Gateway Administrator | Child & Family Safety Service

• Christchurch - Child and Family Safety Service - Christchurch Hospital Campus
• 1 FTE 40 hours per week working Monday-Friday 8.30am to 5pm
• Permanent full time

Health New Zealand | Te Whatu Ora is firmly grounded in the principles of Te Tiriti o Waitangi and is dedicated to serving all New Zealanders. Through integration and collaboration, we - re building a health system underpinned by partnership, equity, sustainability, whānau-centred care, and excellence.

About the Role

This is a fast-paced position in an environment where the content of the referrals we process can provoke strong emotions in staff. There is also a high risk of conflict arising from whānau directed at each other or staff members due to the often-emotive history taking component of the clinic sessions.

You will need a tenacious approach to achieve the goals of this position as there are multiple challenging and competing demands when ensuring the vital components of a Gateway Clinic fit together, such as the paediatrician, nurse, whānau and Oranga Tamariki Social worker who need to be able to attend the appointments you schedule.

This is a front-end position where if your management of the booking system doesn - t work well, clinic slots are wasted and children and young people - s health and social care needs remain unmet.

As part of the Administration and Clerical Pay Equity Claim settlement this role has been mapped to National Band 4/Profile 4

For further information about the administration and clerical pay equity settlement please follow the link below:

PSA National Health Administration Collective Agreement - FINAL (tewhatuora.govt.nz)

Key Responsibilities:

• Ensuring referrals contain the right amount of information for the clinic to proceed, and requesting further information otherwise.
• Negotiating clinic appointments with multiple Paediatricians, nurses, whānau and Oranga Tamariki Social workers via emails, phone calls and direct conversations.
• Ensuring that consents are in place, and that the whole process from the point of the referral received moves through the process within a 40-day timeframe.
• Gathering Statistics by the end of each month which feed into stakeholder reports which release funding.
• Attending meetings of up to 1.5 hours, you will take turns with other administration staff to take the minutes and release them within 24 hours.
• Excellent customer service skills - people focused
• Technically savvy - quick at picking up new applications/systems
• Excellent organisational, time management and problem-solving skills
• Ability to achieve accuracy and maintain attention to detail
• Ability to meet deadlines and work unsupervised
• A team player

About the Team/Service/ Location

Our Child and Family Safety Service, Tiaki Whānau, is a multidisciplinary team providing a specialist service for tamariki (children) and rangatahi (young people).

Based at the Christchurch Hospital campus our team is divided into a variety of workstreams including the Violence Intervention Programme, Sexual Abuse Team, Gateway and Infant to Teen assessments. Our Integrated Safety Response team is currently based at Hillmorton Hospital.

About you

Essential Qualifications & Experience:

• Intermediate user in the Microsoft suite of products e.g. Word, Outlook, Excel
• High level of written and verbal communication skills
• Demonstrated perceptiveness and a proactive approach in an administrator role.
• Be able to relate to patients and their families in a courteous and helpful manner.
• Be able to perform under periods of pressure.
• Ability to maintain confidentiality.
• Actively seeks feedback on opportunities to improve
• Ability to work smarter by being innovative and proactive.
• Accepts responsibility for actions.
• Positive and professional behaviours in all relationships
• Communication is clear, open, accurate and responsible
• Proactively seeks feedback
• Contribute to a supportive environment to create a high functioning service
• All data is entered into the patient management system accurately and in a timely manner.
• Appointments are made and appointment letters are sent in advance in accordance with the current policy.
• Patient appointments are monitored to keep within Departmental and HNZ guidelines.
• Vacant appointment spaces are filled to ensure an efficient flow of patients through all clinics.
• Cancellations are kept to a minimum by liaising with medical staff over conference and other leave commitments.
• Patient documents/results are available before the clinic commences.
• Post-clinic tasks are followed up such as follow up/discharge of non-attenders (DNA)
• Interpreter service is arranged as required.

Working for Health New Zealand

Health New Zealand | Te Whatu Ora is - the weaving of wellnesses. We're dedicated to ensuring excellent healthcare for the people of Aotearoa/New Zealand. The Equity Work Programme at Health NZ focuses on helping everyone in the health system think about equity when they do their work. It also promotes the cultural change needed for the whole system to reach equity in health outcomes.

Our people are at the heart of everything we do. Health New Zealand are committed to being good employers and honouring our equal employment opportunity obligations.

Our commitment to equity, diversity and inclusion

• We want to see the real you in your application and welcome the real you on board if you come and work with us. Skills are gained across many areas of our life, not just in formal employment. If you can demonstrate the skills listed in the ad, but the experience was gained through whānau life, community or mahi aroha (volunteering) we encourage you to apply and share your story with us in your cover letter.
• We particularly welcome applications from our diverse Māori, Pacific, disabled, and rainbow communities.

How to Apply

To view the position description and/or apply for the role please click - apply now. - All applications must be submitted through our online career - s portal. If you have any questions about the role, please contact Kerri McCarthy at Kerri.McCarthy@TeWhatuOra.govt.nz.

Please note, we will be reviewing applications when received and may proceed with the recruitment process, before the closing date of this advert.