JOB DESCRIPTION
PA General Surgery and Gynaecology
Whangarei Hospital
Position Title:
Personal Assistant
Organisation Unit:
Surgical / Gynaecology Department
Location:
Whangarei Hospital, Northland District Health Board
Responsible to:
Clinical Nurse Manager, Surgical Outpatient Department,
Northland District Health Board
Primary Functions of
the Position:
To provide high quality administrative support to the Clinical
Heads of the Department General Surgery / Gynaecology and
the Surgical Outpatient Department by ensuring that
administrative activities are coordinated in a professional and
timely manner and information systems are maintained. Provide
administration support to Department Heads and to CNM
Surgical Outpatient Department on an ad hoc basis when
needed.
Functional Relationships
The PA Surgical / Gynaecology Department will develop and maintain excellent relationships
with:
Internal
External
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Patients
Clinical Head of the Departments
Clinical Nurse Manager SOPD
Other Outpatient Department Staff
Other Hospital Departments
Peripheral Hospital Clinics
Secretarial Support Staff Northland
Clerical Staff
Medical Records
Admissions
Social Workers
Secretarial Support Staff Northland
Medical Staff
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Patients and their whanau / families
Primary healthcare providers including
Iwi providers
All relevant individuals, agencies and
services
Key Responsibilities and Expected Outcomes
Northland District Health Board has established a set of values by which the organisation will
respond, in part, to achieving its goals and objectives through their workforce. The following
Values and supporting statements are expected behaviours of each individual employed with
NDHB:
Values
Supporting Statement
People First
Tangata I te tuatahi
Respect
Whakaute (tuku mana)
Caring
Manaaki
Communication
Whakawhitiwhiti korero
Excellence
Taumata teitei (hirangi)
People are central to all we do
We treat others as we would like to be treated
We nurture those around us, and treat all with dignity and
compassion
We communicate safely, openly and with respect to promote clear
understanding
Our attitude of excellence inspires success, competence,
confidence and innovation
The position of PA Surgical / Gynaecology Department encompasses the following major
functions or key result areas:
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Administrative support to Clinical Heads of the Department General Surgery /
Gynaecology
Administrative support to Department of Surgery / Gynaecology and Surgical
Outpatient Department
Quality Improvement
Information Systems
Communication and Teamwork
Resource Management
Personal Development
The outcome requirements of the above key responsibility areas are outlined below:
Key Responsibility Area
Expected Outcomes
Administrative support
to Heads of
Departments
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Accurate and timely typing and document preparation in line
with Northland Health standards.
Manage inward and outward correspondence within
timeframes.
Copy and distribute documentation as required.
Take messages and requests for HoD’ s.
Attend business meetings as required
Record, type and distribute minutes and agendas for various
meetings.
Arrange meetings and appointments accurately and in a
timely manner.
Maintain electronic diary and files for CD.
Develop and maintain a manual filing system for CD.
Provide administrative support (typing, copying, mail) as
required.
Key Responsibility Area
Expected Outcomes
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Administrative support
to Department of
Surgery / Gynaecology
and Surgical Outpatient
Department Staff
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Quality Improvement
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Information Systems
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Maintain confidentiality at all times.
Provide administrative support for recruitment policies and
protocols (typing, distribution).
Other typing support as arranged
Develop and maintain a data system which will track
patients who are waiting investigations prior to review
Prepare and distribute peripheral clinic schedules.
Process Annual Leave/Conference Leave applications.
Provide equipment support and bookings for meetings
including room and catering bookings.
Arrange ad hoc meetings as required.
Maintain departmental policies and protocols and manage
meeting documentation.
Open and sort incoming correspondence, distribute as
required.
Prepare on call roster for surgical consultants monthly
Input to and administration of surgical consultant Outlook
calendars
Set up and monitoring of departmental calendar
Check peripheral clinic schedules and liaise with booking
clerks regarding any roster changes.
Attend to phone calls in a timely manner.
Any other duties as identified in consultation with the Clinical
Nurse Manager, Surgical Outpatients Department.
Take minutes and maintain agenda for quality meetings.
Take notes for ad hoc meetings as required.
In conjunction with Quality Coordinator, maintain complaints
and incident files, meeting minutes and write six monthly
report.
Arrange meetings to investigate and resolve incidents as
required.
Liaise with Information Services and Decision Support
Services to obtain reports required for the department.
Assist in the development of such reports.
Develop knowledge of current systems.
Communication and
Teamwork
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Demonstrate customer focus with all communication.
Respond to all enquiries with a courteous manner and
ensure timely responses.
Resource Management
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Arrange travel and accommodation for Heads of
Departments, Surgeons and Surgical OPD staff as required.
Arrange venues and catering for meetings as required.
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Attend organisational orientation.
Attend compulsory learning annually.
Personal Development
Key Responsibility Area
Treaty of Waitangi
Expected Outcomes
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Attend Treaty of Waitangi workshop.
Identify own development needs.
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Contribute to the promotion of the principles of Treaty of
Waitangi and the involvement if Maori within the decision
making process for their health and independence, within
District Health Board management processes and
procedures
Include the principles of the Treaty of Waitangi within all
aspects of the role and its outcomes
Ensure that consultation and engagement processes include
appropriate mechanisms to meet the need of Maori in a
culturally appropriate and safe manner
Attend the Northland District Health Board Treaty of
Waitangi Training
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Health & Safety
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Ensure compliance with designated responsibilities detailed
in Northland District Health Board’s Health and Safety Policy
Promote an environment of physical, occupational, cultural,
ethical and legal safety
Observe safe work practices, rules and instructions relating
to work, and be pro-active in hazard management
Willingly co-operate in the achievement of all health and
safety goals and initiatives by:
 Practicing and observing safe work methods;
 The use of safety equipment;
 Reporting unsafe conditions or equipment; and
 Reporting and documenting all accidents or incidents
Attend Compulsory training annually
Variation of Duties
Duties and responsibilities described above should not be construed as a complete and
exhaustive list as it is not the intention to limit in any way the scope or functions of the
position. Duties and responsibilities can be amended from time to time either by additional,
deletion or straight amendment by the Clinical Nurse Manager, Surgical Outpatient
Department, to meet any changing conditions, however this will only be done in consultation
with the employee.
Person Specification
PA to Clinical Director and Department of Surgery
Experience
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Experience in Personal Assistance/Secretarial Role
Demonstrated competence with Microsoft software including “Word” and “Excel”
Excellent keyboard skills, including speed, accuracy, layout and presentation
Proficiency in report and correspondence writing
Understanding of “quality” and the development of a continuous framework
Skilled in problem solving and shows initiative
Ability to take notes and transcribe proceedings of meetings accurately
Desktop publishing/presentation
Maintenance of databases
Medical terminology use (not essential)
Interpersonal Relationships
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Highly effective communication skills, both written and verbal
Professional in manner and appearance
Pleasant and professional telephone manner
Ability to effectively communicate with a wide range of people, and establish harmonious
interpersonal relationships
Effective team member who actively participates
Personal Attributes
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Able to work under pressure and adapt to changes in a demanding work environment
Demonstrated coordination, organisation and prioritisation skills
Excellent time management
Self motivated
Ability to exercise initiative and judgement
A commitment to quality improvement
Demonstrated commitment to own professional development
Understanding of health service is desirable, but not essential
Awareness and Understanding of
Essential
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Treaty of Waitangi and its application to the Health setting.
 Privacy Act (1993) and Health Information Privacy Code (1994
Desirable
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Health and Safety in Employment Act (1992)
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Health and Disability Commissioner (Code of Health and Disability Services Consumers’
Rights) Regulations (1996)
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New Zealand Council of Healthcare Standards
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Performance Development Review
An initial review of performance will be conducted after three months, with an annual review
thereafter.
An individual Development Plan will be developed to reflect the contribution this position is
expected to make towards achieving the team’s objectives and measures. Key result areas
will be developed and agreed at this time.
Authorised by:
Signature:
Date:
Acceptance
Acceptance of the position implies acceptance of this position description.
Position Title:
Signature of employee:
Date: