Gateway Administrator | Child & Family Safety Service

Gateway Administrator | Child & Family Safety Service at Te Whatu Ora - Health New Zealand Waitaha Canterbury, Christchurch

• Christchurch- Child and Family Safety Service - Christchurch Hospital Campus
• 1FTE 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 are 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. 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 that release funding.
• Attending meetings of up to 1.5 hours, taking turns with other administration staff to take the minutes and release them within 24 hours.
• Being technically savvy - quick at picking up new applications/systems.
• Exhibiting excellent organisational, time management, and problem-solving skills.
• Maintaining accuracy and attention to detail.
• Meeting deadlines and working unsupervised.
• Being 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.
• Ability to relate to patients and their families in a courteous and helpful manner.
• Ability 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.
• Exhibiting positive and professional behaviours in all relationships.
• Ensuring communication is clear, open, accurate, and responsible.
• Proactively seeking feedback.
• Contributing to a supportive environment to create a high-functioning service.
• Entering all data into the patient management system accurately and in a timely manner.
• Making appointments and sending appointment letters in advance in accordance with current policy.
• Monitoring patient appointments to keep within departmental and HNZ guidelines.
• Filling vacant appointment spaces to ensure an efficient flow of patients through all clinics.
• Minimizing cancellations by liaising with medical staff over conference and other leave commitments.
• Ensuring patient documents/results are available before the clinic commences.
• Following up on post-clinic tasks such as follow-up/discharge of non-attenders (DNA).
• Arranging interpreter services as required.

Working for Health New Zealand Health New Zealand | Te Whatu Ora is 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 is 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 careers 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. Employer: Te Whatu Ora - Health New Zealand Waitaha Canterbury Note: You may be redirected to the employer's careers website. #J-18808-Ljbffr