JOB DESCRIPTION
Anaesthetic Department Coordinator
Department of Anaesthesia
Whangarei Hospital
Position Title:
Anaesthetic Department Coordinator
Organisation Unit:
Department of Anaesthesia
Location:
Responsible to:
Whangarei Hospital, Northland District Health Board
Clinical Head of Department, Northland District Health Board
Service Manager, Surgical Services, Northland District Health
Board
Primary Functions of
the Position:
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Cost effective management and administration of roster
systems for Anaesthetic and ICU departments
Leave management
Locum recruitment for the Anaesthetic Department
Budget management for the Anaesthetic Department
supplies & consumables
Management of administrative and clerical support of the
department
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Functional Relationships
The Anaesthetic Department Coordinator will develop and maintain excellent relationships
with:
Internal
External
 General Manager Clinical Services
 Clinical Director Critical Care Services.
 Clinical Heads of Departments,
Department of Anaesthesia & ICU.
 Department of Anaesthesia staff
 Service Managers
 Perioperative Manager
 Theatre Coordinator
 Human Resources
 SMO & RMO Recruitment Team
 Pain Management Team
 Radiology Booking Clerks
 Preassessment Clinical Nurse
Specialists.
 Payroll
 All other functioning relationships to
accomplish key result area.
 ACC Analysts
 Recruitment Agency Staff
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 Anaesthetic Department Coordinator encompasses the following major
functions or key result areas:
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Roster management and administration, Department of Anaesthesia & ICU
Leave management
Locum placement & recruitment assistance
Budget responsibility for department supplies & consumables
Management of administrative & clerical support of the department
Communication & Teamwork
Treaty of Waitangi
Health and Safety
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The outcome requirements of the above key responsibility areas are outlined below:
Key Responsibility
Area
Roster Management &
Administration,
Department of
Anaesthesia & ICU
Expected Outcomes
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Leave Management
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In consultation with the Heads of Departments ensure the
effective and efficient co-ordination of daily operational
functions.
Optimise cost effective rostering of the Anaesthetic Department
staff to cover all aspects of agreed service delivery.
Coordinate, draft and finalise weekly Anaesthetic/ICU rosters
and Registrar/MOSS rosters including producing yearly
templates, six weekly rotations and distributions.
Liaise with departmental staff and staff within the organisation in
regards to specific roster requests and short notice urgent reorganisation due to staff shortages.
Act as contact person for Anaesthetists for day to day issues
and facilitate solutions.
Develop and maintain automation of systems where possible to
streamline rostering processes.
Weekly collation of extra sessional information and maintenance
of session bank database.
Produce 6 weekly ICU drafts, incorporating weekend call, roster
requests, meeting attendance and leave.
Maintain yearly on call schedule, update and track ICU
consultants call requirements.
Produce 6 weekly roster statistics for MOSS group delivery.
Identify potential locum cover requirements for Clinical Heads of
Departments.
Facilitate and develop a process for the management of all
department leave. In particular:
a) To ensure that leave is managed to minimise disruption of
clinical services.
b) To ensure that Consultants leave requests are approved by
the Service Manager or General Manager.
Administration of leave applications in a timely manner.
Maintain leave year planners for Consultants, Registrars and
MOSS group.
Update shared leave spreadsheet on intranet.
Liaise with RMO Unit for approval of RMO leave.
Complete Staff directives for all SMO leave one month prior to
relevant period, according to ASMS and NDHB requirements.
Maintain leave database with all relevant information.
Liaise with HR Administrator as required for leave queries.
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Key Responsibility
Area
Locum Placement &
Recruitment
Assistance
Expected Outcomes
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Management of
administrative &
clerical support of
the department
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Budgetary
responsibility for
department
consumables
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Communication and
Teamwork
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Identify locum needs. Liaise with MOSS group to identify any
possible roster changes to reduce need for locums.
Provide supporting evidence to Clinical Heads of Departments
of anticipated Registrar/MOSS locum shifts. Produce Locum
Critical Vacancy form for RMO Recruitment team. Identify
potential internal Registrar locum availability and liaise with
RMO Recruitment team accordingly. Liaise with MOSS group to
identify and record availability for extra shifts.
Advertise and coordinate all internal SMO locum shifts for short
notice cover. Plan flight cover when ICU Registrar unable to
cover retrievals. Maintain knowledge of locum rates and ensure
flight timesheet completed for flight locum shifts.
Liaise with Recruitment Team for SMO and RMO vacancies and
assist with completion of documentation and sessional
information.
Maintain staffing schedule and report to Service Managers.
Prepare and process claim forms as required for SMO locum
shifts and extra sessions.
Maintain yearly claims spreadsheet.
Track locum shifts delivered throughout the year and provide
reports on request for General Manager Clinical Services,
Service Managers and Business Analyst
Ensure the administrative needs of the department are met
within appropriate timeframes and provide oversight.
Participate in the performance appraisal for Anaesthetic
Secretary in liaison with Clinical Head of Department.
Provide and delegate administrative and clerical support to Pain
Management Team including; sending out questionnaires for
completion, preparing discharge letters and follow up letters in
liaison with Pain Service Nurses, ensuring accurate dictaphone
typing of pain clinics within identified timeframes.
Weekly documentation of patient information on Pain Service
database
Prepare ARTP’s for Pain Specialist’s signature.
Prepare quarterly reports.
Liaise with ACC staff, NDHB ACC Revenue Analyst for billing
purposes and NDHB ACC Business Analyst for pain service
queries.
Attend Pain Service meetings.
Participate in budget development and monitoring processes
and demonstrate fiscal responsibility.
Work with Business Managers to assist in the development of
department budget.
Suggest initiatives that may contribute to the overall
effectiveness and efficiency of services.
Work in a co-operative manner with Heads of Departments,
Clinical Director of Critical Services, Service Managers and
General Manager.
Build and maintain productive working relationships.
Ensure behaviour reflects understanding of cultural
appropriateness.
Value individual effort, innovation and creativity.
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Key Responsibility
Area
Treaty of Waitangi
Expected Outcomes
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Health & Safety
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Contribute to the promotion of the principles of Treaty of
Waitangi and the involvement of 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.
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
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 may be amended from time to time, in consultation with
the employee, to meet any changing conditions and service requirements.
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Person Specification
Anaesthetic Department Coordinator
Education and Qualifications
Essential
 Advanced skills in Microsoft Office Word,
Excel and Outlook
 Advanced skills in electronic data
storage, presentation and retrieval
Experience
Essential
 Previous experience in Senior
Administrative role
 Excellent keyboard skills, including
speed, accuracy, layout and presentation
 Proficiency in report and correspondence
writing.
 Experience with communicating
effectively within a wide range of people
Desirable
 Experience working in the health sector
 Good
understanding
of
medical
terminology
Desirable
 Experience in improving systems and
processes to achieve maximum efficiency
 Knowledge of the health industry
 Previous experience within a service
industry
 Maintenance of databases
Skills
 Ability to prioritise, meet deadlines and work unsupervised
 Effectively negotiates to reach outcomes that meet the organisation’s needs.
 Sound problem solving and analysis skills
 Highly effective communication skills, both written and verbal
 Professional telephone manner
 Ensure excellent documentation, accuracy and attention to detail
 Excellent time management skills
 Self motivated
 Skilled at relating to and building a rapport with others demonstrated by effective working
relationships with staff at all levels of the organisation
Personal Attributes
 Ability to work under pressure and adapt to changes in a demanding work environment
 Ability to exercise initiative and judgement
 A commitment to quality improvement
 Demonstrated commitment to own professional development
 Demonstrates honesty, integrity and sound business ethics
 Professional in manner and appearance
 High level of sensitivity to cultural differences
 High level of confidentiality/diplomacy
 Effective team member
Awareness and Understanding of
. Essential
 Treaty of Waitangi and its application to
the Health setting.
 Privacy
Act
(1993)
and
Health
Information Privacy Code (1994
Desirable
 Health and Safety in Employment Act
(1992)
 Health and Disability Commissioner
(Code of Health and Disability Services
Consumers’ Rights) Regulations (1996)
 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:
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