Eastern Suburbs Mental Health Service Administration ... · Eastern Suburbs Mental Health Service...

Newsletter: 264/2016 Date: 14 June 2016 Distribution: SESLHD members Contact: Your organiser

Eastern Suburbs Mental Health Service

Administration Restructure Dear Member, Attached is correspondence the HSU has received from SESLHD regarding a proposed restructure of Administration within the Eastern Suburbs Mental Health Service. Also attached is the current structure and proposed position descriptions. Member feedback requested The HSU industrial team is currently reviewing the potential impacts of the proposed restructure upon affected employees. We are now seeking feedback, views and comments from our members. Please review the attached documentation and provide comment and feedback by close of business Friday 24th June. You can submit it by email to [email protected] with subject line ESMH Admin. HSU organiser and sub-branch involvement Your HSU organiser Graham Conroy will be visiting your workplace shortly and convening a meeting to discuss the matter with affected employees. The HSU is also seeking expressions of interest from members to be part of the consultative process as a workplace delegate in any upcoming USCC meetings regarding this proposal. The most effective way to deal with these kinds of proposals is by taking into account the concerns of the group, agreeing on a way forward and presenting that united position to management. Please distribute this newsletter to your work colleagues for their information and comments and encourage them to attend the meeting. Not a member of the HSU? Now is time to join and have your say! You can join online at www.hsu.asn.au/join-hsu/ or call 1300 478 679 and join over the phone. A union’s effectiveness and negotiation power strongly depends upon the strength and density of its membership base. Join your work colleagues today by becoming a member of the Health Services Union and help us to continue to protect, build and improve your working life. In unity,

Gerard Hayes Secretary, HSU NSW/ACT.

mailto:[email protected]?subject=ESMH Admin

https://www.hsu.asn.au/join-hsu/

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Administration

Eastern Suburbs Mental Health Service

May 2016

The information in this document is confidential. Any dissemination, copying or use of the information

is strictly prohibited.

Restructure Consultation Paper

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TABLE OF CONTENTS

1. OVERVIEW of Eastern Suburbs Mental Health Service Administration

1.1. Organisational Structure

1.2. Responsibilities of Eastern Suburbs Mental Health Service Administration

2. PROPOSED Eastern Suburbs Mental Health Service Administration 2.1. Summary of Changes

2.2. Proposed Organisational Structure

2.3. Rationale

3. PROPOSED POSITION DESCRIPTIONS (Summary)

4. RECRUITMENT/MATCHING PROCESS

5. CONSULTATION

6. RESTRUCTURE TIMEFRAME

7. ATTACHMENTS

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1. OVERVIEW of Eastern Suburbs Mental Health Service Administration

1.1 Current Administration Organisational Structure

Administrative support within Eastern Suburbs Mental Health Service (ESMHS) currently has an establishment of 23.2FTE graded as either Administration Officer or Health Service Manager. Administrative support is provided across three sites: Prince of Wales Hospital, Bondi Junction Community Mental Health Centre, and Maroubra Community Mental Health Centre.

All positions are established as reporting to the HSM1 Administration Manager, with the HSM1 Administration Manager reporting to the Service Director. In practice, positions report to a combination of local clinical managerial staff, a local AO5 and/or to the HSM1.

Administration Officer and Health Service Manager positions at headspace Bondi Junction which has been recently established, have been excluded from this process.

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Current Organisational Structure for Eastern Suburbs Mental Health Service Administration

AO4 1.0FTE Youth Mental Health 1.0FTE

TOTAL Administration HSM1 1.0FTE AO5 3.0FTE AO4 9.0FTE AO3 9.2FTE AO1 1.0FTE 23.2FTE

Administration Manager -HSM 1

MH Executive Unit

Administration Officer – AO5 Executive Unit

ESMHS Executive

Service Director Chief Psychiatrist Clinical Operations Manager

Quality Manager

AO5 1.0FTE Chief Psychiatrist Support AO4 1.0FTE Kiloh Observation Ward Clerk AO4 1.0FTE Kiloh General/PECC Ward Clerk AO3 1.0FTE Kiloh Reception AO3 1.0FTE Mental Health Review Tribunal Hearings AO3 1.0FTE MHICU AO5 1.0FTE Mental Health Rehabilitation Unit AO4 1.0FTE Clinical Academic Support (Aged Care Prof Henry Brodaty) AO3 0.6FTE Clinical Academic Support (Aged Care Psychiatry Prof Brian Draper/ Disability Services Prof

Julian Trollor) AO4 1.0FTE Neuropsychiatry Institute AO4 1.0FTE Liaison Psychiatry/ Aged Care Ward Clerk 10.6FTE

Aboriginal Administration Trainee – AO1

(new 2015)

AO3 1.0FTE Euroa Ambulatory Care Clinics Reception AO3 1.0FTE CSO Euroa Ambulatory Care Clinics (new 2015) AO3 0.4FTE Clinical Academic Support (Black Dog Institute Prof Gordon Parker) AO3 0.6FTE CAFÉ AO3 0.6FTE CAFÉ AO4 1.0FTE Adolescent Psychiatry AO3 0.6FTE Adolescent Psychiatry AO3 0.4FTE Adolescent Psychiatry AO4 1.0FTE Maroubra Reception AO3 1.0FTE Bondi Junction Reception AO4 1.0FTE Bondi Junction

8.6FTE Reporting to Clinical Director, Youth Mental Health:

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1.2 Responsibilities of ESMHS Administrative Staff

Mental Health administrative staff provide a range of clerical, administrative and operational duties, and procedures to support the work of the Service Executive, Nursing, Allied Health and Medical Staff.

Specific tasks of administrative staff include:

Clerical Support

• Provide a high level of customer service to clients, visitors and staff, including managing enquiries, telephone calls, reception areas and paging staff as required.

• Manage enquiries and maintain an accurate log of visitors attending the Unit/Service. • Provide clerical support by documentation typing, preparing correspondence, general

office procedures and support. • Prepare meeting papers and provide secretariat support. • Assist with making appointments and meetings. • Use of TRIM records management system. • Collect and distribute mail, correspondence, faxes and patient-related documents. • Perform general office duties including switchboard, reception, photocopying, filing,

binding and laminating as required. • Ensure adequate stock of office equipment and supplies.

Operational Support

• Raise requisitions and job orders for building maintenance and repair. Follow-up and ensure work is completed.

• Raise planned/standing orders for payment of recurring accounts, prepare invoices for payment and maintain records.

• Provide basic support tasks for telecommunications and computer issues in liaison with IMTD.

• Ensure security is maintained within the buildings, including up to date key register and electronic swipe card register.

• Arrange and investigate/grievance/disciplinary and performance matters for the Administrative staff.

Clinical Support

• Coordinate clinic bookings for clients. • Prepare documentation for admission, reclassification, discharge and transfer of

patients and printing of reports. • Support clinical staff in the use of eMR. • Assist in the processing of Staff Specialists’ TESL. • Enter time and attendance data for some clinical staff. • Maintain register of service fleet vehicles, including organising servicing. • Maintain electronic booking systems for meeting rooms, parking, fleet vehicles,

equipment etc. • Rostering Clinical Staff. • Ensure accurate records and entry of staff time and attendance data, with relation to

rostering, KRONOS and payroll support. • Organise health care interpreter service bookings. • Prepare Magistrate and Tribunal Hearings documentation when required. • Locate and organise delivery/retrieval of medical records.

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2. PROPOSED Eastern Suburbs Mental Health Service Administration Structure

2.1 Summary of Changes

• Regrade all AO4 Administration Officers to AO3 on incumbent employee separation due to centralisation of patient liaison officer responsibilities to District-wide AO4 position (573004) and creation of 2 x AO5 Administration Supervisor positions.

• HSM1 to report to Clinical Operations Manager. HSM1 to provide line management to 2 x AO5 Administration Supervisors in collaboration with departmental managers. AO5 Administration Supervisors to provide line management to all other Administration Officers.

• Creation of AO5 Administration Supervisor responsible for administrative staff within inpatient areas and for those staff providing Clinical Academic support. Position to be located in Kiloh Centre and report to the HSM1 Administration Manager.

• Deletion of 1.0FTE AO5 providing Chief Psychiatrist support. Chief Psychiatrist support to be provided in the Executive Unit (see below).

• Creation of AO3 Chief Psychiatrist/Executive Unit Support reporting to the HSM1 Administration Manager. Position to provide support to the Chief Psychiatrist, and remainder of the Executive Unit (Service Director, Clinical Operations Manager and Quality Manager).

• Deletion of AO5 Mental Health Rehabilitation Unit. Ward clerk duties of MHRU to be subsumed into AO3 Neuropsychiatry Institute support position.

• Creation of AO5 Administration Supervisor responsible for administrative staff within community and ambulatory areas. Position to be located at Maroubra Community Mental Health Centre and to have line management of administrative staff within Community Mental Health Centres, CAFÉ, Adolescent Psychiatry and Ambulatory areas.

• Creation of AO3 CSO position providing medical records support to staff in the Community Health Centres. Position to be primarily based at Maroubra Community Mental Health Centre, with travel across ambulatory areas as required.

• Deletion of AO4 at Bondi Junction Community Mental Health Centre. • AO4 Youth Mental Health to provide leave and break relief support to Bondi Junction

Community Mental Health Centre. • Creation of AO3 relief position, to provide general support across ESMHS as

required, with a focus on leave relief for patient-facing positions. Position to report to HSM1.

• Deletion of AO3 0.6FTE CAFÉ. Extension of 2.0FTE Adolescent Psychiatry responsibilities to encompass administration at CAFÉ.

• General ad-hoc ACT support to be provided by AO3 MHICU Reception/Ward Clerk. • Deletion of AO3 Mental Health Tribunal Hearings. Following the renovation of the

Euroa Centre in 2015, all ambulatory clinics have relocated from Kiloh Centre to the Euroa Centre. A Clinical Support Officer (CSO) position at AO3 grading was created in 2015 to provide support to the consolidated clinics in the Euroa Centre. A District-wide Patient Liaison Officer position was also created in 2015 to provide support to Kiloh Centre in relation to collection of patient details and insurance status, with a view to maximising patient fees revenue. This has significantly reduced these duties for the administration positions in Kiloh Centre, and therefore will further increase the capacity of the 2FTE ward clerk positions, with additional support to be provided by

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the new AO5 Administration Supervisor. Administration support for Tribunal and Magistrate Hearings to be absorbed into the AO3 Kiloh Reception, with reception cover to be provided by the local ward clerks or Administration Supervisor.

• Review of all position descriptions, with greater standardisation and generalisation of support roles.

• Review clerical intake process for CAFÉ and Adolescent Psychiatry. • Investment in systems and supervisory training for AO5 and HSM1 positions. • All Administration Officers to be trained in KRONOS data entry. AO5 to prepare

KRONOS for signoff with approval by Clinical Operations Manager. • Performance development to be undertaken by the HSM1, in conjunction with AO5

line manager. • Greater clustering of staff’s physical locations where possible to increase

transferability of roles, e.g. Clinical Academic Support. • Installation of Lanier dictation system or similar automated dictation software, and

rollout to all clinicians. • Phase out physical transport of medical records management, including transport of

records in Community Mental Health and CAMHS.

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2.2 Proposed Organisational Structure

The following organisational chart for ESMHS Administration has been developed for consideration and discussion:

Administration Manager – HSM1 MH Executive Unit

Administration Officer – Level 5 Executive Unit

Location: Euroa

ESMHS Executive

Service Director Chief Psychiatrist Clinical Operations Manager

Quality Manager

Administration Supervisor – Level 5 Line Management: Inpatient areas,

Clinical Academic Support Location: Kiloh

Administration Supervisor – Level 5 Line Management: Euroa, Child, Adolescent, Community areas

Location: Maroubra

AO3* 1.0FTE Kiloh Observation Ward Clerk AO3* 1.0FTE Kiloh General/PECC Ward Clerk AO3 1.0FTE Kiloh Reception incl MH Tribunal AO3 1.0FTE MHICU Reception/Ward Clerk/ACT AO3* 1.0FTE Neuropsychiatry Institute/ MHRU Ward Clerk AO3 0.6FTE Clinical Academic Support (Disability Services Prof Julian Trollor/ Aged Care Psychiatry Prof

Brian Draper) AO3 0.4FTE Clinical Academic Support (Black Dog Institute Prof Gordon Parker) AO3* 1.0FTE Liaison Psychiatry/ Aged Care Ward Clerk AO3* 1.0FTE Clinical Academic Support (Aged Care Prof Henry Brodaty) 8.0FTE

Reporting to Clinical Director, Youth Mental Health: AO3* 1.0FTE Youth/ Bondi Junction support 1.0FTE

Reporting to Clinical Information Coordinator, District Mental Health:

AO3 1.0FTE CSO Ambulatory 1.0FTE

Aboriginal Administration Trainee – Level 1

AO3 1.0FTE Euroa Reception AO3 1.0FTE CSO Euroa Ambulatory Care Clinics AO3 0.8FTE CAFÉ, Adolescent Psychiatry AO3* 1.0FTE Adolescent Psychiatry, CAFÉ AO3 0.6FTE Adolescent Psychiatry, CAFÉ AO3 0.4FTE Adolescent Psychiatry, CAFÉ AO3* 1.0FTE Maroubra Reception AO3 1.0FTE Bondi Junction Reception 6.8FTE

Administration Officer – Level 3 Chief Psychiatrist/Executive Unit

Location: Euroa

*All AO4 positions to be regraded to AO3 upon incumbent employee separation TOTAL Administration

HSM1 1.0FTE AO5 3.0FTE AO4(3*) 8.0FTE AO3 10.87FTE AO1 1.0FTE 23.87FTE

Administration Officer – Level 3 Relief position

Location: Euroa

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2.2.1 Summary of FTE changes by area

CURRENT PROPOSED Inpatient areas/Clinical Academic support Inpatient areas/Clinical Academic support AO5 1.0FTE Administration Supervisor Inpatient areas/ Clinical

Academic support (Kiloh location) NEW

AO4 1.0FTE Kiloh Observation Ward Clerk AO3* 1.0FE Kiloh Observation Ward Clerk

AO4 1.0FTE Kiloh General/PECC Ward Clerk AO3* 1.0FTE Kiloh General/PECC Ward Clerk

AO3 1.0FTE Mental Health Review Tribunal Hearings Deleted

AO3 1.0FTE Kiloh Reception AO3 1.0FTE Kiloh Reception incl MH Tribunal Hearings

AO3 1.0FTE MHICU Reception/Ward Clerk AO3 1.0FTE MHICU Reception/Ward Clerk/ACT support

AO3 1.0FTE Administration Support Relief (Inpatient/Ambulatory) NEW

AO5 1.0FTE Mental Health Rehabilitation Unit (MHRU) Deleted

AO4 1.0FTE Liaison Psychiatry/ Aged Care Ward Clerk AO3* 1.0FTE Liaison Psychiatry/ Aged Care Ward Clerk

AO4 1.0FTE Neuropsychiatry Institute AO3* 1.0FTE Neuropsychiatry Institute/ MHRU Ward Clerk

AO4 1.0FTE Clinical Academic Support (Aged Care Psychiatry Prof Brian Draper)

AO3* 1.0FTE Clinical Academic Support (Aged Care Psychiatry Prof Henry Brodaty)

AO3 0.6FTE Clinical Academic Support (Aged Care Psychiatry/ Disability Services Prof Julian Trollor)

AO3 0.6FTE Clinical Academic Support (Aged Care Psychiatry Prof Brian Draper/ Disability Services Prof Julian Trollor)

AO3 0.4FTE Clinical Academic Support (Black Dog Institute Prof Gordon Parker)

AO3 0.4FTE Clinical Academic Support (Black Dog Institute Prof Gordon Parker)

TOTAL: 10.0FTE TOTAL: 10.0FTE

Ambulatory areas Ambulatory areas

AO3 1.0FTE Euroa Ambulatory Care Clinics AO3 1.0FTE Euroa Ambulatory Care Clinics

AO3 1.0FTE CSO Euroa Ambulatory Care Clinics AO3 1.0FTE CSO Euroa Ambulatory Care Clinics

AO3 0.6FTE CAFÉ AO3 0.8FTE Adolescent Psychiatry and CAFÉ

AO3 0.6FTE CAFÉ Deleted

AO4 1.0FTE Adolescent Psychiatry AO3* 1.0FTE Adolescent Psychiatry and CAFÉ

AO3 0.6FTE Adolescent Psychiatry AO3 0.6FTE Adolescent Psychiatry and CAFÉ

AO3 0.4FTE Adolescent Psychiatry AO3 0.4FTE Adolescent Psychiatry and CAFÉ

TOTAL FTE: 5.2FTE TOTAL FTE: 4.8FTE Community Centres Community Centres

AO5 1.0FTE Administration Supervisor Community/ Ambulatory areas (Maroubra location) NEW

AO4 1.0FTE Maroubra Reception AO3* 1.0FTE Maroubra Reception

AO3 1.0FTE Bondi Junction Reception AO3 1.0FTE Bondi Junction Reception

AO4 1.0FTE Bondi Junction Deleted

AO3 1.0FTE Clinical Support Officer (Ambulatory) NEW

AO4 1.0FTE Youth Mental Health AO3* 1.0FTE Youth Mental Health/Bondi Junction Support

TOTAL FTE: 4.0FTE TOTAL FTE: 5.0FTE Executive Unit Executive Unit HSM1 1.0FTE Administration Manager HSM1 1.0FTE Administration Manager

AO5 1.0FTE Administration Officer Executive Unit AO5 1.0FTE Administration Officer Executive Unit

AO1 1.0FTE Aboriginal Administration Trainee AO1 1.0FTE Aboriginal Administration Trainee

AO5 1.0FTE Chief Psychiatrist Support AO3 1.0FTE Chief Psychiatrist Support/Executive Unit

TOTAL FTE: 4.0FTE TOTAL FTE: 4.0FTE

GRAND TOTAL: 23.2FTE GRAND TOTAL: 23.8FTE

*All AO4 positions to be regraded to AO3 upon incumbent employee separation

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2.3 Rationale for change

Administrative Review 2015

Between January and April 2015, the Director of Operations, Mental Health Service commissioned a review of administrative services in response to a District-wide request by the Chief Executive.

The main objectives of the local review were to:

a. Review position descriptions of non-clinical Health Service Managers and Administration Officers, and update where appropriate.

b. Review reporting structures for administrative staff, including governance structures and professional support.

c. Review of administrative processes and systems and identification of opportunities for improvement.

Over the course of the Administrative Review, the following issues were identified that require attention:

• Significant service developments have occurred in recent years without the reconfigurations of staffing to align with the needs of the Service.

• Lack of clarity regarding administrative roles and responsibilities. • Unclear coordination and management of administrative staff across the Service. • Unclear reporting lines for administrative positions. • Inconsistency of reporting structure for HSM1 with District peers, i.e. reports to Service

Manager rather than Clinical Operations Manager. • Significant overlap between the HSM1 Administration Manager and the AO5

Administration Supervisor in the Executive Office. • Large number of established positions reporting to HSM1 Administration Manager. • Incomplete Performance Reviews. • Insufficient investment in professional development activities. • Poor succession planning. • Out-of-date position descriptions. • Limited flexibility and adaptability of staff. • The advent of eMR and CHOC online systems reducing the need for hard copy client

medical records. • Significant volume of dictation of clinic/medical staff correspondence. • Variable support provided to Medical Staff, with high level of support provided to some

individual Clinical Academics. • Inappropriate transport and storage of medical records off campus at Community

Mental Health locations.

3 Proposed changes to positions (summary)

The following positions will be submitted to the appropriate Grading committees for review in line with the Health Employees’ Administrative Staff (State) Award:

• Administration Manager – HSM1

This position is to coordinate and manage administrative functions for the ESMHS; including recruitment, performance management, purchasing and records management. The position is to report to the Clinical Operations Manager to provide greater consistency in administrative structures across the District, and to ensure the Clinical Operations Manager is kept abreast of administrative issues which may impact on service delivery. The Administration Manager is to have six direct reports: 3 x AO5,

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2 x AO3, and 1 x AO1 Aboriginal Trainee. All other administrative staff within ESMHS are to be line managed by the AO5 positions (with the exception of AO3 Youth Mental Health/ Bondi Junction Support).

• Administration Officer – AO5 – Executive Unit

This position is to provide high level executive and administrative support to the Service Director and Clinical Operations Manager of the Eastern Suburbs Mental Health Service.

• Administration Supervisor – AO5 – Inpatient/Clinical Academic Support

This position is to have line management responsibilities for 8.0FTE administrative staff within the inpatient areas, and to those staff providing support to the ESMHS Clinical Academics located on the Prince of Wales Hospital Campus. The position is to be located at Kiloh Unit. This position will provide additional support the Consultant Psychiatrist Superintendent as required, and will provide secretarial support to the Inpatient Services Manager.

• Administration Supervisor – AO5 – Community/Ambulatory

This position is to have line management responsibilities for 6.8 FTE administrative staff within the ambulatory, Adolescent Psychiatry, Child and Family East (CAFÉ) and Community Mental Health Centre areas. The position is to be located at Maroubra Community Mental Health Centre to provide additional support to the Centre’s Reception, and will travel across ESMHS as required. The position will provide support to the Community Services Manager and the Community Team Leaders.

• Administration Officer – AO3 – Chief Psychiatrist/Executive Unit

This position is to provide support to the ESMHS Executive Unit in Euroa Centre. In particular, this position will support the Chief Psychiatrist. A key accountability is the development of clinical staff rosters under the advice of the Chief Psychiatrist.

• Administration Officer – AO3 – Relief position

The position is to provide administrative relief support across the Prince of Wales Hospital Campus at the discretion of the Administration Manager in consultation with the Administration Supervisor Inpatient/Clinical Academic Support. Priority positions for backfill are patient-facing positions in Inpatient areas. At other times, the position will support the ESMHS Executive Unit carrying out duties in accordance with the award and under the supervision of the Administration Manager.

• Administration Officer – AO3 – Kiloh Observation Unit Ward Clerk

The position is to provide general administrative support and ward clerk duties for the Observation Unit of Kiloh Centre.

• Administration Officer – AO3 – Kiloh General/PECC Ward Clerk

The position is to provide general administrative support and ward clerk duties to Kiloh General Ward and the Psychiatric Emergency Care Centre.

• Administration Officer – AO3 – Kiloh Reception/Mental Health Tribunal Hearings

The position is to provide Kiloh Reception support, Mental Health Tribunal Hearings organisation and administration, and other duties as directed by the Administration Supervisor AO5 Inpatient/Clinical Academic Support.

• Administration Officer – AO3 – MHICU Reception/Ward Clerk/ACT

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The position is to be based at MHICU reception, performing reception and ward clerk duties for MHICU, and providing ad-hoc support to the Acute Care Team (ACT). With the advent of eMR for client records across inpatient, outpatient and community sites, transporting records for the ACT is now redundant. Administration support for the Acute Care Team includes eMR data entry.

• Administration Officer – AO3*– Neuropsychiatry Institute/ MHRU Ward Clerk

The position is to provide the support functions to the Neuropsychiatry Institute, and ward clerk duties for the Mental Health Rehabilitation Unit. Regrade of this position to AO3 is to be pursued on incumbent employee separation.

• Administration Officer – AO3 – 0.6FTE –Clinical Academic Support (Intellectual Disability Services Prof Julian Trollor, Aged Care Psychiatry Prof Brian Draper)

The position is to provide administrative support to the Clinical Academics for Intellectual Disability Services and Aged Care Psychiatry.

• Administration Officer – AO3 – 0.4FTE – Clinical Academic Support (Black Dog Institute Prof Gordon Parker)

The position is to provide administrative support to the Clinical Academic of Black Dog Institute, Prof Gordon Parker.

• Administration Officer – AO3 – 1.0FTE – Clinical Academic Support (Aged Care Psychiatry Prof Henry Brodaty)

The position is to provide support to the Clinical Academic of Aged Care Psychiatry Prof Henry Brodaty.

• Administration Officer – AO3* – Consultation Liaison Psychiatry, Aged Care Ward Clerk

The position is to provide the support functions to the Consultation Liaison Psychiatrists, and ward clerk duties to the Aged Care Ward and the Mental Health Rehabilitation Unit. Regrade of this position to AO3 is to be pursued on incumbent employee separation.

• Administration Officer – AO3 – Euroa Ambulatory Care Centre Reception

This position is to provide reception and administrative support for all clinics located in Euroa Ambulatory Care Centre, including the Memory Clinics relocated in 2015.

• Administration Officer – AO3 – CSO Euroa Ambulatory Care Centre

The position is to provide support for all clinics located in Euroa Ambulatory Care Centre. Key accountabilities include providing specialist support in the collection, analysis and dissemination of mental health data.

• Administration Officer – AO3 – CAFÉ, Adolescent Psychiatry – 0.8FTE

The position is to perform reception duties and provide administrative support predominantly to CAFÉ, with assistance to Adolescent Psychiatry.

• Administration Officer – AO3* – Adolescent Psychiatry, CAFÉ – 1.0FTE

The position is to provide administrative support across Adolescent Psychiatry and CAFÉ. Regrade of this position to AO3 is to be pursued on incumbent employee separation.

• Administration Officer – AO3 – Adolescent Psychiatry, CAFE – 0.6FTE

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The position is to provide administrative support across Adolescent Psychiatry and CAFÉ.

• Administration Officer – AO3 – Adolescent Psychiatry, CAFE – 0.4FTE

The position is to provide administrative support across Adolescent Psychiatry and CAFÉ.

• Administration Officer – AO3* – Maroubra Reception

The position is to be responsible for managing the reception for Maroubra Community Mental Health Centre. Regrade of this position to AO3 is to be pursued on incumbent employee separation.

• Administration Officer – AO3 – Clinical Support Officer Ambulatory

The position is to provide support for all ambulatory data collection in Eastern Suburbs Mental Health Service, with key accountabilities chiefly providing specialist support in the collection, analysis and dissemination of Mental Health activity data.

• Administration Officer – AO3* – Bondi Junction Reception

The position is to be responsible for managing the reception for Bondi Junction Community Mental Health Centre. Regrade of this position to AO3 is to be pursued on incumbent employee separation.

• Administration Officer – AO3* – Youth Mental Health/Bondi Junction Support

This position is to report to the District Coordinator, Youth Mental Health and primarily support the Youth Mental Health and Early Psychosis Teams of SESLHD MHS. A key accountability of the position is to provide administrative support as required, including leave relief, to Bondi Junction Community Mental Health Centre. Regrade of this position to AO3 is to be pursued on incumbent employee separation.

4 Recruitment/ Matching Process

The following people will have a change to their line management:

COST CENTRE

POSITION NUMBER

POSITION CLASSIFICATION

FIRST NAME

SURNAME ASG. NO ASG. CATEGORY ASG WORKING

HOURS 181386 519223 Health MgrLvl 1 Joanna Georgakis 53008345 Full Time - Perm 38

181386 519227 Admin Off Lvl 5 Christopher Johnson 60066696 Full Time - Perm 38

181386 519238 Admin Off Lvl 4 Neha Sharma 60039223 Full Time - Perm 38

181386 519251 Admin Off Lvl 4 Zisheng Shao 53058930 Full Time - Perm 38

181386 519229 Admin Off Lvl 3 Megan Newcombe 56017474 Full Time - Perm 38

181386 592618 Admin Off Lvl 1 Keisha Simpson 60049726 Aboriginal Trainee 38

181366 504455 Admin Off Lvl 3 Michele Stewart 56152083 Full Time - Perm 38

181386 519224 Admin Off Lvl 4 Margaret Fitzgerald 53008100 Full Time - Perm 38

181386 519308 Admin Off Lvl 3 Michele De Permentier 53007535 Old Part Time 27

181386 519302 Admin Off Lvl 4 Demi Pandol 56155894 Full Time - Perm 38

181386 519274 Admin Off Lvl 4 Seema Sharma 60012453 Full Time - Perm 38

181386 519310 Admin Off Lvl 3 Courtney Delaney 60032555-2 Full Time - Perm 38

181386 546076 Admin CSO Lvl 3 Janis Riddell 60041890 Full Time - Perm 38

181386 557937 Admin Off Lvl 3 Penelope Sawdy 60037370 Part Time - Perm 16

181386 519241 Admin Off Lvl 4 Silvia Lara 53061767 Full Time - Perm 38

181386 519236 Admin Off Lvl 3 Lesley O'Connor 53011328 Old Part Time 24

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181386 519239 Admin Off Lvl 3 Donna Fowler 60035319 Part Time - Perm 16

181386 519248 Admin Off Lvl 3 Wendy Bullen 56140345 Part Time - Perm 24

181386 519245 Admin Off Lvl 3 Kim Turner 53048621 Part Time - Perm 24

181386 519292 Admin Off Lvl 4 Petronilla Canto 53058841 Full Time - Perm 38

181386 519232 Admin Off Lvl 3 Karen Booth 53006330 Full Time - Perm 38

180664 505525 Admin Off Lvl 4 Ewa Dobrowolska 60013307 Full Time - Perm 38

The following people will be declared affected:

COST CENTRE

POSITION NUMBER

POSITION CLASSIFICATION

FIRST NAME

SURNAME ASG. NO ASG. CATEGORY ASG WORKING

HOURS 181386 519235 Admin Off Lvl 5 Lizbeth Tarn 53012815 Full Time - Perm 38

181386 519234 Admin Off Lvl 3 Rodica Gruia 53026214 Full Time - Perm 38

181386 519233 Admin Off Lvl 4 Wanda Wisniewska 53013577 Full Time - Perm 38

After the consultation period has finished, Expressions of Interest (EOI) will be called initially from within ESMHS. Expressions of Interest from affected staff will be assessed using merit based criteria by a selection panel. Staff members who have not been appointed to a position in the new structure will be formally declared excess. Positions unfilled through this process will be then be advertised in line with NSW Health recruitment policies.

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PROCESS MAP FOR ORGANISATIONAL RESTRUCTURES

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5 Consultation

5.1 Consultation with Affected Staff

It is proposed that affected staff will be consulted via a staff consultation meeting to explain the proposed restructure and seek comments. The HSU will be issued the document following the meeting, and will be invited to attend a meeting one week later. The comments and feedback of staff and the HSU will be assessed in line with the SESLHD Change Management Policy PD245. 5.2 Counselling and Vocational Assessment Services for Affected Staff

The Employee Assistance Program (EAP) is available to provide confidential, no cost psychological support and career counselling to all staff throughout the restructure process. The service is an opportunity to discuss any concerns staff may have with a professional counsellor/ psychologist. 6 Restructure Timeframe

Step Output Date (week commencing)

Restructure consultation documents approved

Restructure Consultation Paper

9 April 2016

Consultation with staff Restructure Consultation Paper

Agenda and minutes of consultation meetings

25 May 2016

Consultation with HSU Restructure Consultation Paper

Agenda and minutes of consultation meetings

25 May 2016

Written advice issued to affected staff

Letter to advise of ‘affected status’

20 June 2016

(indicative – dependent on the length of the consultation period)

Process of direct matching of affected staff to positions in new structure

Letter to advise of matching to position

27 June 2016

Submission of expressions of interest for remaining vacant positions (for staff not matched to positions)

EOI application form 4 July 2016

Selection process for positions

Assessment of EOI application (interview if more than one applicant for one position, or position is higher grade than applicant currently)

18 July 2016

Recruitment to vacant 25 July 2016

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positions where staff not matched or appointed

Staff not matched or appointed to positions are declared excess

Letter to advise of ‘excess status’ and the option to choose a voluntary redundancy or seek redeployment

25 July 2016

Voluntary redundancies declined/accepted

12 August 2016 Staff who accepted VRs to exit SESLHD

Staff who declined VRs to be provided with case management and career assistance

Letter to advise of allocation of HR Consultant for case management

August 2016

Written advice to staff unable to be placed in positions after three months of case management to receive forced redundancy

Letter to advise of forced redundancy

October/November 2016

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Position Details Position Number:

Position Title: HEALTH SERVICE MANAGER HSM1 (1.0) Administration Manager

Cost Centre: 181386 Percentage: 100%

Organisation: South Eastern Sydney Local Health District

Location: Mental Health Program Executive Euroa Centre - Prince of Wales Hospital Campus

Facility: Eastern Suburbs Mental Health Service Prince of Wales Hospital Campus.

Are multiple Awards relevant to this position? No

Award: Health Employees Administrative Staff (State) Award Classification: Health Manager

Level 1

Registration and Licence requirements: Not Applicable

Specialty Code: Not Applicable

Vaccination Category: Category A

Responsible to: Clinical Operations Manager

Responsible for (staff): Direct: 6; Indirect: 17

Position Description Approved/Reviewed: January 2016

Primary Purpose of the Position South Eastern Sydney Local Health District (SESLHD) is committed to improving the care provided to our patients in line with our vision of Working together to improve the health and wellbeing of our community. The Administration Manager is to coordinate and manage the day-to-day provision of a high quality administrative service to support the objectives of the Eastern Suburbs Mental Health Service. Responsibilities include ensuring procedures are in place to allow administrative work to be completed accurately and on time, coordinating and managing administrative function for complaints/HCCC/Ministerials, recruitment, records management and purchasing. In collaboration with the Administration Supervisors, the position is to ensure supervision of all administrative staff within the Service including coordination of human resources, work allocation, staff appraisals and staff development. The position is primarily based at Prince of Wales Hospital, Randwick. However travel across the Eastern Suburbs Mental Health Service for line management of staff is required of the position. Key Accountabilities • Provide a full range of high level administrative duties and managing work priorities and work flow within

allocated resources, to ensure delivery of efficient and effective running of administrative support for the Eastern Suburbs Mental Health Service.

• Participate in human resource management functions including recruitment, orientation, training, coaching, performance management and appropriate supervision of administrative staff according to District policy.

• Manage correspondence for the Eastern Suburbs Mental Health Executive, including Ministerial & HCCC correspondence under the direction of the Service Director and/or Clinical Operations Manager.

• Coordinate Sector meetings/committees as directed by the Service Director/Clinical Operations Manager, including preparation of agendas and minutes.

• Maintain register of service fleet vehicles including organising servicing and booking allocation. • Ensure security is maintained within the buildings, including up to date key register and electronic swipe card

register. • Ensure accurate records and entry of staff time and attendance data, with relation to KRONOS and payroll

support. • Ensure purchasing functions are effectively maintained. • Ensure appropriate distribution, coordination and monitoring of all administrative workload/duties and timely

production of clinical and administrative rosters.

19

• Liaise and maintain effective relationships with senior managers and staff to facilitate high quality patient/client focused services.

• Draft accurate and concise reports, documents, minutes and correspondence, including the preparation of complex correspondence for review and approval by senior officers, in accordance with SESLHD policies and procedures.

• Maintain the TRIM records management system and create, store, retrieve and archive files to ensure the accurate and safe storage of information.

• Develop, maintain and review systems and procedures to improve office efficiency and ensure the delivery of a quality service to internal and external customers.

• Act as an appropriate and effective role model and promote a culture and supporting practices that reflect the organisational values through demonstrated behaviours and interactions with patients/clients/employees.

• Maintain responsibilities for personal and professional development by participating in training/education activities, and performance reviews in order to continuously improve the level and quality of service.

• All staff are expected to take reasonable care that their actions do not adversely affect the health and safety of others, that they comply with any reasonable instruction that is given them and with any reasonable policies/procedures relating to health or safety in the workplace, as well as notifying any hazards/risks or incidents to their managers.

• Comply with and implement the NSW Health Work Health and Safety Better Practice Procedures by identifying, assessing, eliminating/controlling and monitoring hazards and risks within the workplace, to the extent of delegated authority for the role.

• Coordinate correspondence, briefings and other communications (including incoming telephone calls) in to and out of the Service Executive to ensure they are recorded, tracked and actioned by the appropriate Executive member in a timely manner.

• Ensure that all business processes (financial, procurement, human resources etc.) for the Executive are undertaken in a timely and effective manner.

• Contribute to the development and implementation of improvements in the Service’s administrative support and associated systems.

• Prioritise access to the Mental Health Executive and ensure tasks are completed as requested. • Support business processes via the use of software and systems, including but not limited to Microsoft Office

packages (Word, Outlook, PowerPoint), KRONOS, ERecruit, Oracle, Office Max, Tollstreamdirect, eMR, iPM, TESL, Staples, Salmat.

• Raise requisitions and job orders for building maintenance and report. Follow up and ensure work is completed in a safe and efficient manner.

• Perform other duties consistent with the award as directed. Key Challenges and Influences Challenges/Problem Solving: § Managing the day-to-day work activities of the administration team and ensuring the necessary skills and

experience are available to meet the challenges of a demanding workload. § Coordinating and allocating staff in the context of competing priorities and high volumes of work amidst limited

resources. § Maintaining current knowledge of the frequently changing policies and procedures. § Monitoring the quality of work generated by administration and providing training as required. Communication: § Communicating regularly with a wide range of stakeholders. § Externally, developing and maintaining effective relationships with a wide variety of stakeholders. Decision Making/Influence: § The Administration Manager has substantial autonomy in the day-to-day management of administration staff

and other resources in the Eastern Suburbs Mental Health Service, including determining priorities and schedules for others to achieve work objectives.

§ Negotiating resource allocation in an environment faced with limited resources and increasing activity pressures.

Selection Criteria 1. Demonstrated experience in the management of an administration team, including staff selection, training,

systems improvement, staff development, conflict management, performance management and annual staff appraisals.

2. Highly developed skills in prioritisation, organisation and time management along with an ability to work independently and unsupervised in order to meet deadlines.

3. Highly developed computer literacy skills, including proficiency in the use of human resources information systems (KRONOS, StaffLink, ERecruit), eMR, Microsoft Office (Word, Outlook, Powerpoint, Excel), and other standard Health Service applications (Oracle, Salmat, TRIM).

20

4. Excellent communication skills, verbal and written, including ability to deal confidently and courteously with people at all levels

5. Demonstrated ability to accurately and clearly write reports, documents and correspondence with a very high level of attention to detail, including drafting correspondence for senior managers.

6. Demonstrated problem-solving skills and ability to integrate complex information from multiple sources. 7. Ability to work independently and with demonstrated capacity for effective teamwork 8. Considerable tact and diplomacy with proven ability to maintain confidentiality and manage sensitive issues. Employment Screening Checks

National Criminal Record Check National Criminal Record Check (Aged Care) Working with Children Check

21

JOB DEMANDS CHECKLIST Frequency

I Infrequent – intermittent activity exists for a short time on a very infrequent basis C Constant – activity exists for more than 2/3 of the time when

performing the job

O Occasional - activity exists up to 1/3 of the time when performing the job R Repetitive – activity involves repetitive movements

F Frequent – activity exists between 1/3 and 2/3 of the time when performing the job N/A Not applicable – activity is not required to perform the job

CR

ITIC

AL

*

PHYSICAL DEMANDS - DESCRIPTION(comment)

FREQUENCY

I

O

F

C

R

N/A Sitting Remaining in a seated position to perform tasks X Standing Remaining standing without moving about to perform tasks X Walking Floor type: even/uneven/slippery, indoors/outdoors, slopes X Running Floor type: even/uneven/slippery, indoors/outdoors, slopes X Bend/ Lean Forward from Waist Forward bending from the waist to perform tasks X Trunk Twisting Turning from the waist while sitting or standing to perform tasks X Kneeling Remaining in a kneeling posture to perform tasks X Squatting/ Crouching Adopting a squatting or crouching posture to perform tasks X Leg/ Foot Movement Use of leg and or foot to operate machinery X Climbing (stairs/ladders)Ascend/ descend stairs, ladders, steps, scaffolding X Lifting/ Carrying

Light lifting & carrying – 0 – 9kg X

Moderate lifting & carrying – 10 – 15kg X Heavy lifting & carrying – 16kg and above X Reaching Arms fully extended forward or raised above shoulder X Pushing/ Pulling/ Restraining Using force to hold/restrain or move objects toward

or away from body X

Head/ Neck Postures Holding head in a position other than neutral (facing forward) X Hand & Arm Movements Repetitive movements of hands & arms X Grasping/ Fine Manipulation Gripping, holding, clasping with fingers or hands X Work at Heights Using ladders, footstools, scaffolding, or other objects to perform

work X

Driving Operating any motor powered vehicle X

CR

ITIC

AL

*

SENSORY DEMANDS - DESCRIPTION (comment)

FREQUENCY

I

O

F

C

R

N/A

Sight Use of sight is an integral part of work performance e.g. viewing of X-rays, computer screen

X

Hearing Use of hearing is an integral part of work performance e.g. telephone enquiries

X

Smell Use of smell is an integral part of work performance e.g. working with chemicals

X

Taste Use of taste is an integral part of work performance e.g. food preparation X Touch Use of touch is an integral part of work performance X

CR

ITIC

AL

*

PSYCHOSOCIAL DEMANDS – DESCRIPTION (comment) Assisting â

FREQUENCY

I

O

F

C

R N/A

Distressed people e.g. emergency or grief situations X Aggressive & uncooperative people e.g. drug/alcohol, dementia, mental illness X Unpredictable people e.g. dementia, mental illness, head injuries X Restraining Involvement in physical containment of patients/clients X Exposure to distressing situations e.g. child abuse, viewing dead/mutilated

bodies X

CR

ITIC

AL

*

ENVIRONMENTAL HAZARDS – DESCRIPTION (comment)

FREQUENCY

I

O

F

C

R N/A

Dust Exposure to atmospheric dust X

22

Gases Working with explosive or flammable gases requiring precautionary measures X Fumes Exposure to noxious or toxic fumes X Liquids Working with corrosive, toxic or poisonous liquids or chemicals requiring

PPE X

Hazardous substances e.g. dry chemicals, glues X Noise Environmental/background noise necessitates people to raise their voice to be

heard X

Inadequate lighting Risk of trips, falls or eyestrain X Sunlight Risk of sunburn exists from spending more than 10 minutes per work day in

sunlight X

Extreme temperatures Environmental temperatures are < 15°C or > 35°C X Confined spaces Areas where only one egress (escape route) exists X Slippery or uneven surfaces Greasy or wet floor surfaces, ramps, uneven

ground X

Inadequate housekeeping Obstructions to walkways and work areas cause trips & falls

X

Working at heights Ladders/stepladders/ scaffolding are required to perform tasks X Biological hazards e.g. exposure to body fluids, bacteria, infectious diseases X

23


Position Title: ADMINISTRATION OFFICER LEVEL 3 (1.0) Chief Psychiatrist Support/ Mental Health Executive

Cost Centre: 181386 (Cost) Percentage: 100%


Location: Mental Health Executive / Chief Psychiatrist Eastern Suburbs Mental Health Service – Prince of Wales Hospital Campus

Facility: Eastern Suburbs Mental Health Service, Prince of Wales Hospital Campus, Randwick


Award: Health Employees Administrative Staff (State) Award Classification: Administration

Officer Level 3 Registration and Licence requirements: N/A

Specialty Code: N/A

Vaccination Category: Vaccination Category A

Responsible to: Administration Manager – HSM1

Responsible for (staff): Nil


Primary Purpose of the Position South Eastern Sydney Local Health District (SESLHD) is committed to improving the care provided to our patients in line with our vision of Working together to improve the health and wellbeing of our community. The position is to provide a high range of administrative, customer service and clerical support services to enable the Eastern Suburbs Mental Health Service Executive to achieve their objectives in a timely, reliable and efficient manner The position is primarily based at Prince of Wales Hospital. However travel across the Eastern Suburbs Mental Health Service to assist with vacancies and leave relief may at times be required, as directed by the Administration Manager.

Key Accountabilities • Provide a range of customer service, administrative and clerical support services, selecting the most appropriate

method and sequence to ensure delivery of efficient and effective patient/client focused services. Administrative services include but are not limited to: reception duties, paging medical and nursing staff, preparation of patient lists, preparation of minutes, ordering of stationary, typing, photocopying, data collection, filing.

• Respond to a range of enquiries with internal and external stakeholders (in person and over the phone) providing information and referring enquiries in a confidential, effective and responsive manner.

• Maintain medical records systems: record, create, store, update and retrieve information ensuring the accurate, confidential and safe storage of information.

• Maintain and distribute rosters for registrars and consultants under the direction of the Chief Psychiatrist. • Communicate and liaise with stakeholders and other members of the health care team to ensure the provision

of quality support services. • Participate in Department meetings and initiatives regarding quality improvement, and Work Health and Safety • Act as an appropriate and effective role model and promote a culture and supporting practices that reflect the

organisational values through demonstrated behaviours and interactions with patients/clients/employees. • Maintain responsibilities for personal and professional development by participating in training/education

activities, and performance reviews in order to continuously improve the level and quality of service. • All staff are expected to take reasonable care that their actions do not adversely affect the health and safety of

others, that they comply with any reasonable instruction that is given them and with any reasonable policies/procedures relating to health or safety in the workplace, as well as notifying any hazards/risks or incidents to their managers.

• Use of software packages, including but not limited to KRONOS, Oracle, ERecruit, OfficeMax, Tollstreamdirect, eMR, iPM and BEIMS

24

• Perform other duties consistent with the award as directed.

Key Challenges and Influences Challenges/Problem Solving: • Organising daily routines to meet deadlines and responding to problems or conflict • Attending to the wide variety of day-to-day administrative tasks resolving them on behalf of the Manager of the

unit/department • Managing enquiries from demanding and/or emotional patients/relatives Communication: • Communicating regularly with internal and external stakeholders and other health team members and is

required to develop and maintain these relationships. Decision Making/Influence: • Decision making in day-to-day operational matters and escalate more complex issues to Administration

Supervisor Level 5 • Work is performed under broad supervision but requires some independent action • Exercise basic judgement in selecting and applying established principles, techniques and methods to solve

problems of a simple nature Selection Criteria 1. Ability to perform a wide range of administrative tasks in a demanding workload 2. Experience of responding to a range of enquiries and determining the appropriate response in a complex work

environment 3. High level interpersonal, written and verbal communication skills 4. Demonstrated commitment to providing quality service and quality improvement initiatives in workplace

practices and procedures 5. High level skills in Mircrosoft Office functions (Word, Excel, Powerpoint, Outlook etc) 6. Customer focused team player and a willingness and ability to contribute to the overall performance and

improvement of the Service’s administrative support. 7. Use of KRONOS, Oracle, ERecruit, Officemax, Tollstreamdirect, eMR, iPM, and BEIMS

Employment Screening Checks

National Criminal Record Check

25



performing the job



CR

ITIC

AL

*


FREQUENCY

I

O

F

C

R

N/A Sitting Remaining in a seated position to perform tasks X

Standing Remaining standing without moving about to perform tasks X

Walking Floor type: even/uneven/slippery, indoors/outdoors, slopes X

Running Floor type: even/uneven/slippery, indoors/outdoors, slopes X

Bend/ Lean Forward from Waist Forward bending from the waist to perform tasks X

Trunk Twisting Turning from the waist while sitting or standing to perform tasks X

Kneeling Remaining in a kneeling posture to perform tasks X

Squatting/ Crouching Adopting a squatting or crouching posture to perform tasks X

Leg/ Foot Movement Use of leg and or foot to operate machinery X

Climbing (stairs/ladders) Ascend/ descend stairs, ladders, steps, scaffolding X

Lifting/ Carrying


Moderate lifting & carrying – 10 – 15kg X

Heavy lifting & carrying – 16kg and above X

Reaching Arms fully extended forward or raised above shoulder X

Pushing/ Pulling/ Restraining Using force to hold/restrain or move objects toward or away from body

X

Head/ Neck Postures Holding head in a position other than neutral (facing forward) X

Hand & Arm Movements Repetitive movements of hands & arms X

Grasping/ Fine Manipulation Gripping, holding, clasping with fingers or hands X

Work at Heights Using ladders, footstools, scaffolding, or other objects to perform work

X


CR

ITIC

AL

*


FREQUENCY

I

O

F

C

R

N/A


X


X


X

Taste Use of taste is an integral part of work performance e.g. food preparation X

Touch Use of touch is an integral part of work performance X

CR

ITIC

AL

*


FREQUENCY

I

O

F

C

R N/A

Distressed people e.g. emergency or grief situations X

Aggressive & uncooperative people e.g. drug/alcohol, dementia, mental illness X

Unpredictable people e.g. dementia, mental illness, head injuries X

Restraining Involvement in physical containment of patients/clients X

Exposure to distressing situations e.g. child abuse, viewing dead/mutilated bodies

X

CR

ITIC

AL

*


FREQUENCY

I

O

F

C

R N/A


Gases Working with explosive or flammable gases requiring precautionary measures X

26

Fumes Exposure to noxious or toxic fumes X

Liquids Working with corrosive, toxic or poisonous liquids or chemicals requiring PPE

X

Hazardous substances e.g. dry chemicals, glues X

Noise Environmental/background noise necessitates people to raise their voice to be heard

X

Inadequate lighting Risk of trips, falls or eyestrain X

Sunlight Risk of sunburn exists from spending more than 10 minutes per work day in sunlight

X

Extreme temperatures Environmental temperatures are < 15°C or > 35°C X

Confined spaces Areas where only one egress (escape route) exists X

Slippery or uneven surfaces Greasy or wet floor surfaces, ramps, uneven ground

X


X

Working at heights Ladders/stepladders/ scaffolding are required to perform tasks X

Biological hazards e.g. exposure to body fluids, bacteria, infectious diseases X

27


Position Title: ADMINISTRATION OFFICER LEVEL 3 (1.0) Administration Officer Relief, Mental Health Executive



Location: Mental Health Executive – Prince of Wales Hospital Campus, Randwick





Specialty Code: N/A


Responsible to: Administration Manager – HSM-1



Primary Purpose of the Position South Eastern Sydney Local Health District (SESLHD) is committed to improving the care provided to our patients in line with our vision of Working together to improve the health and wellbeing of our community. The primary purpose of the position is to provide interdepartmental administrative and customer service support and leave relief as required across the Eastern Suburbs Mental Health Service under the direction of the Administration Manager. At other times, the position will assist the Eastern Suburbs Mental Health Executive to achieve their objectives in a timely, reliable and efficient manner. The position is primarily based at Prince of Wales Hospital. Travel across the Eastern Suburbs Mental Health Service to assist with vacancies and leave relief will also be required, as directed by the Administration Manager.

Key Accountabilities • Provide a range of customer service, administrative and clerical support services, selecting the most

appropriate method and sequence to ensure delivery of efficient and effective patient/client focused services. Administrative services include but are not limited to: reception duties, paging medical and nursing staff, preparation of patient lists, preparation of minutes, ordering of stationary, typing, photocopying, data collection, filing.


• Maintain medical records systems; including record, create, store, update and retrieve information ensuring the accurate, confidential and safe storage of information.

• Communicate and liaise with stakeholders and other members of the health care team to ensure the provision of quality support services.

• Participate in Department meetings and initiatives regarding quality improvement, and Work Health and Safety. • Act as an appropriate and effective role model and promote a culture and supporting practices that reflect the




• Use of software packages, including but not limited to KRONOS, Oracle, ERecruit, OfficeMax, Tollstreamdirect, eMR, iPM and BEIMS.

28



unit/department • Managing enquiries from demanding and/or emotional patients/relatives Communication: • Communicating regularly with internal and external stakeholders and other health team members and is

required to develop and maintain these relationships. Decision Making/Influence: • Decision making in day-to-day operational matters and escalate more complex issues to the Administration

Manager • Work is performed under broad supervision but requires some independent action • Exercise basic judgement in selecting and applying established principles, techniques and methods to solve



practices and procedures 5. High level skills in Microsoft Office functions (Word, Excel, PowerPoint, Outlook etc.) 6. Customer focused team player and a willingness and ability to contribute to the overall performance and

improvement of the Service’s administrative support. 7. Use of KRONOS, Oracle, ERecruit, OfficeMax, Tollstreamdirect, eMR, iPM, and BEIMS. 8. Current unrestricted NSW Class “C” drivers licence (P2 licence accepted).



29



performing the job



CR

ITIC

AL

*


FREQUENCY

I

O

F

C

R











Lifting/ Carrying






X





X


CR

ITIC

AL

*


FREQUENCY

I

O

F

C

R

N/A


X


X


X



CR

ITIC

AL

*


FREQUENCY

I

O

F

C

R N/A






X

CR

ITIC

AL

*


FREQUENCY

I

O

F

C

R N/A




30


X



X



X




X


X



31


Position Title: ADMINISTRATION OFFICER LEVEL 5 (1.0) Administration Officer, Mental Health Executive Unit



Location: Mental Health Program Executive – Euroa Centre - Prince of Wales Hospital Campus




Officer Level 5




Responsible to: Operationally / Day to Day Service Director Line Manager Administration Manager – HSM1



Primary Purpose of the Position South Eastern Sydney Local Health District (SESLHD) is committed to improving the care provided to our patients in line with our vision of Working together to improve the health and wellbeing of our community. The Administration Officer Level 5 is to provide high level executive and administrative support to the Service Director and Clinical Operations Manager of the Eastern Suburbs Mental Health Service. The position is primarily based at Prince of Wales Hospital, Randwick. However travel across the Eastern Suburbs Mental Health Service to assist with vacancies and leave relief may at times be required, as directed by the Administration Manager. Key Accountabilities • Provide a full range of high level administrative duties and managing work priorities and work flow within

allocated resources, to ensure delivery of efficient and effective running of the Mental Health Executive. • Maintain register of service fleet vehicles including organising servicing and booking allocation. • Ensure security is maintained within the buildings, including up to date key register and electronic swipe card

register. • Ensure accurate records and entry of staff time and attendance data, with relation to Kronos and payroll

support. • Liaise and maintain effective relationships with senior managers, line management and staff to facilitate high

quality patient/client focused services. • Draft accurate and concise reports, documents, minutes and correspondence, including the preparation of

complex correspondence for review and approval by senior officers, in accordance with SESLHD policies and procedures.


• Participate in the development, maintenance and review of systems and procedures to improve office efficiency and ensure the delivery of a quality service to internal and external customers.



32



• Coordinate correspondence, briefings and other communications (including incoming telephone calls) in to and out of the Service Executive to ensure they are recorded, tracked and actioned by the appropriate Executive member in a timely manner.

• Organise divisional meetings and committees, coordinate and distribute papers and agendas, take minutes and establish / maintain files.

• Maintain diaries of the Service Director and Clinical Operations Manager consistent with their priorities and practical use of their time.

• Ensure that all business processes (financial, procurement, human resources etc.) for the Service Director and Clinical Operations Manger are undertaken in a timely and effective manner.

• Contribute to the development and implementation of improvements in the Service’s administrative support and associated systems.

• Prioritise access to the Mental Health Executive and ensure tasks are completed as requested. • Under the direction of the Service Director and Clinical Operations Manager, support in business processes via

the use of software and systems, including but not limited to Microsoft Office packages (Word, Outlook, PowerPoint), KRONOS, ERecruit, Oracle, Office Max, Tollstreamdirect, eMR, iPM, TESL, Staples, Salmat.

• Raise requisitions and job orders for building maintenance and report. Follow up and ensure work is completed in a safe and efficient manner.

• Perform other duties consistent with the award as directed. Key Challenges and Influences Challenges/Problem Solving: § Maintaining current knowledge of the frequently changing policies and procedures § Managing competing priorities and high volumes of work, given often limited resources § Coordinate the high demands of the Mental Health Executive. § Able to work independently. § Functioning within short time frames. Communication: § The Administration Supervisor Level 5 is required to communicate regularly with a wide range of stake holders. § Externally, the Administration Supervisor Level 5 will develop and maintain effective relationships with a wide

variety of stakeholders. Decision Making/Influence: § Work independently under limited direction and within constraints set by the Eastern Suburbs Mental Health

Executive. § Prioritising access to the Executive and ensuring tasks are completed as requested. § Escalate more complex issues to the Administration Manager. Selection Criteria 1. Highly developed skills in prioritisation, organisation and time management along with an ability to work

independently and unsupervised in order to meet deadlines. 2. Highly developed computer literacy skills, including word processing, PowerPoint presentations, Outlook, and

records management such as TRIM. 3. Excellent organisational and interpersonal skills. 4. Excellent communication skills, verbal and written, including ability to deal confidently and courteously with

people at all levels. 5. Demonstrated ability to accurately and clearly write reports, documents and correspondence with a very high

level of attention to detail, including drafting correspondence for senior managers. 6. Demonstrated problem-solving skills and ability to integrate complex information from multiple sources. 7. Ability to work independently and with demonstrated capacity for effective teamwork 8. Considerable tact and diplomacy with proven ability to maintain confidentiality and manage sensitive issues. Employment Screening Checks


33



performing the job



CR

ITIC

AL

*


FREQUENCY

I

O

F

C

R

N/A Sitting Remaining in a seated position to perform tasks X Standing Remaining standing without moving about to perform tasks X Walking Floor type: even/uneven/slippery, indoors/outdoors, slopes X Running Floor type: even/uneven/slippery, indoors/outdoors, slopes X Bend/ Lean Forward from Waist Forward bending from the waist to perform tasks X Trunk Twisting Turning from the waist while sitting or standing to perform tasks X Kneeling Remaining in a kneeling posture to perform tasks X Squatting/ Crouching Adopting a squatting or crouching posture to perform tasks X Leg/ Foot Movement Use of leg and or foot to operate machinery X Climbing (stairs/ladders)Ascend/ descend stairs, ladders, steps, scaffolding X Lifting/ Carrying



or away from body X


work X


CR

ITIC

AL

*


FREQUENCY

I

O

F

C

R

N/A


X


X


X


CR

ITIC

AL

*

PSYCHOSOCIAL DEMANDS – DESCRIPTION (comment)

FREQUENCY

I

O

F

C

R N/A


bodies X

CR

ITIC

AL

*


FREQUENCY

I

O

F

C

R N/A


34


PPE X


heard X


sunlight X


ground X


X


35


Position Title: ADMINISTRATION SUPERVISOR LEVEL 5 (1.0) Inpatient Areas, S/Specialists Clinical & Academic Support



Location: Adult Inpatient Unit – Kiloh Centre – Prince of Wales Hospital Campus




Officer Level 5




Responsible to: Administration Manager – HSM-1

Responsible for (staff): 9 x Administration Officers – Level 3


Primary Purpose of the Position South Eastern Sydney Local Health District (SESLHD) is committed to improving the care provided to our patients in line with our vision of Working together to improve the health and wellbeing of our community. The Administration Supervisor is to provide direct line management of the administrative staff of the adult inpatient areas and those supporting the Clinical Academics and Staff Specialists oh the Eastern Suburbs Mental Health Service. Management of staff includes work allocation, staff appraisals in conjunction with the Administration Manager, and staff development. The position is to coordinate administrative systems, procedures and staff to enable the clinical staff of the adult inpatient areas to achieve their objectives in a timely, reliable and efficient manner. The positions provides a high level of administrative and secretarial support to the Superintendent, Inpatient Service Manager and Nurse Unit Manager 3. The position is primarily based at Prince of Wales Hospital, Randwick. However travel across the Eastern Suburbs Mental Health Service to assist with vacancies and leave relief may at times be required, as directed by the Administration Manager. Key Accountabilities • Allocate work, set priorities, coach and develop team members to ensure services are provided within agreed

timeframes and quality standards. • Provide a full range of administrative and clerical support services, managing work priorities and work flow

within allocated resources, to ensure delivery of efficient and effective patient/client services. • Ensure roster preparation, distribution and database entry for all Consultants and Registrars, under the

direction of the Chief Psychiatrist. • Maintain register of service fleet vehicles including organising servicing and booking allocations. • Ensure security is maintained within the buildings, including up to date key and electronic swipe card registers. • Ensure accurate records and entry of staff time and attendance data, with relation to rostering, KRONOS and

payroll support. • Recruit, coach, mentor and performance develop the Administration Officers Level 3 staff, to develop the

capabilities of the team to undertake changing roles, responsibilities and to provide for succession within the unit.

• Arrange and investigate grievance, disciplinary and performance matters for direct line reports with the support of the Administration Manager.

36

• Liaise and maintain effective relationships with Senior Managers and staff to facilitate high quality patient/client focused services.

• Draft accurate and concise reports, documents, minutes and correspondence, including the preparation of complex correspondence for Senior Officers, in accordance with SESLHD policies and procedures.


• Participate in the development, maintenance and review of systems and procedures to improve office efficiency and ensure the delivery of a quality service to internal and external customers of the Adult Inpatient Units.




• Coach, mentor and performance develop administrative staff to develop the capabilities of the team to undertake changing roles, responsibilities and to provide for succession within the unit


• Support in business processes via the use of software and systems, including but not limited to Microsoft Office packages (Word, Outlook, Excel), KRONOS, ERecruit, Oracle, Office Max, Tollstreamdirect, eMR, iPM, TESL, Staples, Salmat.

• Raise requisitions and job orders for building maintenance and reporting. Follow up and ensure work is completed in a safe and efficient manner.

• Perform other duties consistent with the award as directed. Key Challenges and Influences Challenges/Problem Solving: § Maintaining current knowledge of the frequently changing policies, procedures, software and systems. § Managing competing priorities and high volumes of work, given often limited resources. § Providing effective on the job coaching and feedback to staff in an environment of heavy workload and limited

resources. § Coordinate high demands of the Chief Psychiatrist & Superintendent. § Able to work independently.

Communication: § The Administration Supervisor Level 5 is required to communicate regularly with a wide range of internal

stakeholders including administrative and clinical staff. § Externally, the Administration Supervisor Level 5 will develop and maintain effective relationships with a wide

variety of stakeholders. Decision Making/Influence: § Work independently under limited direction and within constraints set by senior management. § Escalate more complex issues to the Administration Manager. Selection Criteria 1. Demonstrated experience in providing a high calibre of administrative support to senior staff and management,

with exceptional organisational skills. 2. Ability to work as part of a team in a supervisory capacity, with experience in managing work flow in area of

responsibility, delegating tasks to less senior administrative staff, and appropriate monitoring of and coaching for performance.

3. Ability to work and act independently and proactively to meet the responsibilities of the role, including timeliness, attention to detail and problem solving.

4. Ability to develop business processes that support administrative functions with ability to identify, analyse, suggest solutions and resolve problems about relevant business support matters.

5. High level interpersonal, written and verbal communication skills and customer service approach. 6. Demonstrated commitment to providing a quality service and quality improvement initiatives in workplace

practices and procedures. 7. Extensive use of software and systems which may include Microsoft Office (Word, Outlook, Excel), KRONOS,

ERecruit, Oracle, Office Max, Tollstreamdirect, eMR, iPM, TESL, Staples, and Salmat.

37

Employment Screening Checks National Criminal Record Check



performing the job



CR

ITIC

AL

*


FREQUENCY

I

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N/A Sitting Remaining in a seated position to perform tasks X Standing Remaining standing without moving about to perform tasks X Walking Floor type: even/uneven/slippery, indoors/outdoors, slopes X Running Floor type: even/uneven/slippery, indoors/outdoors, slopes X Bend/ Lean Forward from Waist Forward bending from the waist to perform tasks X Trunk Twisting Turning from the waist while sitting or standing to perform tasks X Kneeling Remaining in a kneeling posture to perform tasks X Squatting/ Crouching Adopting a squatting or crouching posture to perform tasks X Leg/ Foot Movement Use of leg and or foot to operate machinery X Climbing (stairs/ladders) Ascend/ descend stairs, ladders, steps, scaffolding X Lifting/ Carrying



or away from body X


work X


CR

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FREQUENCY

I

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N/A


X


X


X


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FREQUENCY

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bodies X

38

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RIT

ICA

L *


FREQUENCY

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Dust Exposure to atmospheric dust X Gases Working with explosive or flammable gases requiring precautionary measures X Fumes Exposure to noxious or toxic fumes X Liquids Working with corrosive, toxic or poisonous liquids or chemicals requiring

PPE X


heard X


sunlight X


ground X


X


39


Position Title: ADMINISTRATION OFFICER LEVEL 3 (0.4FTE) Clinical Academic Support, Black Dog Institute



Location: Clinical Academic & Staff Specialist Support Prince of Wales Hospital Campus, Randwick

Facility: Eastern Suburbs Mental Health Service Prince of Wales Hospital Campus, Randwick




Specialty Code: N/A


Responsible to: Administration Supervisor Level 5



Primary Purpose of the Position South Eastern Sydney Local Health District (SESLHD) is committed to improving the care provided to our patients in line with our vision of Working together to improve the health and wellbeing of our community. Provide a range of administrative, customer service and clerical support services to enable the Clinical Academics and Staff Specialists of the Eastern Suburbs Mental Health Service to achieve their objectives in a timely, reliable and efficient manner. The position is primarily based at Prince of Wales Hospital. However travel across the Eastern Suburbs Mental Health Service to assist with vacancies and leave relief may at times be required, as directed by the Administration Manager.






• Participate in Department meetings and initiatives regarding quality improvement, and Work Health and Safety • Act as an appropriate and effective role model and promote a culture and supporting practices that reflect the


activities, and performance reviews in order to continuously improve the level and quality of service • All staff are expected to take reasonable care that their actions do not adversely affect the health and safety of


• Use of software packages, including but not limited to: KRONOS, Oracle, ERecruit, Officemax, Tollstreamdirect, eMR, iPM and BEIMS.

40


Key Challenges and Influences Challenges/Problem Solving: § Organising daily routines to meet deadlines and responding to problems or conflict. § Attending to the wide variety of day-to-day administrative tasks resolving them on behalf of the Manager of the

unit/department. § Managing enquiries from demanding and/or emotional patients/relatives. Communication: § The Administration Officer is required to communicate regularly with internal and external stakeholders and

other team members and is required to develop and maintain these relationships. Decision Making/Influence: § Decision making in day-to-day operational matters and escalate more complex issues to Administration

Supervisor Level 5. § Work is performed under broad supervision but requires some independent action. § Exercise basic judgement in selecting and applying established principles, techniques and methods to solve

problems of a simple nature. Selection Criteria 1. Ability to perform a wide range of administrative tasks in a demanding workload. 2. Experience of responding to a range of enquiries and determining the appropriate response in a complex work

environment. 3. High level interpersonal, written and verbal communication skills. 4. Demonstrated commitment to providing quality service and quality improvement initiatives in workplace

practices and procedures. 5. High level skills in Mircrosoft Office functions (Word, Excel, Powerpoint, Outlook etc). 6. Customer focused team player and a willingness and ability to contribute to the overall performance and

improvement of the Service’s administrative support. 7. Use of KRONOS, Oracle, ERecruit, Officemax, Tollstreamdirect, eMR, iPM, and BEIMS, and willingness to

learn other systems as required of the role.


41



performing the job



CR

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FREQUENCY

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Climbing (stairs/ladders)Ascend/ descend stairs, ladders, steps, scaffolding X

Lifting/ Carrying






X





X


CR

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AL

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FREQUENCY

I

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N/A


X


X

Smell Use of smell is an integral part of work performance e.g. working with chemicals X



CR

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FREQUENCY

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X

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42


X



X



X




X


X



43


Position Title: ADMINISTRATION OFFICER LEVEL 3 (1.0) Consultation Liaison Psychiatry/ Aged Care Ward Clerk



Location: Consultation Liaison Psychiatry / Aged Care Ward – Prince of Wales Hospital Campus, Randwick

Facility: Eastern Suburbs Mental Health Service, Prince of Wales Hospital, Randwick

Are multiple Awards relevant to this position?

No



Specialty Code: N/A





Primary Purpose of the Position South Eastern Sydney Local Health District (SESLHD) is committed to improving the care provided to our patients in line with our vision of Working together to improve the health and wellbeing of our community. Provide a range of administrative, customer service and clerical support services to enable the clinical staff of the Consultation Liaison Psychiatry Service and the Aged Care Ward of the Eastern Suburbs Mental Health Service to achieve their objectives in a timely, reliable and efficient manner. The position is primarily based at Prince of Wales Hospital. However travel across the Eastern Suburbs Mental Health Service to assist with vacancies and leave relief may at times be required, as directed by the Administration Manager.










44



Key Challenges and Influences Challenges/Problem Solving: • Organising daily routines to meet deadlines and responding to problems or conflict. • Attending to the wide variety of day-to-day administrative tasks resolving them on behalf of the Manager of the

unit/department. • Managing enquiries from demanding and/or emotional patients/relatives. Communication: • The Administration Officer is required to communicate regularly with internal and external stakeholders and

other health team members and is required to develop and maintain these relationships. Decision Making/Influence: • Decision making in day-to-day operational matters and escalate more complex issues to Administration

Supervisor Level 5. • Work is performed under broad supervision but requires some independent action. • Exercise basic judgement in selecting and applying established principles, techniques and methods to solve

problems of a simple nature. Selection Criteria 1. Ability to perform a wide range of administrative tasks in a demanding workload 2. Experience of responding to a range of enquiries and determining the appropriate response in a complex work


practices and procedures 5. High level skills in Microsoft Office functions (Word, Excel, PowerPoint, Outlook etc.) 6. Customer focused team player and a willingness and ability to contribute to the overall performance and

improvement of the Service’s administrative support. 7. Use of KRONOS, Oracle, ERecruit, OfficeMax, Tollstreamdirect, eMR, iPM, and BEIMS, and willingness to


Employment Screening Checks National Criminal Record Check National Criminal Record Check (Aged Care)

45



performing the job



CR

ITIC

AL

*


FREQUENCY

I

O

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C

R











Lifting/ Carrying






X





X


CR

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FREQUENCY

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N/A


X


X


X



CR

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FREQUENCY

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X

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FREQUENCY

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46



X



X



X




X


X



47


Position Title: ADMINISTRATION OFFICER LEVEL 3 (1.0) Kiloh General/ Psychiatric Emergency Care Centre (PECC) Ward Clerk



Location: Adult Inpatient Unit – General Ward, Kiloh Centre / Psychiatric Emergency Care Centre (PECC) – Prince of Wales Hospital Campus, Randwick

Facility: Eastern Suburbs Mental Health Service Prince of Wales Hospital, Randwick




Specialty Code: N/A





Primary Purpose of the Position South Eastern Sydney Local Health District (SESLHD) is committed to improving the care provided to our patients in line with our vision of Working together to improve the health and wellbeing of our community. Provide a high range of administrative, customer service and clerical support services to enable the clinical staff of the Adult Inpatient Unit Kiloh Centre / Psychiatric Emergency Care Centre (PECC) of Eastern Suburbs Mental Health Service to achieve their objectives in a timely, reliable and efficient manner. The position is primarily based at Prince of Wales Hospital. However travel across the Eastern Suburbs Mental Health Service to assist with vacancies and leave relief may at times be required, as directed by the Administration Manager.

Key Accountabilities • Provide a range of customer service, administrative and clerical support services, selecting the most appropriate

method and sequence to ensure delivery of efficient and effective patient/client focused services. Administrative services include but are not limited to: reception duties, paging medical and nursing staff, preparation of patient records relating to the admission, discharge, and transfer of patients, preparation of patient lists, diet sheets and bed statements, ordering of stationary, typing, photocopying, data collection, filing including support to Nursing Unit Managers (NUMs).

• Respond to a range of enquiries with internal and external stakeholders (in person and over the phone) providing information and referring enquiries in a confidential, effective and responsive manner, including support to reception

• Maintain medical record systems, record, create, store, update and retrieve information ensuring the accurate, confidential and safe storage of information

• Communicate and liaise with stakeholders and other members of the health care team to ensure the provision of quality support services


organisational values, through demonstrated behaviours and interactions with patients/clients/employees. • Maintain responsibilities for personal and professional development by participating in training/education



48

• Use of software packages, including but not limited to KRONOS, Oracle, ERecruit, OfficeMax, Tollstreamdirect, eMR, iPM and BEIMS



unit/department • Managing enquiries from demanding and/or emotional patients/relatives Communication: • The Ward Clark is required to communicate regularly with internal and external stakeholders and other health

team members and is required to develop and maintain these relationships. Decision Making/Influence: • Decision making in day-to-day operational matters and escalate more complex issues to Administration




practices and procedures 5. High level skills in Microsoft Office functions (Word, Excel, PowerPoint, Outlook etc.) 6. Customer focused team player and willingness and ability to contribute to the overall performance and

improvement of the Service’s administrative support 7. Use of KRONOS, Oracle, ERecruit, OfficeMax, Tollstreamdirect, eMR, iPM and BEIMS, and willingness to


Employment Screening Checks National Criminal Record Check National Criminal Record Check (Aged Care) Working with Children Check

49



performing the job



CR

ITIC

AL

*


FREQUENCY

I

O

F

C

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Lifting/ Carrying






X





X


CR

ITIC

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*


FREQUENCY

I

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N/A


X


X


X



CR

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FREQUENCY

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X

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FREQUENCY

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50



X



X



X




X


X



51


Position Title: ADMINISTRATION OFFICER LEVEL 3 (0.6)

Clinical Academic Support, Aged Care Psychiatry & Intellectual Disability Services



Location: Aged Care Psychiatry & Intellectual Disability Services – Prince of Wales Hospital Campus, Randwick





Specialty Code: N/A





Primary Purpose of the Position South Eastern Sydney Local Health District (SESLHD) is committed to improving the care provided to our patients in line with our vision of Working together to improve the health and wellbeing of our community. Provide a high range of customer service, administrative and clerical support services to enable the clinical staff of the Aged Care Psychiatry & Intellectual Disability Services of the Eastern Suburbs Mental Health Service to achieve their objectives in a timely, reliable and efficient manner. The position is primarily based at Prince of Wales Hospital. However travel across the Eastern Suburbs Mental Health Service to assist with vacancies and leave relief may at times be required, as directed by the Administration Manager. Key Accountabilities • Provide a high range of customer service, administrative and clerical support services, selecting the most


• Respond to a range of enquiries with internal and external stakeholders (in person and over the phone) providing information and referring enquiries in a confidential, effective and responsive manner

• Maintain medical record systems: record, create, store, update and retrieve information ensuring the accurate, confidential and safe storage of information






52

• Whilst this position is primarily based in the Mental Health Service Aged Care Psychiatry & Intellectual Disability Services you may be required to work across the Eastern Suburbs Mental Health Service to assist with vacancies and leave relief as directed by the Administration Manager.




unit/department • Managing enquiries from demanding and/or emotional patients/relatives Communication: • The Administration Officer is required to communicate regularly with internal and external stakeholders and






improvement of the Service’s administrative support 7. Working knowledge of KRONOS, Oracle, OfficeMax, Tollstreamdirect, eMR, iPM and BEIMS, and willingness

to learn other programs as required of the role. Employment Screening Checks

National Criminal Record Check National Criminal Record Check (Aged Care)

53



performing the job



CR

ITIC

AL

*


FREQUENCY

I

O

F

C

R











Lifting/ Carrying






X





X


CR

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AL

*


FREQUENCY

I

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R

N/A


X


X


X



CR

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*


FREQUENCY

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X

CR

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FREQUENCY

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54



X



X



X




X


X



55


Position Title: ADMINISTRATION OFFICER LEVEL 3 (1.0) Neuropsychiatry & Mental Health Rehabilitation Unit Ward Clerk



Location: Neuropsychiatry & Mental Health Rehabilitation Unit Prince of Wales Hospital Campus, Randwick





Specialty Code: N/A





Primary Purpose of the Position South Eastern Sydney Local Health District (SESLHD) is committed to improving the care provided to our patients in line with our vision of Working together to improve the health and wellbeing of our community. Provide a high range of customer service, administrative and clerical support services to enable the staff of Neuropsychiatry and the Mental Health Rehabilitation Unit of Eastern Suburbs Mental Health Service to achieve their objectives in a timely, reliable and efficient manner. The position is primarily based at Prince of Wales Hospital, Randwick. However travel across the Eastern Suburbs Mental Health Service to assist with vacancies and leave relief may at times be required, as directed by the Administration Manager.

Key Accountabilities • Provide a high range of customer service, administrative and clerical support services, selecting the most



• Maintain medical record systems: record, create, store, update and retrieve information ensuring the accurate, confidential and safe storage of information.






56

• Whilst this position is primarily based in the Mental Health Service Neuropsychiatry & Mental Health Rehabilitation Unit you may be required to work across the Eastern Suburbs Mental Health Service to assist with vacancies and leave relief as directed by the Administration Manager.









practices and procedures 5. High level skills in Microsoft Office functions (Word, Excel, Powerpoint, Outlook etc) 6. Customer focused team player and willingness and ability to contribute to the overall performance and

improvement of the Service’s administrative support 7. Working knowledge of KRONOS, Oracle, OfficeMax, Tollstreamdirect, eMR, iPM and BEIMS, and willingness

to learn other programs as required of the role. Employment Screening Checks


57



performing the job



CR

ITIC

AL

*


FREQUENCY

I

O

F

C

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Lifting/ Carrying






X





X


CR

ITIC

AL

*


FREQUENCY

I

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F

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R

N/A


X


X


X



CR

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FREQUENCY

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X

CR

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*


FREQUENCY

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58



X



X



X




X


X



59


Position Title: ADMINISTRATION OFFICER LEVEL 3 (1.0) Clinical Academic Support, Aged Care Psychiatry



Location: Aged Care Psychiatry – Prince of Wales Hospital Campus, Randwick





Specialty Code: N/A





Primary Purpose of the Position South Eastern Sydney Local Health District (SESLHD) is committed to improving the care provided to our patients in line with our vision of Working together to improve the health and wellbeing of our community. The position provides a high range of customer service, administrative and clerical support services to enable the Clinical Academic and other staff of Aged Care Psychiatry at Eastern Suburbs Mental Health Service to achieve their objectives in a timely, reliable and efficient manner. The position is primarily based at Prince of Wales Hospital. However travel across the Eastern Suburbs Mental Health Service to assist with vacancies and leave relief may at times be required, as directed by the Administration Manager.











60









improvement of the Service’s administrative support 7. Working knowledge of KRONOS, Oracle, Officemax, Tollstreamdirect, eMR, iPM and BEIMS, with a

willingness to learn other systems as required of the role. Employment Screening Checks

National Criminal Record Check National Criminal Record Check (Aged Care)

61



performing the job



CR

ITIC

AL

*


FREQUENCY

I

O

F

C

R











Lifting/ Carrying






X





X


CR

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AL

*


FREQUENCY

I

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R

N/A


X


X


X



CR

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*


FREQUENCY

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X

CR

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FREQUENCY

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62



X



X



X




X


X



63


Position Title: ADMINISTRATION OFFICER LEVEL 3 (1.0) Receptionist Kiloh Centre/ Mental Health Tribunal Hearings



Location: Adult Inpatient Unit - Kiloh Centre – Prince of Wales Hospital Campus - Randwick

Facility: Eastern Suburbs Mental Health Service Prince of Wales Hospital Campus Randwick




Specialty Code: N/A





Primary Purpose of the Position South Eastern Sydney Local Health District (SESLHD) is committed to improving the care provided to our patients in line with our vision of Working together to improve the health and wellbeing of our community. The position is to provide a high range of administrative, customer service and clerical support to the Adult Inpatient Unit (Kiloh Centre) of the Eastern Suburbs Mental Health Service to assist staff in achieving their objectives in a timely, reliable and efficient manner. The position coordinates Magistrate’s Hearings’ and Mental Health Review Tribunal (MHRT) Hearings’ bookings, and attends to all correspondence and documentation in regards to the proceedings for all adult Mental Health inpatient services on Prince of Wales Hospital Campus, Randwick. The position is primarily based at Prince of Wales Hospital. However travel across the Eastern Suburbs Mental Health Service to assist with vacancies and leave relief may at times be required, as directed by the Administration Manager.



• Respond to a range of enquiries with internal and external stakeholders (in person and over the phone) providing information and referring enquiries in a confidential, customer focused, effective and responsive manner


• Coordinate Magistrate’s Hearings’ and Mental Health Review Tribunal (MHRT) Hearings’ bookings, and attend to all correspondence and documentation in regards to the proceedings.




activities, and performance reviews in order to continuously improve the level and quality of service

64











improvement of the Service’s administrative support 7. Working knowledge of KRONOS, Oracle, ERecruit, Officemax, Tollstreamdirect, eMR, iPM and BEIMS, with

willingness to learn other systems as required of the role.


65



performing the job



CR

ITIC

AL

*


FREQUENCY

I

O

F

C

R











Lifting/ Carrying






X





X


CR

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AL

*


FREQUENCY

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F

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N/A


X


X


X



CR

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FREQUENCY

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X

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FREQUENCY

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66


X



X



X




X


X



67


Position Title: ADMINISTRATION OFFICER LEVEL 3 (1.0) Observation Ward Kiloh Centre Ward Clerk



Location: Adult Inpatient Unit Observation Ward – Kiloh Centre – Prince of Wales Hospital Campus, Randwick





Specialty Code: N/A





Primary Purpose of the Position South Eastern Sydney Local Health District (SESLHD) is committed to improving the care provided to our patients in line with our vision of Working together to improve the health and wellbeing of our community. Provide a high range of administrative, customer service and clerical support services to enable the clinical staff of the Observation Ward of the Adult Inpatient Unit (Kiloh Centre) of the Eastern Suburbs Mental Health Service to achieve their objectives in a timely, reliable and efficient manner. The position is primarily based at Prince of Wales Hospital, Randwick. However travel across the Eastern Suburbs Mental Health Service to assist with vacancies and leave relief may at times be required, as directed by the Administration Manager.

Key Accountabilities • Provide a range of administrative and clerical support services, selecting the most appropriate method and

sequence to ensure delivery of efficient and effective patient/client focused services. Administrative services include but are not limited to: reception duties, paging medical and nursing staff, preparation of patient records relating to the admission, discharge, and transfer of patients, preparation of patient lists, diet sheets and bed statements, ordering of stationary, typing, photocopying, data collection, filing and support to Nursing Unit Managers (NUMs).

• Respond to a range of enquiries with internal and external stakeholders (in person and over the phone) providing information and referring enquiries in a confidential, effective and responsive manner, including support to reception.







68



Key Challenges and Influences Challenges/Problem Solving: § Organising daily routines to meet deadlines and responding to problems or conflict § Attending to the wide variety of day-to-day administrative tasks resolving them on behalf of the Manager of the

unit/department § Managing enquiries from demanding and/or emotional patients/relatives Communication: § The Ward Clark is required to communicate regularly with internal and external stakeholders and other health

team members and is required to develop and maintain these relationships. Decision Making/Influence: § Decision making in day-to-day operational matters and escalate more complex issues to Administration

Supervisor Level 5 § Work is performed under broad supervision but requires some independent action § Exercise basic judgement in selecting and applying established principles, techniques and methods to solve



practices and procedures 5. High level skills in Microsoft Office functions (Word, Excel, PowerPoint, Outlook etc.) 6. Team Player and willingness and ability to contribute to the overall performance and improvement of the

Service’s administrative support 7. Working knowledge of KRONOS, Oracle, ERecruit, OfficeMax, Tollstreamdirect, eMR, iPM and BEIMS, with

willingness to learn other programs as required of the role.


69



performing the job



CR

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*


FREQUENCY

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F

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Lifting/ Carrying






X





X


CR

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FREQUENCY

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N/A


X


X


X



CR

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*


FREQUENCY

I

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F

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R N/A

Distressed peoplee.g. emergency or grief situations X

Aggressive & uncooperative peoplee.g. drug/alcohol, dementia, mental illness X

Unpredictable peoplee.g. dementia, mental illness, head injuries X


Exposure to distressing situationse.g. child abuse, viewing dead/mutilated bodies

X

CR

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*


FREQUENCY

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70



X



X



X




X


X



71


Position Title: ADMINISTRATION OFFICER LEVEL 3/ CSO (1.0) Clinical Support Officer, Euroa Centre Ambulatory Care Clinics



Location: Euroa Centre – Prince of Wales Hospital Campus, Randwick



Award: Health Employees Administrative Staff (State) Award Classification:

Administration Officer Level 3 / CSO

Registration and Licence requirements: N/A

Specialty Code: N/A





Primary Purpose of the Position South Eastern Sydney Local Health District (SESLHD) is committed to improving the care provided to our patients in line with our vision of Working together to improve the health and wellbeing of our community. The Clinical Support Officer (CSO) provides administrative support in the collection, analysis and dissemination of mental health data for clinical, reporting and research purposes for the Ambulatory Care Clinics located in the Euroa Centre of Eastern Suburbs Mental Health Service. The position is primarily based at Prince of Wales Hospital, Randwick. However travel across the Eastern Suburbs Mental Health Service to assist with vacancies and leave relief may at times be required, as directed by the Administration Manager.

Key Accountabilities • Provide administrative support in collecting Mental Health activity data; including recording activity in electronic

medical record for specified clinics, scanning and printing of clinical documentation, production and dissemination of reports from electronic medical record, and facilitation of data quality activities relating to Mental Health data collection.

• Provide support for queries related to electronic medical record and escalate issues accordingly. • Correction of data quality errors highlighted from clinical activity. • Attendance at relevant Clinical Review and Allocation Meetings to assist in recording of activity. • Assist in other general administrative and clerical support duties to ensure delivery of efficient and effective

patient/client focused services in the Euroa Centre. Administrative services include but are not limited to: reception duties, paging medical and nursing staff, preparation of patient records relating to the admission, discharge, and transfer of patients, preparation of patient lists, diet sheets and bed statements, ordering of stationary, typing, photocopying, data collection, filing.





activities, and performance reviews in order to continuously improve the level and quality of service.

72




Key Challenges and Influences Challenges/Problem Solving: • Work with clinicians to ensure that relevant activity data is captured accurately and comprehensively • Work in collaboration with local Service Managers and Team Leaders to address issues relating to non-

completion of activity and related data • Ensure routine reports as required by Service Managers and Team Leaders are produced in a timely manner • Review discrepancies within the data and ensuring the data quality issues are addressed with team leaders • Maintain data quality methodologies for determining, investigating and resolving data quality issues • Liaise with clinicians to ensure that document scanning is completed in line with procedure • Ensure data errors are resolved • Organising daily routines to meet deadlines and responding to problems or conflict • Attending to the wide variety of day-to-day administrative tasks resolving them on behalf of the Manager of the

unit/department

Communication: • Communication with eMR Support as required • Communication with Community Service Managers, Team Leaders and District Mental Health Clinical

Information Team in relation to data quality activities performed, issues identified and remedial action to be taken

Decision Making/Influence: • Decision making in day-to-day operational matters and escalate more complex issues with potential clinical,

report, research or service delivery implications to Administration Supervisor Level 5 • Work is performed under broad supervision but requires some independent action • Exercise basic judgement in selecting and applying established principles, techniques and methods to solve

problems of a simple nature Selection Criteria 1. Experience in clinical activity documentation and clinical appointment scheduling systems 2. Ability to perform a wide range of clinical support and administrative tasks in a demanding workload 3. Experience of responding to a range of enquiries and determining the appropriate response in a complex work

environment 4. High level interpersonal, written and verbal communication skills 5. Ability to develop effective working relationships with clinical staff 6. Experience in the use of Microsoft Office functions (Word, Excel, PowerPoint, Outlook etc.) 7. Customer focused team player and willingness and ability to contribute to the overall performance and

improvement of the Service’s administrative support 8. Ability to review data quality reports and communicate findings to clinicians



73



performing the job



CR

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FREQUENCY

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X





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X


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X



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75


Position Title: ADMINISTRATION OFFICER LEVEL 3 (1.0) Euroa Centre Reception



Location: Euroa Centre – Prince of Wales Hospital Campus, Randwick





Specialty Code: N/A





Primary Purpose of the Position South Eastern Sydney Local Health District (SESLHD) is committed to improving the care provided to our patients in line with our vision of Working together to improve the health and wellbeing of our community. The position is to provide a high range of administrative, customer service and clerical support to the Euroa Centre of the Eastern Suburbs Mental Health Service to assist staff in achieving their objectives in a timely, reliable and efficient manner. The position is primarily based at Prince of Wales Hospital. However travel across the Eastern Suburbs Mental Health Service to assist with vacancies and leave relief may at times be required, as directed by the Administration Manager.

Key Accountabilities • Provide a range of customer service and administrative services, selecting the most appropriate method and

sequence to ensure delivery of efficient and effective patient/client focused services. Administrative services include but are not limited to: reception duties, paging medical and nursing staff, preparation of patient lists, preparation of minutes, ordering of stationary, typing, photocopying, data collection, filing.

• Assist in the coordination of all ambulatory clinics based at Euroa Centre. • Respond to a range of enquiries with internal and external stakeholders (in person and over the phone)

providing information and referring enquiries in a confidential, customer focused, effective and responsive manner.


• Coordinate Magistrate’s Hearings’ and Mental Health Review Tribunal (MHRT) Hearings’ bookings, and attend to all correspondence and documentation in regards to the proceedings.





others, that they comply with any reasonable instruction that is given them and with any reasonable

76

policies/procedures relating to health or safety in the workplace, as well as notifying any hazards/risks or incidents to their managers.










improvement of the Service’s administrative support 7. Use of KRONOS, Oracle, ERecruit, Officemax, Tollstreamdirect, eMR, iPM and BEIMS, with willingness to

learn other programs as required of the role.


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Position Title: ADMINISTRATION OFFICER LEVEL 3 (1.0) Mental Health Intensive Care Unit (MIHCU) Ward Clerk/ Acute Care Team



Location: Mental Health Intensive Care Unit (MHICU) Ward / Acute Care Team Prince of Wales Hospital Campus, Randwick





Specialty Code: N/A





Primary Purpose of the Position South Eastern Sydney Local Health District (SESLHD) is committed to improving the care provided to our patients in line with our vision of Working together to improve the health and wellbeing of our community. The position is to provide a high range of administrative, customer service and clerical support services to enable the clinical staff of the Mental Health Intensive Care Unit (MHICU) and the Acute Care Team of Eastern Suburbs Mental Health Service to achieve their objectives in a timely, reliable and efficient manner. The position is primarily based at Prince of Wales Hospital, Randwick. However travel across the Eastern Suburbs Mental Health Service to assist with vacancies and leave relief may at times be required, as directed by the Administration Manager.

Key Accountabilities • Provide a range of administrative and clerical support services, selecting the most appropriate method and

sequence to ensure delivery of efficient and effective patient/client focused services. Administrative services include but are not limited to: reception duties, paging medical and nursing staff, preparation of patient records relating to the admission, discharge, and transfer of patients, preparation of patient lists, diet sheets and bed statements, ordering of stationary, typing, photocopying, data collection, filing.

• Provide other support as requested of the Nursing Unit Manager (NUM) and Team Leader Acute Care Team. • Respond to a range of enquiries with internal and external stakeholders (in person and over the phone)

providing information and referring enquiries in a confidential, effective and responsive manner • Maintain medical records systems; record, create, store, update and retrieve information ensuring the accurate,

confidential and safe storage of information • Communicate and liaise with stakeholders and other members of the health care team to ensure the provision

of quality support services • Participate in Department meetings and initiatives regarding quality improvement, and Work Health and Safety • Act as an appropriate and effective role model and promote a culture and supporting practices that reflect the




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unit/department • Managing enquiries from demanding and/or emotional patients/relatives Communication: • The Ward Clark is required to communicate regularly with internal and external stakeholders and other health

team members and is required to develop and maintain these relationships. Decision Making/Influence: • Decision making in day-to-day operational matters and escalate more complex issues to Administration





improvement of the Service’s administrative support 15. Use of KRONOS, Oracle, ERecruit, OfficeMax, Tollstreamdirect, eMR, iPM and BEIMS ,with willingness to

learn other software packages as required of the role.


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Position Title: ADMINISTRATION OFFICER LEVEL 5 (1.0)

Administration Supervisor Community Mental Health, Child Psychiatry, Adolescent Psychiatry



Location: Maroubra Community Mental Health Centre - Maroubra

Facility: Eastern Suburbs Mental Health Service



Officer Level 5




Responsible to: Administration Manager – HSM1

Responsible for (staff): 7 x Administration Officers – Level 3


Primary Purpose of the Position South Eastern Sydney Local Health District (SESLHD) is committed to improving the care provided to our patients in line with our vision of Working together to improve the health and wellbeing of our community. The Administration Supervisor is to provide direct line management of the administrative staff of the Community Mental Health Centres, Child Psychiatry and Adolescent Psychiatry. Management of staff includes work allocation, staff appraisals and staff development. The position is to coordinate administrative systems, procedures and staff to enable the clinical staff of the Community Mental Health Centres, Child Psychiatry and Adolescent Psychiatry services to achieve their objectives in a timely, reliable and efficient manner. The role is also to provide high level of administrative and secretarial support to the Community Service Manager. The position is primarily based at Maroubra Community Mental Health Centre. However travel across the Eastern Suburbs Mental Health Service is required for line management of staff, or to assist with vacancies or leave relief as directed by the Administration Manager.

Key Accountabilities • Allocate work, set priorities, coach and develop team members to ensure services are provided within agreed

timeframes and quality standards, including appropriate provision of reception and clerical services across Community Mental Health Centres and Child & Adolescent Psychiatry facilities.

• Provide a full range of administrative and clerical support services, managing work priorities and work flow within allocated resources, to ensure delivery of efficient and effective patient/client services.

• Maintain register of service fleet vehicles including organising servicing and booking allocations. • Ensure security is maintained within the buildings, including up to date key and electronic swipe card registers. • Ensure accurate records and entry of staff time and attendance data, with relation to rostering, KRONOS and

payroll support. • Recruit, coach, mentor and performance develop the Administration Officers Level 3 staff, to develop the

capabilities of the team to undertake changing roles, responsibilities and to provide for succession within the unit.

• Arrange and investigate grievance, disciplinary and performance matters for direct line reports with the support of the Administration Manager.

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• Liaise and maintain effective relationships with senior managers and staff to facilitate high quality patient/client focused services.

• Draft accurate and concise reports, documents, minutes and correspondence, including the preparation of complex correspondence for senior officers, in accordance with SESLHD policies and procedures.


• Participate in the development, maintenance and review of systems and procedures to improve office efficiency and ensure the delivery of a quality service to internal and external customers of the Adult Inpatient Units.




• Coach, mentor and performance develop administrative staff to develop the capabilities of the team to undertake changing roles, responsibilities and to provide for succession within the unit


• Support in business processes via the use of software and systems, including but not limited to Microsoft Office packages (Word, Outlook, Excel), KRONOS, ERecruit, Oracle, Office Max, Tollstreamdirect, eMR, iPM, TESL, Staples, Salmat.

• Raise requisitions and job orders for building maintenance and reporting. Follow up and ensure work is completed in a safe and efficient manner.

• Perform other duties consistent with the award as directed. Key Challenges and Influences Challenges/Problem Solving: § Maintaining current knowledge of the frequently changing policies, procedures, software and systems. § Managing competing priorities and high volumes of work, given often limited resources. § Providing effective on the job coaching and feedback to staff in an environment of heavy workload and limited

resources. § Coordinating high demands of the Community Mental Health Centres and Child & Adolescent Psychiatry

Services. § Working independently.

Communication: § The Administration Supervisor Level 5 is required to communicate regularly with a wide range of internal

stakeholders including administrative and clinical staff.. § Externally, the Administration Supervisor Level 5 will develop and maintain effective relationships with a wide

variety of stakeholders. Decision Making/Influence: § Work independently under limited direction and within constraints set by senior management. § Escalate more complex issues to the Administration Manager. Selection Criteria 1. Demonstrated experience in providing a high calibre of administrative support to senior staff and management,

with exceptional organisational skills. 2. Ability to work as part of a team in a supervisory capacity, with experience in managing work flow in area of

responsibility, delegating tasks to less senior administrative staff, and appropriate monitoring of and coaching for performance.

3. Ability to work and act independently and proactively to meet the responsibilities of the role, including timeliness, attention to detail and problem solving.

4. Ability to develop business processes that support administrative functions with ability to identify, analyse, suggest solutions and resolve problems about relevant business support matters.

5. High level interpersonal, written and verbal communication skills and customer service approach. 6. Demonstrated commitment to providing a quality service and quality improvement initiatives in workplace

practices and procedures. 7. Extensive use of software and systems which may include Microsoft Office (Word, Outlook, Excel), KRONOS,

ERecruit, Oracle, Office Max, Tollstreamdirect, eMR, iPM, TESL, Staples, and Salmat.

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8. Current unrestricted NSW Class “C” drivers licence (P2 licence accepted). Employment Screening Checks


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N/A Sitting Remaining in a seated position to perform tasks X Standing Remaining standing without moving about to perform tasks X Walking Floor type: even/uneven/slippery, indoors/outdoors, slopes X Running Floor type: even/uneven/slippery, indoors/outdoors, slopes X Bend/ Lean Forward from Waist Forward bending from the waist to perform tasks X Trunk Twisting Turning from the waist while sitting or standing to perform tasks X Kneeling Remaining in a kneeling posture to perform tasks X Squatting/ Crouching Adopting a squatting or crouching posture to perform tasks X Leg/ Foot Movement Use of leg and or foot to operate machinery X Climbing (stairs/ladders) Ascend/ descend stairs, ladders, steps, scaffolding X Lifting/ Carrying



or away from body X


work X


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Position Title: ADMINISTRATION OFFICER LEVEL 3 (1.0) Maroubra Community Mental Health Centre Reception



Location: Maroubra Community Mental Health Centre





Specialty Code: N/A





Primary Purpose of the Position South Eastern Sydney Local Health District (SESLHD) is committed to improving the care provided to our patients in line with our vision of Working together to improve the health and wellbeing of our community. The position is to provide a high range of administrative, customer service and clerical support services to enable the staff of the Maroubra Community Mental Health Centre of the Eastern Suburbs Mental Health Service to achieve their objectives in a timely, reliable and efficient manner. The position is primarily based at Maroubra Community Mental Health Centre. However travel across the Eastern Suburbs Mental Health Service to assist with vacancies and leave relief may at times be required, as directed by the Administration Manager. Key Accountabilities • Provide a range of customer service, administrative and clerical support services, selecting the most









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• Whilst this position is primarily based in the Maroubra Community Mental Health Centre you may be required to work across the Eastern Suburbs Mental Health Service to assist with vacancies and leave relief as directed by the Administration Manager.









practices and procedures 5. High level skills in Microsoft Office functions (Word, Excel, Powerpoint, Outlook etc) 6. Team Player and willingness and ability to contribute to the overall performance and improvement of the

Service’s administrative support 7. Use of KRONOS, Oracle, ERecruit, Officemax, Tollstreamdirect, eMR, iPM and BEIMS, and willingness to

learn other programs as required of the role. Employment Screening Checks


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Position Title: ADMINISTRATION OFFICER LEVEL 3 (0.8) Child and Family East (CAFÉ)/Adolescent Psychiatry



Location: Child and Family East (CAFÉ) - Prince of Wales Hospital Campus, Randwick





Specialty Code: N/A





Primary Purpose of the Position South Eastern Sydney Local Health District (SESLHD) is committed to improving the care provided to our patients in line with our vision of Working together to improve the health and wellbeing of our community. Provide a high range of administrative, customer service and clerical support services to enable the clinical staff of the Child and Family East (CAFÉ) and Adolescent Psychiatry services of the Eastern Suburbs Mental Health Service to achieve their objectives in a timely, reliable and efficient manner. The position is primarily based at Prince of Wales Hospital. However travel across the Eastern Suburbs Mental Health Service to assist with vacancies and leave relief may at times be required, as directed by the Administration Manager.



• Respond to a range of enquiries with internal and external stakeholders (in person and over the phone) providing information and referring enquiries in a confidential, customer focused, effective and responsive manner.



• Participate in Department meetings and initiatives regarding quality improvement and Work Health and Safety • Act as an appropriate and effective role model and promote a culture and supporting practices that reflect the




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• Whilst this position is primarily based in the Eastern Suburbs Mental Health Child and Family East (CAFÉ) you may be required to work across the Eastern Suburbs Mental Health Service to assist with vacancies and leave relief as directed by the Administration Manager.







problems of a simple nature Selection Criteria 1. Ability to perform a wide range of administrative tasks in a demanding workload 2. Experience responding to a range of enquiries and determining the appropriate response in a complex work



improvement of the Service’s administrative support 7. Use of KRONOS, Oracle, ERecruit, Officemax, Tollstreamdirect, eMR, iPM and BEIMS, and willingness to

learn other programs as required of the role.

Employment Screening Checks National Criminal Record Check Working with Children Check

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Position Title: ADMINISTRATION OFFICER LEVEL 3 (1.0) Adolescent Psychiatry/CAFE



Location: Adolescent Psychiatry - Prince of Wales Hospital Campus, Randwick





Specialty Code: N/A





Primary Purpose of the Position South Eastern Sydney Local Health District (SESLHD) is committed to improving the care provided to our patients in line with our vision of Working together to improve the health and wellbeing of our community. The position is to provide a high range of administrative, customer service and clerical support services to enable the staff of Adolescent Psychiatry and Child and Family East (CAFÉ) services of Eastern Suburbs Mental Health Service to achieve their objectives in a timely, reliable and efficient manner. The position is primarily based at Prince of Wales Hospital. However travel across the Eastern Suburbs Mental Health Service to assist with vacancies and leave relief may at times be required, as directed by the Administration Manager.




• Maintain medical record systems; record, create, store, update and retrieve information ensuring the accurate, confidential and safe storage of information






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improvement of the Service’s administrative support 7. Working knowledge of KRONOS, Oracle, ERecruit, OfficeMax, Tollstreamdirect, eMR, iPM and BEIMS, with

willingness to learn other programs as required of the role. Employment Screening Checks

National Criminal Record Check Working with Children Check

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Position Title: ADMINISTRATION OFFICER LEVEL 3 (0.6) Adolescent Psychiatry/CAFE



Location: Adolescent Psychiatry - Prince of Wales Hospital Campus, Randwick





Specialty Code: N/A





Primary Purpose of the Position South Eastern Sydney Local Health District (SESLHD) is committed to improving the care provided to our patients in line with our vision of Working together to improve the health and wellbeing of our community. Provide a high range of administrative, customer service and clerical support services to enable the Adolescent Psychiatry and Child and Family East (CAFÉ) services of Eastern Suburbs Mental Health Service to achieve their objectives in a timely, reliable and efficient manner. The position is primarily based at Prince of Wales Hospital. However travel across the Eastern Suburbs Mental Health Service to assist with vacancies and leave relief may at times be required, as directed by the Administration Manager. Key Accountabilities • Provide a high range of customer service, administrative and clerical support services, selecting the most






organisational through demonstrated behaviours and interactions with patients/clients/employees. • Maintain responsibilities for personal and professional development by participating in training/education



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• Whilst this position is primarily based in the Eastern Suburbs Mental Health Adolescent Psychiatry / Child and Family East (CAFÉ) you may be required to work across the Eastern Suburbs Mental Health Service to assist with vacancies and leave relief as directed by the Administration Manager.

• Use of software packages, including but not limited to KRONOS, Oracle, Erecruit, OfficeMax, Tollstreamdirect, eMR, iPM and BEIMS.






problems of a simple nature

Selection Criteria 1. Ability to perform a wide range of administrative tasks in a demanding workload 2. Experience responding to a range of enquiries and determining the appropriate response in a complex work



improvement of the Service’s administrative support 7. Use of KRONOS, Oracle, ERecruit, OfficeMax, Tollstreamdirect, eMR, iPM and BEIMS, with willingness to



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Position Title: ADMINISTRATION OFFICER LEVEL 3 (0.4) Adolescent Psychiatry/ CAFE



Location: Adolescent Psychiatry Prince of Wales Hospital Campus Randwick





Specialty Code: N/A





Primary Purpose of the Position South Eastern Sydney Local Health District (SESLHD) is committed to improving the care provided to our patients in line with our vision of Working together to improve the health and wellbeing of our community. Provide a high range of administrative, customer service and clerical support services to enable the Adolescent Psychiatry and Child and Family East (CAFÉ) services of the Eastern Suburbs Mental Health Service to achieve their objectives in a timely, reliable and efficient manner. The position is primarily based at Prince of Wales Hospital. However travel across the Eastern Suburbs Mental Health Service to assist with vacancies and leave relief may at times be required, as directed by the Administration Manager.










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Position Title: ADMINISTRATION OFFICER LEVEL 3 (1.0) Bondi Junction Community Mental Health Centre Reception



Location: Bondi Junction Community Mental Health Centre





Specialty Code: N/A





Primary Purpose of the Position South Eastern Sydney Local Health District (SESLHD) is committed to improving the care provided to our patients in line with our vision of Working together to improve the health and wellbeing of our community. Provide a high range of administrative, customer service and clerical support services to enable the staff of the Bondi Junction Community Mental Health Service to achieve their objectives in a timely, reliable and efficient manner. The position is primarily based at Bondi Junction Community Mental Health Service. However travel across the Eastern Suburbs Mental Health Service to assist with vacancies and leave relief may at times be required, as directed by the Administration Manager. Key Accountabilities • Provide a range of customer service, administrative and clerical support services, selecting the most









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• Whilst this position is primarily based in the Mental Health Service Bondi Junction Community Mental Health Centre you may be required to work across the Eastern Suburbs Mental Health Service to assist with vacancies and leave relief as directed by the Administration Manager.


• Perform other duties consistent with the award as directed. Key Challenges and Influences Challenges/Problem Solving: • Organising daily routines to meet deadlines and responding to problems or conflict • Attending to the wide variety of day-to-day administrative tasks resolving them on behalf of the Manager of the










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Position Details Position Number: 505525

Position Title: ADMINISTRATION OFFICER LEVEL 3 (1.0) Youth Mental Health, Bondi Junction Community Mental Health Centre



Location: Bondi Junction Community Mental Health Centre





Specialty Code: N/A





Primary Purpose of the Position South Eastern Sydney Local Health District (SESLHD) is committed to improving the care provided to our patients in line with our vision of Working together to improve the health and wellbeing of our community. The position assists in the provision of efficient and effective administrative support for the functioning of the Youth Mental Health and Early Psychosis programs (including Youth Metabolic projects) across the District. In addition, the position is to provide customer service support to the Bondi Junction Community Mental Health Centre to provide break and leave relief to ensure smooth functioning of the centre. The position is primarily based at Bondi Junction Community Mental Health Service. However travel across the Eastern Suburbs Mental Health Service to assist with vacancies and leave relief may at times be required, as directed by the Administration Manager. Key Accountabilities • Provide a range of customer service, administrative and clerical support services, selecting the most









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• Whilst this position is primarily based in the Mental Health Service Bondi Junction Community Mental Health Centre you may be required to work across the Eastern Suburbs Mental Health Service to assist with vacancies and leave relief as directed by the Administration Manager.


• Perform other duties consistent with the award as directed. Key Challenges and Influences Challenges/Problem Solving: • Organising daily routines to meet deadlines and responding to problems or conflict • Attending to the wide variety of day-to-day administrative tasks resolving them on behalf of the Manager of the






practices and procedures 5. High level skills in Microsoft Office functions (Word, Excel, PowerPoint, Outlook etc.) 6. Team Player and willingness and ability to contribute to the overall performance and improvement of the

Service’s administrative support 7. Use of KRONOS, Oracle, ERecruit, OfficeMax, Tollstreamdirect, eMR, iPM and BEIMS, with willingness to

learn other programs as required of the role Employment Screening Checks


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Position Details Position Number: 634399

Position Title: ADMINISTRATION OFFICER LEVEL 3/ CSO (1.0) Clinical Support Officer, Ambulatory



Location: Maroubra Community Mental Health Centre Bondi Junction Community Mental Health Centre



Award: Health Employees Administrative Staff (State) Award Classification:

Administration Officer Level 3 / CSO

Registration and Licence requirements: N/A

Specialty Code: N/A


Responsible to: Line Manager: Clinical Information Coordinator Supervisor: Community Services Manager



Primary Purpose of the Position South Eastern Sydney Local Health District (SESLHD) is committed to improving the care provided to our patients in line with our vision of Working together to improve the health and wellbeing of our community. The Clinical Support Officer (CSO) provides administrative support in the collection, analysis and dissemination of mental health data for clinical, reporting and research purposes for the Ambulatory areas of Eastern Suburbs Mental Health Service. The position is primarily based at Maroubra Community Mental Health Centre, with regular travel required to Bondi Junction Community Mental Health Centre.

Key Accountabilities • Provide administrative support in collecting Mental Health Activity Data via the Community Mental Health

Scheduling Appointment Book • Recording activity in Community Health electronic medical record for specified clinics • Production and dissemination of reports from Community Health electronic medical record • Facilitation of data quality activities relating to Mental Health data collected via Community Mental Health

electronic medical record • Provide support for queries related to Community Mental Health electronic medical record and escalate issues

accordingly • Scanning and printing of clinical documentation • Correction of Non admitted patient errors relating to mental health clinicians • Correction of data quality errors highlighted from clinical activity • Participate in Department meetings and initiatives regarding quality improvement, and Work Health and Safety • Act as an appropriate and effective role model and promote a culture and supporting practices that reflect the





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Key Challenges and Influences Challenges/Problem Solving: • Work with clinicians to ensure that relevant activity data is captured accurately and comprehensively • Work in collaboration with local Service Managers and Team Leaders to address issues relating to non-

completion of activity and related data • Ensure routine reports as required by Service Managers and Team Leaders are produced in a timely manner • Review discrepancies within the data and ensuring the data quality issues are addressed with team leaders • Maintain data quality methodologies for determining, investigating and resolving data quality issues • Liaise with clinicians to ensure that document scanning is completed in line with procedure • Ensure data errors are resolved

Communication: • Attendance at Clinical Review and Allocation Meetings to assist in recording of MH Activity • Communication with eMR Support as required • Communication with Community Service Managers, Team Leaders and MH Information Team members in

relation to data quality activities performed, issues identified and remedial action to be taken • Communication with other Clinical Support Officers – this involves both the provision and receipt of support • Communication with Clinical Staff in the resolution of activity data and related issues • Communication with Clinical Staff in relation to document scanning functionality and work processes • Participate in appropriate peer group support mechanisms including regular meetings. • Demonstrate active development of own education and skills through attendance at relevant educational

forums and activities

Decision Making/Influence: • Escalate as appropriate, all issues relating to information systems that have clinical, reporting or research

implications or impact on the provision of Mental Health Services Selection Criteria 1. Experience in clinical activity documentation and clinical appointment scheduling systems 2. Ability to develop effective working relationships with clinical staff 3. Experience in the use of Microsoft Office including Word, Excel and Outlook 4. Capacity to work under broad supervision and to undertake a diverse range of tasks as an effective member of

a team, high volume work environment. 5. Ability to review data quality reports and communicate findings to clinicians 6. Current unrestricted NSW Class “C” drivers licence (P2 licence accepted).



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Eastern Suburbs Mental Health Service Administration ... · Eastern Suburbs Mental Health Service...

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Transcript of Eastern Suburbs Mental Health Service Administration ... · Eastern Suburbs Mental Health Service...