Common use of Within Southern DHB External to Southern DHB Clause in Contracts

Within Southern DHB External to Southern DHB.  Records and Information Manager  Archives New Zealand (and Regional Archives)  Records and Information Management Specialist  CROWN Records Management  Clinical Records and Coding Team Leaders and team members  TIMG Document Destruction  District Library Team including Corporate Records Administrator/Library Assistant (Southland)  Waste Management Limited  Information Services  Other DHBs  All Administration staff  Rural Hospitals  Patient Affairs (Otago)  Corporate Services  Service Managers  Building, Property and Facilities staff The expertise required for a person to be fully competent in the role. Position specific competencies: ESSENTIAL DESIRABLE Education and Qualifications (or equivalent level of learning)  Minimum of level 2 NCEA or equivalent  Professional qualification or applicable work experience Experience At least 1 year proven experience in a recordkeeping environment and be familiar with:  Public Records Act (PRA) 2005  General Disposal Authority (GDA) for DHBs 2006  Archives NZ Information and Records Management Standard 2016  Associated resources within the Archives NZ Records Toolkit  Contracts and Commercial Law Act 2017  Using/maintaining physical and electronic records management systems, including databases e.g. data input and metadata tagging  Working in a team-orientated, collaborative environment  Delivering training  Experience in a clinical or corporate records management environment Knowledge and Skills  Awareness of Classification/Taxonomy for records management  Intermediate MS Office applications and Windows Explorer  Strong interpersonal, written and oral communication skills  Appraisal skills  Technical familiarity with document properties, working with long documents and templates. Confident in the use of network drives and filing systems  Ability to prioritise and execute tasks and make sound decisions and logical judgements in a timely manner  Ability to work within a team and/or work sole-charge  Self-motivated  Ability to present ideas in a user- friendly language  Good time management  Ability to multi-task Personal Qualities  Physical agility and a “can do” attitude  Attention to detail  Sense of humour  Commitment  Resilience  Assist with providing professional advice on key undertakings of clinical and corporate records services  Assist with the management of both physical and electronic records and information across the organisation e.g. vital, sensitive, off-site, in- house, active, inactive, and archival material  Add to and help maintain the Southern DHB Records Database (SharePoint)  Respond to and log (corporate) record access requests  Assist with the identification of high value records within all systems and organise these according to predefined structures  Assist with any process improvements  Assist with the organisational structure for business owner identification and approval activities  Records and information management processes are adhered to consistently  Accurate data entry into databases and registers  Filing adheres to business standard  Records and information can be found easily because they are stored and sorted correctly  Workload targets are met  PRA and GDA compliance is achieved  Assist with sentencing all clinical and corporate records in accordance with the General Disposal Authority (GDA) for DHBs  All records will be allocated a disposal review date and assigned an appropriate GDA class  Assist with the disposal (destruction and/or transfer) of clinical and corporate records in accordance with the General Disposal Authority (GDA) for DHBs  All records will be destroyed, and/or transferred to Archives NZ accordance with the GDA following the minimum retention period and with appropriate approval and authority  Assist the Records and Information Specialist and the Team Leaders (Clinical Records and Coding) with providing advice regarding business and legislative requirements  Assist with training in all aspects of records and information management.  Undertake duties from time to time that may be in addition to those outlined above but which fall within your capabilities and experience.  You respond positively to requests for assistance in own and other areas, demonstrating adaptability and willingness.  You produce work that complies with SDHB processes and reflects best practice.  Research undertaken is robust and well considered. 

Within Southern DHB External to Southern DHB.  Records and Information Manager  • Archives New Zealand (and Regional Archives)  • Corporate Records and Information Management Specialist  CROWN Records Management  Clinical Records and Coding Team Leaders and team members  • TIMG Document Destruction  District Library Team including Corporate Records Administrator/Library Assistant (Southland)  • All administration staff • Waste Management Limited  Information Services  Other DHBs  All Administration staff  Rural Hospitals  Patient Affairs (Otago)  Corporate Services  • Service Managers  Building, Property and Facilities staff • Stakeholders The expertise required for a person to be fully competent in the role. Position specific competencies: ESSENTIAL DESIRABLE Education and Qualifications (or equivalent level of learning)  Minimum of level • NCEA Level 2 NCEA or equivalent  Professional minimum • A tertiary qualification in or applicable work experience related to information and records management Experience • At least 1 one year proven experience working in a recordkeeping records and information management role • Experience working in a team- orientated, collaborative environment • One or more years in a dedicated records and be familiar with:  information management role at a hospital Knowledge and Skills • Sound understanding of core records management concepts and principles • Knowledge of the Public Records Act (PRA) 2005  2005, General Disposal Authority (GDA) for DHBs 2006  (DHB GDA), Archives NZ New Zealand Information and Records Management Standard 2016  Associated resources within the Archives NZ Standard, and ISO 15489 Information and Documentation – Records Toolkit  Contracts Management • Able to understand and Commercial Law Act 2017  Using/maintaining physical follow instructions, as well as make logical decisions in timely manner when required • Good literacy and electronic records management systems, including databases e.g. data input and metadata tagging  Working in a team-orientated, collaborative environment  Delivering training  Experience in a clinical or corporate records management environment Knowledge and Skills  Awareness numeracy skills • Competent user of Classification/Taxonomy for records management  Intermediate MS Office applications applications, particularly Outlook, Excel and Windows Explorer  Strong Word • Great interpersonal, written and oral verbal communication skills  Appraisal skills  Technical familiarity with document properties• Organised, working with long documents self-motivated and templates. Confident in the use of network drives and filing systems  Ability to prioritise and execute tasks and make sound decisions and logical judgements in a timely manner  Ability able to work within a team and/or work sole-charge  Self-motivated  Ability to present ideas in a user- friendly language  Good time management  Ability to multi-task independently • Experience using Microsoft 365 Teams and SharePoint Online • Experience developing and delivering training Personal Qualities  Physical agility and a • Passion for records management • Attention to detail • Adaptable to continuous change • Physically agile • Positive, “can do” attitude  Attention to detail  • Sense of humour  Commitment  Resilience  Assist with providing professional • Respects privacy and confidentiality of information • Provide advice on key undertakings of clinical business and legislative requirements, in consultation with the Corporate Records Specialist. • All physical corporate records services  Assist with the management of both physical and electronic records and information across the organisation e.g. vital, sensitive, off-site, in- house, active, inactive, and archival material  Add to and help maintain held by the Southern DHB Records Database (SharePoint)  Respond to are stored appropriately, assigned the suitable DHB GDA classification or precedent, and log (corporate) record access requests  Assist with the identification of can be retrieved quickly and easily. • Identify high value records within from trivial and low value records and information. • Sentence all systems and organise these according to predefined structures  Assist with any process improvements  Assist with the organisational structure for business owner identification and approval activities  Records and information management processes are adhered to consistently  Accurate data entry into databases and registers  Filing adheres to business standard  Records and information can be found easily because they are stored and sorted correctly  Workload targets are met  PRA and GDA compliance is achieved  Assist with sentencing all clinical and corporate records accurately in accordance with the General Disposal Authority for District Health Boards (DHB GDA) ). • Communicate with the Corporate Records Specialist about any precedents that may need to be established and documented. • Process physical ‘inactive’ and ‘closed’ records for DHBs  All disposal once minimum retention period has been met. • Compliance with Public Records Act is achieved. • Enter and update metadata about physical corporate records will be allocated a disposal review date and assigned an appropriate GDA class  in the Southern DHB Records Database. • Correct any data entry mistakes or typos identified. • Assist with the disposal (destruction and/or transfer) development of clinical database entry rules for particular record types. • Communicate with the Corporate Records Specialist about any Database settings issues or additions. • All physical records are captured in the Southern DHB Records Database and the data is correct, up-to-date and meets the set data entry standard. • Respond to and log corporate records in accordance with the General Disposal Authority (GDA) for DHBs  All records will be destroyed, and/or transferred to Archives NZ accordance with the GDA following the minimum retention period and with appropriate approval and authority  Assist the Records and Information Specialist access requests from staff and the Team Leaders public that fall outside of Official Information Act, Privacy Act and Royal Commission s.20 requests. • Assist with locating records required as part of Official Information Act, Privacy Act and Royal Commission s.20 requests, including carrying out any related research. • All requests are responded to within 20 working days. • All requests to access Southern DHB’s corporate records are tracked. • Confidentiality and privacy are always considered before releasing corporate records (Clinical Records originals and Codingcopies) with providing advice regarding business to the requestor. • Engage in discussion about corporate records management policies, processes and legislative requirements  systems. • Assist with training design and delivery. • Provide feedback on draft procedure(s). • Raise any issues, concerns or ideas about current practices. • Southern DHB’s records management systems and processes are consistent across all sites, meet business needs and ensure best practice. • Southern DHB staff have access to corporate records training and education materials, and understand their corporate records management responsibilities. • Meet with services to discuss digitisation compliance requirements and assist with documenting agreed procedure. • Provide any in-person digitisation training required. • Undertake regular audits of digitised records. • All routine and bulk digitisation is carried out compliantly by services with documented procedures specific to the service or record type in all aspects of records and information managementplace.  Undertake duties from time to time that may be in addition to those outlined above but which fall within your capabilities and experience.  You respond positively to requests • Requests for assistance in own and other areasareas are responded to positively, demonstrating adaptability and willingness.  You produce • The work that produced complies with SDHB processes and reflects best practice.  • Research undertaken is robust and well considered. .

Within Southern DHB External to Southern DHB.  Records Directors of Allied Health, Scientific & Technical • Patients, families and Information Manager  Archives New Zealand Xxxxxx • AHST Professional Leaders (PLs) • Unions • Allied Health Professional Development Facilitator • Tertiary training institutions (Polytechnic and Regional ArchivesUniversities)  Records • AHST Staff • Relevant Allied Health Professional Associations and Information Management Specialist  CROWN Records Management  Clinical Records and Coding Team Leaders and team members  TIMG Document Destruction  District Library Team including Corporate Records Administrator/Library Assistant Registration bodies • Operational Managers • Other service Provider (SouthlandDHBs, NGOs, PHOs)  Waste Management Limited  Information Services  Other DHBs  All • Administration staff  Rural Hospitals  Patient Affairs (Otago)  Corporate Services  Service Managers  Building, Property and Facilities staff The expertise required for a person to be fully competent in the role. Position specific competencies: ESSENTIAL DESIRABLE Staff Education and Qualifications (or equivalent level of learning)  Minimum • An AHST Professional with five to seven years clinical experience, three of which must be current. They should have proven clinical leadership abilities, with outstanding interpersonal and communication skills. Where it is a requirement for their profession, professional registration will also be required. • Evidence of ongoing personal educational development e.g. undertaking further tertiary level 2 NCEA or equivalent  Professional education Experience, knowledge and Skills • Broad understanding of Allied Health Scientific and Technical Professions i.e. experience of working in multidisciplinary-interprofessional settings • Skills in education, facilitation of groups and professional development competencies • Committed to the ideals of research and evidence-based best practice • Have a sound knowledge of IT systems and applications • Formal qualification or applicable education in relevant field • Skills in facilitation of groups • Programme planning, development and evaluation • Familiarity with government, health sector priorities. Personal Qualities • Ability to network, development key relationships and partnership • Influencing skills, ability to get others on board and motivate them to reach their potential • Possesses the ability to think outside the square as well as to communicate and influence at all levels • Innovative, proactive, enthusiastic, flexible and creative with a positive approach to all situations including problem solving • Ability to motivate • Ability to work experience Experience At least 1 year proven experience in a recordkeeping environment supportive and be familiar with:  Public Records Act (PRA) 2005  General Disposal Authority (GDA) honest manner • Demonstrable peer credibility and respect • Accepts responsibility for DHBs 2006  Archives NZ Information own actions • Maintain own professional registration requirements as directed by the legislation relevant to the incumbent's profession • Identifying areas for personal and Records professional development. • You maintain your professional registration • You have an up-to-date professional development plan • Training and development goals are identified/agreed with your manager. • Performance objectives reviewed annually with your manager. • You actively seek feedback and accept constructive criticism. • Self-Management Standard 2016  Associated resources within Manages own time adopting a disciplined approach to establishing and following identified role-related priorities Leadership • Liaise with the Archives NZ Records Toolkit  Contracts and Commercial Law Act 2017  Using/maintaining physical and electronic records management systems, including databases e.g. data input and metadata tagging  Working in Professional Development Units to develop a teamdistrict-orientated, collaborative environment  Delivering training  Experience in a clinical or corporate records management environment Knowledge and Skills  Awareness of Classification/Taxonomy for records management  Intermediate MS Office applications and Windows Explorer  Strong interpersonal, written and oral communication skills  Appraisal skills  Technical familiarity wide work plan that aligns with document properties, working with long documents and templates. Confident organisational education strategy • Represent AHS&T interests in the use development of network drives the interprofessional learning centre • Your tasks are scheduled and filing systems  Ability to prioritise and execute tasks and make sound decisions and logical judgements completed in a timely manner  Ability to work within • Allied Health have a team and/or work sole-charge  Self-motivated  Ability to present ideas presence in the organisational education strategy • Attendance at IPC meetings • Encourage a user- friendly language  Good time management  Ability to multi-task Personal Qualities  Physical agility and a “can do” attitude  Attention to detail  Sense culture of humour  Commitment  Resilience  Assist continuous learning that aligns with providing professional advice on key undertakings of clinical and corporate records services  Assist with the management of both physical and electronic records and information across the organisation e.g. vital, sensitive, off-site, in- house, active, inactive, and archival material  Add to and help maintain the Southern DHB Records Database Performance Excellence and Quality Improvement Strategy • Promote the principle that professional development, clinical excellence, interprofessional ways of working and evidenced-based practice is the responsibility of all AHS&T staff • Develop and implement a work plan that identifies district-wide AHS&T staff educational requirements and commonalities across disciplines, including Calderdale (SharePointskill sharing)  Respond principles • Support AHS&T staff to develop and log (corporate) record access requests  Assist with the identification implement profession-specific training, workshops, forums and professional development requirements • Oversee district-wide training and educational initiatives such as career progression, new staff and assistant staff education • Identify and source district-wide educational resources for AHS&T staff that are readily accessible from all work areas • Ensures there is always clarity of high value records within all systems destination – a shared vision • Initiates and organise these according to predefined structures  Assist with any process improvements  Assist with the organisational structure for business owner identification and approval activities  Records and information management processes are adhered to consistently  Accurate data entry into databases and registers  Filing adheres to business standard  Records and information can be found easily because they are stored and sorted correctly  Workload targets are met  PRA and GDA compliance is achieved  Assist with sentencing all clinical and corporate records in accordance with the General Disposal Authority (GDA) for DHBs  All records will be allocated a disposal review date and assigned an appropriate GDA class  Assist with the disposal (destruction and/or transfer) of clinical and corporate records in accordance with the General Disposal Authority (GDA) for DHBs  All records will be destroyed, and/or transferred to Archives NZ accordance with the GDA following the minimum retention period and with appropriate approval and authority  Assist the Records and Information Specialist and the Team Leaders (Clinical Records and Coding) with providing advice regarding business and legislative requirements  Assist with training in all aspects of records and information management.  Undertake duties from time to time that may be in addition to those outlined above but which fall within your capabilities and experience.  You respond positively to requests for assistance in own and other areas, demonstrating adaptability and willingness.  produces beneficial change • You produce Profession-specific education work that complies plans developed in partnership with SDHB processes Professional Leaders • You provide evidence of identifying and reflects best practice.  Research undertaken is robust and well considered. sourcing alternative educational development opportunities

Within Southern DHB External to Southern DHB.  Records and Information Manager  Archives New Zealand Facilities & Property staff • Southern DHB staff (and Regional Archivesincluding Finance, Business Analyst, IT Support)  Records and Information Management Specialist  CROWN Records Management  Clinical Records and Coding Team Leaders and team members  TIMG Document Destruction  District Library Team including Corporate Records Administrator/Library Assistant (Southland)  Waste Management Limited  Information Services  Other DHBs  All Administration staff  Rural Hospitals  Patient Affairs (Otago)  Corporate Services  Service • Managers  Building, Property and Facilities at all levels of the organisation • Contractors • Otago University staff The expertise required for a person to be fully competent in the role. Position specific competencies: ESSENTIAL DESIRABLE Education and Qualifications (or equivalent level of learning)  • Minimum of Level 4 NCEA • Tertiary level 2 NCEA or equivalent  Professional qualification or applicable work experience Experience • At least 1 year proven 5 years administrative experience. • Experience of Business Improvement initiatives. • Data entry experience that demands a high degree of accuracy. • Experience in converting data into performance dashboards • Experience in financial administration or performance reporting. • Experience in administration in a recordkeeping environment and be familiar with:  Public Records Act (PRA) 2005  General Disposal Authority (GDA) for DHBs 2006  Archives NZ Information and Records Management Standard 2016  Associated resources within the Archives NZ Records Toolkit  Contracts and Commercial Law Act 2017  Using/maintaining physical and electronic records management systems, including databases e.g. data input and metadata tagging  Working in a team-orientated, collaborative environment  Delivering training  Experience in a clinical hospital or corporate records management environment facilities environment. Knowledge and Skills  Awareness • Demonstrated knowledge of Classification/Taxonomy for records management  Intermediate MS Office applications data analysis and Windows Explorer  Strong interpersonalperformance reporting • Excellent attention to detail and accuracy. • Excellent customer service and support skills. • Advanced computer skills and experience in the Microsoft suite, including a high level of excel proficiency. • The ability to manipulate and present raw data into a usable and valuable format. • Knowledge of Power BI and performance dashboards. • Knowledge of business improvement practices and processes • Knowledge of other software systems such as XXXXX, Onestaff, Cardax, Promaster etc. Personal Qualities • Ability to follow through a task or assignment from completion with accuracy. • Ability to demonstrate sensitivity to the needs and requirements of customers and manage enquiries to their satisfaction. • Ability to train staff on software and processes. • Ability to apply numerical skills. • Capable of working under pressure and meeting deadlines. • Ability to work independently and as part of a team. • High standard of interpersonal communication skills, including written and oral communication skills  Appraisal skills  Technical familiarity with document propertiesverbal. • Excellent prioritisation and organisational skills. • The ability to pick up and fully utilise new organisationally-specific computer programmes (e.g. Onestaff, working with long documents XXXXX, Oracle) • Take ownership and templatesresponsibility of all tasks. Confident • Take pride in the use a job well done, accept feedback and learn from any mistakes. • Have a high level of network drives accuracy and filing systems  Ability be able to prioritise extremely well. Operational responsibilities Responsible for seeking business improvement opportunities across the team, reporting on performance across the team, and execute providing administrative support to the Property Team. • Provides practical administration support to the Service Manager – Property Performance to enable effective management of budgets and services. Liaise with Business Analyst to obtain clarification or further information that assists the Managers to manage and track their budgets. • Manipulate and present raw data from various systems into a format which is usable and well presented for the requirements of the Facilities & Property team. • Responsible for creating and maintaining performance dashboards for all areas of performance within the Facilities & Property team. • Service Managers are provided with rapid responses to their queries or requests for performance data/tracking spreadsheets as required. • To complete tasks accurately and make sound decisions within timeframes. • Advice is provided to the Service Managers on Oracle functionality and logical judgements the purchase order tracking spreadsheet to assist them in managing their budgets. • Providing the required information/services and using initiative to improve the service. • Prioritise workload to ensure you action purchase orders in an accurate, efficient and timely manner. • Raw data is manipulated and presented to the specified requirements. General Administration Provide high quality administrative support to the Property Performance Team, ensuring efficient and effective service delivery. • Provide timely and accurate confidential administrative support to enable the efficient functioning of the service. • Monitor the Safety 1st and Feedback systems for incidents, analyse, and report accordingly. • Set up and maintain effective performance dashboards for all aspects of performance within the Facilities & Property team. • Demonstrate attention to detail and accuracy. • Demonstrate a willingness to adapt to changing needs of the service. • Evaluates situations and identifies existing or potential problems and opportunities. • Demonstrate excellent customer service skills, by listening and interacting with stakeholders in a courteous, polite and responsive manner while adhering to relevant established protocols. • Ensure all Safety 1st and Feedbacks are responded to in a timely manner  Ability manner. • All duties performed to a high standard. • Prompt response to requests. • Enquires are handled efficiently, promptly and appropriately. • Identify potential improvements to systems and processes to ensure the continuous improvement of administrative duties. • Adherence to work within a team and/or work sole-charge  Self-motivated  Ability to present ideas practice in line with organisational and finance policies. • Accurate high quality documentation produced in a user- friendly language  Good time management  Ability timely manner. • Prioritise work to multi-task Personal Qualities  Physical agility ensure efficient service delivery. • Recognise that everyone is entitled to consideration and a “can do” attitude  Attention to detail  Sense of humour  Commitment  Resilience  Assist with providing professional advice on key undertakings of clinical and corporate records services  Assist with the management of both physical and electronic records and information across the organisation e.g. vital, sensitive, off-site, in- house, active, inactive, and archival material  Add to and help maintain the respectful care without prejudice. Proactively demonstrating Southern DHB Records Database (SharePoint)  Respond to and log (corporate) record access requests  Assist with the identification of high value records within all systems and organise these according to predefined structures  Assist with any process improvements  Assist with the organisational structure for business owner identification and approval activities  Records and information management processes are adhered to consistently  Accurate data entry into databases and registers  Filing adheres to business standard  Records and information can be found easily because they are stored and sorted correctly  Workload targets are met  PRA and GDA compliance is achieved  Assist with sentencing all clinical and corporate records in accordance with the General Disposal Authority (GDA) for DHBs  All records will be allocated a disposal review date and assigned an appropriate GDA class  Assist with the disposal (destruction and/or transfer) of clinical and corporate records in accordance with the General Disposal Authority (GDA) for DHBs  All records will be destroyed, and/or transferred to Archives NZ accordance with the GDA following the minimum retention period and with appropriate approval and authority  Assist the Records and Information Specialist and the Team Leaders (Clinical Records and Coding) with providing advice regarding business and legislative requirements  Assist with training values in all aspects of records and information managementthe role.  Undertake duties • Demonstrates behaviours that we want to see from time to time that may be in addition to those outlined above but which fall within your capabilities and experienceeach other, at our best.  You respond • Contributes positively to requests for assistance in own a culture of appreciation, a learning culture, where people feel safe to speak up. • Contributes positively to team and other areas, demonstrating adaptability initiatives that seek to improve patient and willingness.  You produce work that complies with SDHB processes and reflects best practice.  Research undertaken is robust and well considered. whanau experiences and/or staffs experience of working.

Within Southern DHB External to Southern DHB.  Records and Information Manager (and Records and Information Management Services)  Archives New Zealand (and Regional Archives)  Records and Information Management Specialist All corporate services staff  CROWN Records Management  Clinical Records and Coding All Team Leaders and team members Managers  TIMG Document Destruction  District Library Team including Corporate Records Administrator/Library Assistant (Southland) All Administration Officers  Waste Management Limited  All Executive Assistants  Other District Health Boards  Board Secretary  Rural and private hospitals  Information Services  Other DHBs WellSouth  All Administration Business Analysts  Ministry of Health (MOH)  Learning and Development staff  Rural Hospitals  Patient Affairs (Otago)  Corporate Services Executive Leadership Team  Service Managers  Building, Property and Facilities staff Public Health South The expertise required for a person to be fully competent in the role. Position specific competencies: ESSENTIAL DESIRABLE Education and Qualifications (or equivalent level of learning)  Minimum of level 2 NCEA Undergraduate qualification in or equivalent related to records and information management  Professional Post-graduate qualification in or applicable work experience related to records and information management Experience At least 1 year proven  5 or more years in records and information management- specific roles  Project or team leadership  5 or more years information and records management experience in a recordkeeping public organisation or local government environment Knowledge and be familiar with: Skills  Public Records Act (PRA) 2005 Proven experience using SharePoint  General Disposal Authority (GDA) for DHBs 2006  Archives NZ Information and Records Management Standard 2016  Associated resources within the Archives NZ Records Toolkit  Contracts and Commercial Law Act 2017  Using/Experience establishing and/or maintaining physical and electronic records management systems, including databases e.g. data input and metadata tagging  Working in a team-orientatedknowledge of the Public Records Act 2005, collaborative environment Contract and Commercial Law Act 2017, Privacy Act 1993, General Disposal Authority for DHBs 2006, Archives New Zealand Information and Records Management Standard 2016 and ISO 15489 Information and Documentation – Records Management  Delivering training Proven project and change management skills  Experience in a clinical or corporate records management environment Knowledge and Skills  Awareness of Classification/Taxonomy for records management  Intermediate MS Office applications and Windows Explorer undertaking business needs analysis  Strong interpersonal, written and oral verbal communication skills skills, including providing clear guidance/instructions  Appraisal skills  Technical familiarity with document properties, working with long documents Experience developing and templates. Confident in the use of network drives and filing systems  Ability to prioritise and execute tasks and make sound decisions and logical judgements in a timely manner  Ability to work within a team and/or work sole-charge delivering training  Self-motivated motivated, self-directed and able to juggle multiple demands  Ability to present ideas in a user- friendly language Sound decision-making skills  Good time Experience using Office 365 (including SharePoint)  Experience using an Electronic Document and Records Management System (EDRMS)  Experience implementing paper-lite records management strategies  Ability to multi-task Awareness of DHB operations Personal Qualities  Physical agility and a “can do” attitude  Attention to detail  Positive and engaging  Sense of humour  Commitment  Resilience  Assist with providing professional advice on key undertakings of clinical and corporate records services  Assist with the management of both physical and electronic records and information across the organisation e.g. vital, sensitive, off-site, in- house, active, inactive, and archival material  Add to and help maintain the Southern DHB Records Database (SharePoint)  Respond to and log (corporate) record access requests  Assist with the identification of high value records within all systems and organise these according to predefined structures  Assist with any process improvements  Assist with the organisational structure for business owner identification and approval activities  Records and information management processes are adhered to consistently  Accurate data entry into databases and registers  Filing adheres to business standard  Records and information can be found easily because they are stored and sorted correctly  Workload targets are met  PRA and GDA compliance is achieved  Assist with sentencing all clinical and corporate records in accordance with the General Disposal Authority (GDA) for DHBs  All records will be allocated a disposal review date and assigned an appropriate GDA class  Assist with the disposal (destruction and/or transfer) of clinical and corporate records in accordance with the General Disposal Authority (GDA) for DHBs  All records will be destroyed, and/or transferred to Archives NZ accordance with the GDA following the minimum retention period and with appropriate approval and authority determination  Assist the Records and Information Specialist Manager with developing a corporate records strategy and roadmap within the Team Leaders (Clinical Southern Health Digital Strategy and action plan.  Work with services to identify digital information management system requirements for managing corporate records and be involved in RFP processes including cloud risk assessments.  Review, revise and create corporate records policy, procedures, standards and guidelines.  Assist the Records and Coding) Information Manager in ensuring that majority of corporate records are created and managed electronically in standard format.  The Southern DHB has a current corporate records strategy and roadmap in line with providing advice regarding business the Southern Digital Strategy.  Any information management system technology implemented meets users’ needs and legislative complies with recordkeeping requirements.  The Southern DHB has current corporate records policy, procedures, standards and guidelines.  Corporate records management systems comply with the Public Records Act 2005, General Disposal Authority for DHBs 2006 (DHB GDA), Archives New Zealand Information and Records Management Standard 2016, Contract and Commercial Law Act 2017, the Privacy Act 1993 and other relevant legislation and best practice standards.  Corporate records framework incorporates paper-lite strategy, is sustainable and continues to meet organisational requirements over time.  Assist with Plan, develop and deliver corporate records training in all aspects for new and current employees (inductions, refreshers and special focus).  Plan and create education material such as quick reference guides.  Consider training and education requirements when planning and undertaking any corporate records project as part of records and information change management.  Undertake duties from time All staff understand their recordkeeping responsibilities and are kept up-to-date with changes to time that may be in addition business processes, legislative requirements and any other information relevant to those outlined above but which fall within your capabilities and experiencerecords management systems.  You respond positively Corporate records information and guidance is available on Pulse, MIDAS and Ko Awatea for staff to requests for assistance in own and other areas, demonstrating adaptability and willingnessaccess anytime.  You produce work that complies with SDHB processes Recordkeeping best practice is continually promoted and reflects best practiceendorsed.  Research undertaken is robust Staff are adequately supported through change, resulting in successful uptake of new systems and well considered. processes.