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PD-Corporate-Services-Administrator-FINAL-1-May-2012-doc

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									Position Description


 Position Title                 Corporate Services Administrator
 Location                       Wellington
 Work Role Group                                                              Job Size-Band        Band 12 ($40,205 - $54,395)

Organisational Context

The Health Quality & Safety Commission is a stand-alone Crown Entity, established effective November 2010, with
a Board responsible to the Minister of Health. The Commission is responsible for assisting providers across the
whole health and disability sector, both private and public to improve service safety and quality and therefore
outcomes for all who use these services in New Zealand.

Improving the quality and safety of care will provide better value for money and more efficient and effective use of
taxpayer funding. The Commission is charged with:

       providing advice to the Minister of Health to drive improvement in quality and safety in health and disability
        services
       leading and coordinating improvements in safety and quality in health care
       identifying data sets and key indicators to inform and monitor improvements in safety and quality
       reporting publicly on the state of safety and quality, including performance against national indicators
       Disseminating knowledge on and advocating for safety and quality.
In addition to these functions, the Commission has subsumed the activities outlined in Section 17 of the New
Zealand Public Health and Disability Act 2000 (NZPHD Act), namely:

       advising the Minister of Health on any health epidemiology and quality assurance matters
       ensuring to the maximum extent practicable, that there is national coordination in reporting of relevant
        health epidemiology and quality assurance matters and that there is a capacity to improve health outcomes
        through quality assurance programmes directed to clinical providers.

Position purpose and responsibilities
The Corporate Services Administrator will provide quality administration and technical support to the corporate
services components of the Commission. The appointee will work closely with the Office Manager – Business
Services, Chief Financial Officer and the Executive Assistant to the Chief Executive. This position will also act to
provide general administrative cover across other working groups within the Commission when demand is high.

Key Relationships
                                                        The Board of the
                                                          Commission




                                                            Chief Executive


                  Executive Assistant
                   Board Secretary                                                       Economic Analysis &
                    Office Manager                                                            Advice
                          CFO
                          HR




  General Manager                                                             Manager
    (Operations)                         Director                         Communications                   Clinical Advisory
    (Deputy CE)                   Monitoring & Evaluation                         &
                                                                         Website Management



                                                                                                                                    page 1 of 4
                                                                                                                               HQSC – May 2012
Key responsibilities and expectations
These include but are not limited to:



     Key responsibilities                                     Performance expectations

 Administration                            Ensure office equipment is operational and up to standard – phones,
                                            photocopiers, printers, audio visual equipment i.e.; video conferencing,
                                            data show, teleconference phones etc.
                                           Process incoming and outgoing mail on a daily basis
                                           Greet and assist visitors
                                           Answer the main phone line and direct calls and respond to inquiries,
                                            taking messages as required
                                           Arrange courier services
                                           Assist with the upkeep of the facilities area
                                           Assist with the preparation of reports and other documents as required
                                           Assist with mail outs, such as bulk printing, packaging and addressing
                                            envelopes
                                           Be the central coordination point for stationary orders and general office
                                            supplies
                                           Assisting with event and function preparations as required such as
                                            travel and venue bookings
                                           Assist to update key databases when new contact updates and
                                            addresses are received for amendment
                                           Set up meeting rooms, ensuring equipment and catering requirements
                                            are organised and provided as requested
                                           Arrange inductions for new staff, including computer log-ons and
                                            building access cards
                                           Maintain the building access cards database
                                           Maintain the contracts database alongside other team administrators to
                                            ensure all documentation is accurate both electronically and hard paper
                                            files
                                           Provide back-up administration support to a team and/or individual in
                                            the event of staff absences or as required

 Meeting coordination and                  Set up meetings including rooms, equipment and catering
 support
                                           Notify and liaise with attendees and their support staff
                                           Ensure that material for meetings is circulated on time and appropriate
                                            items such as agenda and other documents are accurate.
                                           Taking minutes as required
                                           Review and action all meeting documentation as appropriate.

 Financial Processing and                  Enter data for accounts payable into MYOB
 payments
                                           Ensure that accounts payable timelines are meet on time
                                           Advise and liaise with staff and managers to ensure accounts are coded
                                            and signed off correctly for payment


                                                                                                             page 2 of 4
                                                                                                        HQSC – May 2012
     Key responsibilities                                  Performance expectations

 Communications Support                 Assist with the administration of the conferences/workshops database.
                                         Ensuring that this is up to date and aligns to information that is provided
                                         at regular Conference Team Meetings.
                                        Attend the regular Conference Team Meeting.
                                        Assist with the preparation and despatch of promotional material for
                                         upcoming Conferences/workshops for the Commission.
                                        Assist with set up of booths at promotional events.

 Health & Safety                        Take responsibility for meeting the Commissions obligations in
                                         workplace health and safety.
                                        Assist with the regular health and safety meetings for the Commission,
                                         with the preparation of agenda and minutes.


All Commission employees have a responsibility for managing relationships in some or all of the key sectors we
work with. In this role, the key relationships to be developed are as follows:


 Reports to:                 Office Manager

 Responsible for;            Nil

 Internal relationships:     All HQSC Staff
 Relationships with the      Minister’s Office
 Health and disability       Other Government Agencies (as required)
 sector:
                             Key stakeholders
 Relationships with the      SSC and other government departments with related interests
 Public sector:              Other key stakeholders




Core Competencies

 Integrity & Trust           Demonstrates public service professionalism and adheres to the Standards of
                             Integrity and Conduct. Provides accurate and impartial advice. Acknowledges
                             mistakes and learns from them.

 Drive for results           Can be counted on to achieve results. Sets high standards and pushes self and
                             others to perform.
 Customer focus              Establishes and maintains effective internal and external relationships. Is dedicated
                             to listening and has an understanding of recognising the needs of others. Acts with
                             the customer in mind.
 Priority setting            Supports the Commission’s shared purpose and vision. Uses logic to determine
                             what it important and ensure their time and the time of others is spent on this.

 Problem solving             Explores all sources of information. Sees hidden problems and completes honest
                             analysis. Looks beyond the obvious and doesn’t stop at first answers.




                                                                                                           page 3 of 4
                                                                                                      HQSC – May 2012
Key Selection Criteria
To be considered for this role, the ideal person will need to demonstrate:
Essential experience, skills and qualities
       Previous experience with providing administration support in an office environment
       A genuine commitment to providing quality service to all customers
       A high degree of computer literacy including advanced knowledge of MS Word, Excel and Power point
       Excellent oral and written communication skills
       Highly organised and flexible
       Good interpersonal skills with the ability to relate to a wide range of people
       Ability to work unsupervised and as part of a team
       Being a real team player who takes responsibility for the success of the overall work of the team

Desirable experience, skills and qualities
       Knowledge of accounting systems such as MYOB
       Experience in IPayroll management systems
       Ability to have an understanding of office technologies such as video conferencing, Skype,
        teleconferencing, power point and data show set up etc
       Experience in working within websites and the ability to update data for upload
       Experience in organising meetings and minute taking




                                                                                                          page 4 of 4
                                                                                                     HQSC – May 2012

								
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