Healthcare of New Zealand Limited
Role Description
Title:
Administrator support (fixed term to June 2015)
Incumbent:
N/A
Leadership
Competency Group
Team Member
LOCATION:
Branch and Division:
Mental Health & Addition Services - Te Aranga Mai
Services
Geographical Location:
Tauranga
Manager’s Title:
Regional Service Manager, Lower North Island
Manager Once Removed Title:
General Manager, Mental Health & Addition Services
ROLE PURPOSE:
Te Aranga Mai is a new partnership between HCNZ Mental Heath & Addiction
Services (MHAS)and the Dept of Corrections; developing innovative ways to improve
public safety and reduce re-offending by utilising local solutions to help ex-Offenders
turn their lives around.
To achieve this, the service will work with ex-offenders due to be released from prison
to help them to reintegrate successfully into the community as valued citizens by
identifying their needs (e.g. employment, education, housing, health, life skills, social
relationships) and supporting them to access the services required to meet those
needs.
The purpose of this role is to provide basic administrative support to the staff operating
Te Aranga Mai service while developing strong relationships with internal and external
clients, staff and agencies. Key elements of this role include the development of
resources that will enable the efficient operation of Te Aranga Mai service, liaising with
relevant agencies on behalf of MHAS staff and to manage client referrals; maintaining
the client management system and running reports.
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DIMENSIONS OF THE POSITION FOR WHICH THE INCUMBENT IS
ACCOUNTABLE:
Number of direct reports
Geographical area of responsibility
Nil
Lower North Island
Operating Budget
N/A
Other (delegation levels)
N/A
IMPORTANT RELATIONSHIPS:
Internal



Te Aranga Mai Management
Head Office staff
Te Aranga Mai staff

Ministry of Corrections principal case managers, case managers and
contract managers
Clients
Family/whānau of clients
Organisations that support service delivery, e.g:
 NGO’s (Non-Government Organisations)
 PHO’s (Primary Health Organisations)
 Community Groups
 Employment, Housing, Education & Training Agencies
 Public Advisory Services
External



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PRINCIPLE ROLE ACCOUNTABILITIES AND EXPECTATIONS:
General Administration Support

Provide administrative support to the General Manager, Regional Service Manager and
Reintegration Facilitators in relation to Te Aranga Mai service

Work with MHAS staff to ensure effective administration support is provided (e.g. filing,
record management, photocopying) as requested by RSM and/or GM

Work collaboratively with the GM PA to ensure the MHAS is supported fully

Develop and format documents; editing, and proof reading when required

Preparation of invoices for coding and sending to Head Office in the required timeframe

Petty cash reconciliation

Complete internal payroll schedules and forward to Head Office in the appropriate
timeframe

Responsible for the relationship with the HCNZ Processing Centre (Payroll) and be
responsible for ensuring timesheet corrections are processed in a timely manner

To work as part of Te Aranga Mai service; be willing and able to undertake other relevant
duties as requested

Promote strong relationships in a professional manner
Support the delivery of Te Aranga Mai service

Research, develop and provide package of materials to support Reintegration Facilitators

Develop and maintain a directory of local services/resources specific to each area by
liaising with local services/agencies/information sources

Arrange appointments with relevant local services/agencies as required by GM, RSM, and
Reintegration Facilitators.

Assist with the organisation of client’s basic needs (e.g. bank account, driving license,
identification documents).
Client Referrals and Rostering

Receive and acknowledge new referrals

Work with the RSM for the rostering of new referrals to RF’s, ensuring manageable
workloads
Data Entry and Reporting

Data entry of all new referrals, client contacts and amendments to data relating to
employees or clients

Checking and working with data entry reports, including the preparation of monthly KPI
reports for the GM

Responsible for any additional data entry required for Te Aranga Mai service

Be responsible for generating and distributing required reports
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Relationship Development

Build relationships with external services, agencies, community groups and other
information sources in order to develop links and materials that will support the work of the
Reintegration Facilitators

Develop relationships with managers and staff within the Company and work cooperatively
to ensure that the programmes work effectively within the matrix structure.
Quality & Risk Management
To provide assistance to MHAS staff in relation to quality system management

Preparation of data for analysis

Maintain a Risk Register for the service

Data quality checking within client management system

Maintaining/updating relevant information to evidence compliance with HCNZ Policies and
procedures and NZ Sector Standards
Health and Safety

Become familiar with all health and safety policies and procedures

Identify any hazards, maintaining safety at all times

Ensure that you practice safe working procedures

Report all incidents including near misses and unidentified hazards as required

Representative on the PN office Health and Safety Meetings
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COMPETENCIES:
Leadership Competency Group
Focusing on the people
we work with
Team Member
Contributing to Team Success - Actively participating as
a member of a team to move the team toward the
completion of goals.
Continuous Improvement - Originating action to improve
existing situations and processes; identifying improvement
opportunities, generating ideas, and implementing solutions.
Executing the strategy
Energy - Consistently maintaining high levels of activity or
productivity; operating with drive, effectiveness, and
determination over extended periods of time.
Work Standards - Setting high standards of performance
for self and others; assuming responsibility and
accountability for successfully completing assignments or
tasks; self-imposing standards of excellence rather than
having standards imposed.
Understanding the
environment
Building Client Loyalty - Effectively meeting client needs;
building productive client relationships; taking responsibility
for client satisfaction and loyalty.
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PERSON SPECIFICATION:
Essential skills, knowledge and experience

Relevant administrative experience

Ability to develop and maintain relationships both internally and externally, with a
commitment to teamwork

A high level of attention to detail

Accurate data entry

Advanced knowledge of Microsoft Outlook, Word, Excel, Publisher

Ability to adapt to new computer software

Comfortable working with electronic databases and record-keeping systems

Able to work on own initiative within set boundaries with an awareness of when to
escalate issues

Excellent written and oral communication abilities

Clear and responsive telephone manner

Efficient time management skills with the ability to prioritise the workload

Ability to cope under pressure when there are high volumes of work, and capable of
dealing with interruptions to normal workflow to complete urgent assignments

Ability to work independently as well as part of a team

Enjoys responsibility, is self-motivated and can self-manage in a multi-tasking
environment
Desirable skills, knowledge and experience

Previous experience of researching and developing service delivery materials

Experience of working in a similar field

Driving license
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