Refugee Health Administration Officer

Tēnei tūranga – About the role

The Refugee Health Administration Officer is a team member position within the Refugee Health Liaison Team. The Refugee Health Administration Officer will work with their manager and other staff within the team.

The Refugee Health Administration Officer is responsible for providing administrative support and ensuring the quality and consistency of advice and practices in relation to their contribution to the team’s work.

Ngā herenga – Requirements of the role

Skills and experience

• A background in medical administration preferred.
• Background / knowledge of the health system / primary care / Patient Management Systems advantageous.
• Proven ability to quickly and effectively learn new systems and health related knowledge and terminology.
• A demonstrated ability to work both collaboratively and to work effectively without direct supervision.
• Proven communication skills.
• Ability to manage and organise fluctuating workloads in a fast-paced and ever-changing environment.
• Experience using information systems and computer technology.
• A positive attitude working with people of different cultures, gender and abilities.
• Effective written and oral communication.
• Accurate and timely data entry skills.
• Ability to develop trust and credibility with managers and staff.
• Ability to deliver high quality accurate work and meet deadlines.
• Understands the role within MBIE and how it contributes to MBIE’s purpose.
• The ability to gain and maintain a national security clearance as required.
• Must be a NZ citizen or hold a residence class visa.

Takohanga tuhinga o mua – Key accountabilities and deliverables

Customer focus

Liaise with IOM and other relevant third parties and stakeholders to obtain further information or answer queries as required, including:

• Liaising with IOM and stakeholders to obtain and provide further information.
• Maintaining communication with IOM through answering general queries using a variety of channels.
• Provide customers with timely, accurate and professional service.
• Provide excellent customer service to all, in person, by phone, by email and in formal written correspondence.
• Be sensitive to issues of culturally appropriate behaviour, in particular to refugees.
• Liaise between Refugee Health Liaison team staff and internal and external stakeholders, as required, to facilitate meetings and other communications.
• Manage incoming correspondence and record and answer it or disperse it as appropriate to staff.
• Arrange courier services and secure document disposal.
• Manage the formal record of who is in the office, and ensure contractors and other visitors are aware of safety and security procedures.

General administration

• Provide administrative support to Refugee Health Liaison Team as and when required and undertake any other tasks requested by manager within scope of your role.
• Provide administration support for management meetings and initiatives.

File management

Provide file management support for physical/electronic files, including:

• Receiving applications and creating physical or electronic application files.
• Importing files / documents and ensuring they are attached to the appropriate applications / file records.
• Transferring physical or electronic files / documents to other offices as required.
• Filing documents accurately and on a regular basis.
• Obtaining files requested by other staff members.
• Other filing duties as required.
• Centrally coordinating incoming responses from third parties and stakeholders.
• Maintaining and following file management security processes to ensure private, confidential and sensitive information is handled appropriately.

Medical/IOM Admin

Data entry:

• Record and process information related to Refugee Health Services.
• Enter data into in-house databases, as required.
• Ensure information is accurately entered (including coding and formatting) and successfully transferred between the Immigration NZ Immigration Health System (IHS) and relevant Patient Management Systems.
• Responsibility of data transfer into the Mangere Refugee Health Team Patient Management System following High Needs meetings.

Reporting:

• Analyse Refugee Health Liaison team data and produce reports, including collation of the health information for High Needs meetings.
• Collate, analyse and report on contract performance for those contracts managed by the Refugee Health Liaison Team.
• Provide accurate and relevant information to identified stakeholders.

Self-development

• Take responsibility for own professional development, including working with managers, and seeking opportunities to learn and grow.

Wellbeing, health and safety

• Displays commitment through actively supporting all safety and wellbeing initiatives.
• Ensures own and others' safety at all times.
• Complies with relevant safety and wellbeing policies, procedures, safe systems of work and event reporting.
• Reports all incidents/accidents, including near misses in a timely fashion.
• Is involved in health and safety through participation and consultation.

Tō tūranga i roto i te Manatū – Your place in the Ministry

The Refugee Health Administration Officer position reports into the Refugee Health Liaison Team Manager within the Refugee and Migrant Services (RMS) branch. The branch sits within the Immigration New Zealand (INZ) group.

More information about MBIE’s structure

To mātou aronga – What we do for Aotearoa New Zealand

Hīkina Whakatutuki is the te reo Māori name for the Ministry of Business, Innovation and Employment. Hīkina means to uplift. Whakatutuki means to move forward, to make successful. Our name speaks to our purpose – Grow New Zealand for All.

To Grow New Zealand for All, we put people at the heart of our mahi (work). Based on the principles of Te Tiriti o Waitangi / The Treaty of Waitangi, we are committed to upholding authentic partnerships with Māori.

• As agile public service leaders, we use our breadth and experience to navigate the ever-changing world.
• We are service providers, policy makers, investors and regulators. We engage with diverse communities, businesses and regions. Our work touches on the daily lives of New Zealanders.
• We grow opportunities (Puāwai), guard and protect (Kaihāpai) and innovate and navigate towards a better future (Auaha).

Ngā matatau – Our competencies

Cultivates innovation We create new and better ways for the organisation to be successful by challenging the status quo generating new and creative ideas and translating them into workable solutions.

Nimble learning We are curious and actively learn through experimentation when tackling new problems by learning as we go when facing new situations and challenges.

Customer focus We build strong customer relationships and deliver customer-centric solutions by listening and gaining insights into the needs of the communities we serve and actively seeking and responding to feedback.

Decision quality We make quality and timely decisions that shape the future for our communities and keep the organisation moving forward by relying on an appropriate mix of analysis, wisdom, experience, and judgement to make valid and reliable decisions.

Action oriented We step up, taking on new opportunities and tough challenges with purpose, urgency and discipline by taking responsibility, ownership and action on challenges, and being accountable for the results.

Collaborates We connect, working together to build partnerships with our communities, working collaboratively to meet shared objectives by gaining trust and support of others; actively seeking the views, experiences, and opinions of others and by working co-operatively with others across MBIE, the public sector and external stakeholder groups.

Te Tiriti o Waitangi

As an agency of the public service, MBIE has a responsibility to contribute to the Crown meeting its obligations under Te Tiriti o Waitangi (Te Tiriti).

Meeting our commitment to Te Tiriti will contribute towards us realising the overall aims of Te Ara Amiorangi – Our Path, Our Direction, and achieve the outcome of Growing New Zealand for All.

The principles of Te Tiriti – including partnership, good faith, and active protection – are at the core of our work.

MBIE is committed to delivering on our obligations as a Treaty partner with authenticity and integrity and to enable Māori interests. We are committed to ensuring that MBIE is well placed to meet our obligations under the Public Service Act 2020 (Te Ao Tūmatanui) to support the Crown in strengthening the Māori/Crown Relationship under the Treaty and to build MBIE’s capability, capacity and cultural intelligence to deliver this.

Mahi i roto i te Ratonga Tūmatanui – Working in the public service

Ka mahitahi mātou o te ratonga tūmatanui kia hei painga mō ngā tāngata o Aotearoa i āianei, ā, hei ngā rā ki tua hoki. He kawenga tino whaitake tā mātou hei tautoko i te Karauna i runga i āna hononga ki a ngāi Māori i raro i te Tiriti o Waitangi. Ka tautoko mātou i te kāwanatanga manapori. Ka whakakotahingia mātou e te wairua whakarato ki ō mātou hapori, ā, e arahina ana mātou e ngā mātāpono me ngā tikanga matua o te ratonga tūmatanui i roto i ā mātou mahi.

In the public service we work collectively to make a meaningful difference for New Zealanders now and in the future. We have an important role in supporting the Crown in its relationships with Māori under the Treaty of Waitangi. We support democratic government. We are unified by a spirit of service to our communities and guided by the core principles and values of the public service in our work.

What does it mean to work in Aotearoa New Zealand’s Public Service?(external link) — Te Kawa Mataaho The Public Service Commission