Senior Administrator

POSITION PURPOSE & EXPECTED OUTCOMES

The purpose of the Kaiwhakahaere – Senior Administrator is to provide superior administrative support that assists the Kaitataki Whaiora to ensure the efficient operation for the service delivery of the Community team. 

KEY DUTIES AND RESPONSIBILITIES

The specific duties and responsibilities associated with the Lead Administrator duties include, but is not limited to:

Direct Strategic Responsibilities

• Provide high-quality administrative support and oversight of the Community team, to ensure efficient operation of the services within Ngati Hine Health Trust.
• Provide at desk mentoring/training for administrators and deliver service training e.g. I.T systems, NOTED training, policies & procedures, purchasing process, referral process, archiving process & other database & computer training as needed.
• Supervise day-to-day support activities of Community MHAOD administration to ensure administrative duties are completed by the team accurately and of the highest quality, in a timely manner. Activities include but not limited to:
  • Communication via phone, email and in person.
  • Welcoming whanau & visitors.
  • Coordinating service meetings.
  • Providing various documents to agreed standards e.g. reports, minutes, agendas, binding, presentations.
  • Developing and maintaining electronic & hard copy filing systems
  • Hard copy includes but not limited for auditing purposes - minutes, agendas, equipment register, evaluation & satisfaction surveys.
  • Ensuring stationery and resource levels are maintained and re-ordered when necessary – as per processes. Inventory is recorded and filed.
  • Maintaining effective office systems.
  • Supporting audit activities.
  • Managing internal/external correspondence.
  • Enter data accurately into client management systems as required.
  • Ensure data is entered within expected timeframes and assist with service/funder reporting.
  • Arranging accommodation, flights or vehicles for service team if required.
  • Booking of external venues, internal venues, catering, vehicles & equipment.
  • Ensure teams I.T requirements are met.
• Identify and implement ways to improve working, simplifying tasks, processes or reducing costs to enhance efficiency as approved by Management.
• Ensure administration team complete tasks in a timely manner and adhere to deadlines.
• Provide support and advice to administration team and assist workload planning where needed.
• Support services with I.T training, client management training and any other training as needed.
• Contribute to the smooth operation of services by providing administration and project support to management and other areas as required.
• Assist with professional development and training for Hauora administration team & service team if required.
• Help build a culture of high performance, professionalism and continuous improvement within NHHT that is aligned to the trust values.
• Ensure information is confidentiality maintained at all times.
• Assist in ensuring that all contractual requirements are met.
• Utilise organisational and service systems for reporting and management purposes e.g. Minutes of meetings, etc.
• 
  Anticipate needs by designing, promoting or supporting the delivery of services to exceed expectations.
• Solves difficult problems through careful and systematic evaluation of information, possible alternatives and consequences.
• Assist in ensuring that the service and organisation receive information, if required, in an effective and usable form.
• Work collaboratively and in a timely fashion through the workload to meet deadlines.
• Work positively towards integration of all services across the Ngati Hine Health Trust.
• Maintain currency of knowledge and awareness of the Ngati Hine Health Trust’s general policies and procedures including Health and Safety, Quality and Risk Management.
• Ensure that the workplace is a safe environment through training, planning and ACC management.
• Undertake other duties as required by management.