To OPD outpatient department by MikeJenny


PA Orthopaedic Department
Whangarei Hospital

Position Title:            Personal Assistant

Organisation Unit:         Orthopaedic Department

Location:                  Whangarei Hospital, Northland District Health Board

Responsible to:            Clinical Nurse Manager, Surgical Outpatient Department,
                           Northland District Health Board

Primary Functions of       To provide high quality support to the Clinical Directors and the
the Position:              Outpatient Department by ensuring that administrative activities
                           are coordinated in a professional and timely manner, and
                           information systems are maintained. Provide administration
                           support to Department Heads within the team on an ad hoc

Functional Relationships
The PA Orthopaedic Department will develop and maintain excellent relationships with:

Internal                                      External
 Medical Staff                                Patients and their whanau / families
 Nursing staff                                Primary healthcare providers including
 Clinical Nurse Manager                         Iwi providers
 Clerical Staff                               All relevant individuals, agencies and
 Medical Records                                services
 Radiology Department
 Ancillary services staff
 Peripheral Hospital Staff
 Senior Management Staff

PA to Orthopaedic Department                                                       Page 1 of 6
Whangarei Hospital
Sept 2010
Key Responsibilities and Expected Outcomes
Northland District Health Board has established a set of values by which the organisation will
respond, in part, to achieving its goals and objectives through their workforce. The following
Values and supporting statements are expected behaviours of each individual employed with

Values                     Supporting Statement
People First               People are central to all we do
Tangata I te tuatahi
Respect                    We treat others as we would like to be treated
Whakaute (tuku mana)
Caring                     We nurture those around us, and treat all with dignity and
Manaaki                    compassion
Communication              We communicate safely, openly and with respect to promote clear
Whakawhitiwhiti korero     understanding
Excellence                 Our attitude of excellence inspires success, competence,
Taumata teitei (hirangi)   confidence and innovation

The position of PA Orthopaedic Department encompasses the following major functions or
key result areas:
     Administrative support to Department of Orthopaedics
     Administrative support to Head of Department and Service Managers
     Quality Improvement
     Information Systems
     Communication and Teamwork
     Resource Management
     Personal Development
     Treaty of Waitangi
     Health and Safety

The outcome requirements of the above key responsibility areas are outlined below:

Key Responsibility Area        Expected Outcomes

Administrative support to         Accurate and timely typing and document preparation in
Department of                      line with Northland Health standards.
Orthopaedics                      Manage inward and outward correspondence within
                                  Copy and distribute documentation as required.
                                  Take messages and requests for Clinical HoD and
                                   Orthopaedic Consultants.
                                  Attend business meetings as required
                                  Record, type and distribute minutes and agendas for
                                   various meetings.
                                  Arrange meetings and appointments accurately and in a
                                   timely manner.
                                  Maintain electronic diary and files for Clinical HoD and
                                   Orthopaedic Consultants.
                                  Develop and maintain a manual filing system for Clinical
                                   HoD and Orthopaedic Consultants.
                                  Provide administrative support (typing, copying, mail) as
                                  Maintain confidentiality at all times.
                                  Maintain a data system which will track patients who are
                                   waiting investigations prior to review
                                  Prepare and distribute Orthopaedic schedules and rosters.
                                  Process Annual Leave/Conference Leave applications.
PA to Orthopaedic Department                                                         Page 2 of 6
Whangarei Hospital
Sept 2010
Key Responsibility Area        Expected Outcomes
                                Provide equipment support and bookings for meetings
                                  including room and catering bookings.
                                Arrange ad hoc meetings as required.
                                Follow departmental policies and protocols and manage
                                  meeting documentation.
                                Attend to phone calls in a timely manner.
                                Provide support to other clerical staff if required.

Administrative support to         Provide administrative support for recruitment policies and
Heads of Departments               protocols.
                                  Other typing support as arranged

Quality Improvement               Arrange meetings to investigate and resolve incidents as
                                  Identify quality initiative opportunities; provide
                                   administrative support to assist implementation of new
                                   processes and systems.

Information Systems               Liaise with Information Services for the provision of IT
                                   hardware, software and all access to systems the
                                   department staff require.
                                  Develop knowledge of current systems.

Communication and                 Demonstrate customer focus with all communication.
Teamwork                          Respond to all enquiries with a courteous manner and
                                   ensure timely responses.

Resource Management               Arrange travel and accommodation for Surgeons, Heads of
                                   Departments and OPD staff as required.
                                  Arrange venues and catering for meetings as required.

Personal Development              Attend Organisation Orientation.
                                  Attend compulsory learning annually.
                                  Attend Treaty of Waitangi workshop.
                                  Identify own development needs.

Treaty of Waitangi                Contribute to the promotion of the principles of Treaty of
                                   Waitangi and the involvement if Maori within the decision
                                   making process for their health and independence, within
                                   District Health Board management processes and
                                  Include the principles of the Treaty of Waitangi within all
                                   aspects of the role and its outcomes
                                  Ensure that consultation and engagement processes
                                   include appropriate mechanisms to meet the need of Maori
                                   in a culturally appropriate and safe manner
                                  Attend the Northland District Health Board Treaty of
                                   Waitangi Training

PA to Orthopaedic Department                                                          Page 3 of 6
Whangarei Hospital
Sept 2010
Key Responsibility Area        Expected Outcomes

Health & Safety                   Ensure compliance with designated responsibilities
                                   detailed in Northland District Health Board’s Health and
                                   Safety Policy
                                  Promote an environment of physical, occupational, cultural,
                                   ethical and legal safety
                                  Observe safe work practices, rules and instructions relating
                                   to work, and be pro-active in hazard management
                                  Willingly co-operate in the achievement of all health and
                                   safety goals and initiatives by:
                                    Practicing and observing safe work methods;
                                    The use of safety equipment;
                                    Reporting unsafe conditions or equipment; and
                                    Reporting and documenting all accidents or incidents
                                  Attend compulsory training annually

Variation of Duties
Duties and responsibilities described above should not be construed as a complete and
exhaustive list as it is not the intention to limit in any way the scope or functions of the
position. Duties and responsibilities can be amended from time to time either by additional,
deletion or straight amendment by the Clinical Nurse Manager, Surgical Outpatient
Department, to meet any changing conditions, however this will only be done in consultation
with the employee.

PA to Orthopaedic Department                                                        Page 4 of 6
Whangarei Hospital
Sept 2010
Person Specification

Essential                                      Desirable
 Experience in Personal                        Medical terminology use (not essential)
   Assistance/Secretarial Role
 Demonstrated competence with Microsoft
   suite of software
 Excellent keyboard skills, including
   speed, accuracy, layout and presentation
 Proficiency in report and correspondence
 Understanding of “quality” and the
   development of a continuous framework
 Skilled in problem solving and shows
 Ability to take notes and transcribe
   proceedings of meetings accurately
 Desktop publishing/presentation
 Maintenance of databases

Awareness and Understanding of

Essential                                      Desirable
 The Treaty of Waitangi and its application    Health and Safety in Employment Act
   to the health setting                          (1992)
 Privacy Act (1993) and Health                 Health and Disability Commissioner
   Information Privacy Code (1994)                (Code of Health and Disability Services
 Health and Safety in Employment Act             Consumers’ Rights) Regulations (1996)
   (1992)                                       New Zealand Council of Healthcare

Skills & Personal Attributes

 Interpersonal relationships
 Highly effective communication skills, both written and verbal
 Professional in manner and appearance
 Pleasant and professional telephone manner
 Ability to effectively communicate with a wide range of people, and establish harmonious
    interpersonal relationships
 Effective team member who actively participates

Personal Attributes
 Able to work under pressure and adapt to changes in a demanding work environment
 Demonstrated coordination, organisation and prioritisation skills
 Excellent time management
 Self motivated
 Ability to exercise initiative and judgement
 A commitment to quality improvement
 Demonstrated commitment to own professional development
 Understanding of health service is desirable, but not essential

PA to Orthopaedic Department                                                     Page 5 of 6
Whangarei Hospital
Sept 2010
Performance Development Review
An initial review of performance will be conducted after three months, with an annual review

An individual Development Plan will be developed to reflect the contribution this position is
expected to make towards achieving the team’s objectives and measures. Key result areas
will be developed and agreed at this time.

Authorised by:



Acceptance of the position implies acceptance of this position description.

Position Title:

Signature of employee:


PA to Orthopaedic Department                                                       Page 6 of 6
Whangarei Hospital
Sept 2010

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