demonstrates an understanding of the College’s Treaty commitment, and the importance of quality service delivery for Maori.
Professional/Technical Skills and Knowledge
  • High level proficiency in a range of IT applications, including databases, spreadsheets, the Microsoft suite of applications and tele- and video-conference technology
  • Proven administrative skills with knowledge and experience of good office practice
  • A pleasant and professional phone manner
  • Strong communication skills both verbal and written
  • Superior customer service skills
  • Ability to maintain confidentiality
  • Sound numerical literacy
  • Strong team player
  • Attention to detail
  • Ability to be flexible, embrace change and be open to new ways of doing things
  • Sound judgement
  • Understands the College’s obligations to, and government’s policy on, the Treaty of Waitangi and applies this knowledge in decision-making

Initial ______

The Royal New Zealand College of General Practitioners: Practice Assessment AdministratorPage 1 of 7 7

Confirmation of Position Description

Full name of employee:
Signature:
Date:
Signed on behalf of the RNZCGP by:
Helen Morgan-Banda
CEO
Signature:
Date:

Initial ______

The Royal New Zealand College of General Practitioners: Practice Assessment AdministratorPage 1 of 7 7