Position overview

The Decision Support Unit (DSU) is led by an Executive Group Manager reporting to the Chief Finance Officer within Canberra Health Services (CHS).

The DSU’s role includes:

• Promoting accountability to achieve strategic goals and building organisational capability to align Activity Based Funding (ABF) and Operational Planning.
• Provision of ICT Services for CHS.
• Provision of data quality.
• Provision of Health Information Services.
• Provision of decision support services to enable operational and non-operational planning and quality reporting.

The Archival Records team is responsible for destruction, cataloguing and back-scanning of inactive paper-based records.

The Archival Records Manager is responsible to the Senior Director Health Information Services and is responsible for managing archived clinical records including scanning, tracking & destruction. This involves managing a team of administration officers including all recruitment, human and financial responsibilities. The Archival Records Manager requires an in-depth working knowledge of record management procedures, standards and relevant legislation including the Health Records (Privacy and Access) Act 1997 and Territory Records Act 2002.

Management responsibilities include budget, staff selection, rostering, training, performance management, workflow and KPI monitoring, and allocation of resources to meet service delivery requirements and compliance with the organization’s risk management and clinical and corporate governance.

Key Responsibilities

Under limited direction of the Senior Director Health Information Services, you will be responsible for providing operational management and leadership of archived clinical records. You will:

1. Provide leadership and management for the day-to-day operations of the Archival Records team including oversight of all activities to centralise and reduce inactive paper-based records.
2. Manage financial, human and physical resources of the team including staff selection, training, performance management, rostering, monitoring throughput and workflow, allocation of resources, and evaluation of team activity against targets.
3. Ensure the teams activities comply with record management procedures, standards and relevant legislation including the Health Records (Privacy and Access) Act 1997 and Territory Records Act 2002.
4. Provide high level written communication and interpersonal skills to establish and maintain effective communications and working relationships with a range of internal and external stakeholders.
5. Manage and coordinate current and future record storage requirements and facilities.
6. Undertake other duties appropriate to this level of classification which contribute to the operation of the organisation.

Competencies

Specific responsibilities include, but are not limited to, the following.

• Work within established legislative and policy frameworks.
• Communicate and make decisions that are based on professional judgement, evaluating risks and in the context of a complex and changing environment.
• Develop and manage a range of stakeholder relationships.
• Provide specialist, expert advice on more complex areas of policy.
• Apply comprehensive work knowledge, precedent and established legislation, policy, procedures and guidelines to situations involving a high level of complexity and sensitivity which require considerable interpretation and analysis.
• Maintain professional knowledge and continue to develop knowledge and expertise in relation to professional skills.

Qualifications

Specific responsibilities include, but are not limited to, the following.

Essential

• N/A

Desirable

• Tertiary qualifications or equivalent in Health Information Management (or equivalent) or eligibility for full membership of the Health Information Management Association of Australia.

Experience

Specific responsibilities include, but are not limited to, the following.

Essential

• 5 years’ experience working professionally in a management role of a health information service is preferred.

Desirable

• Have an understanding of how the National Safety and Quality Health Service (NSQHS) indicators align with this role.

Prior to commencement

Appointment to this position is conditional on being granted and retaining appropriate clearances:

• Pre-employment National Police Check.

Important information

All employees are required to:

• Adhere to the Canberra Health Services Values and the ACT Public Service Code of Conduct.
• Act in accordance and comply with all relevant Safety and Quality policies and procedures.

CHS is leading the drive to digitally transform health service delivery in Australia through the implementation of a territory wide Digital Health Record. Computer literacy skills are required which are relevant to this role as you will be responsible for completing required documentation and becoming a proficient user of the Digital Health Record and/or other Information Technology systems; once proficient, you will need to remain current with changes, updates, and contingencies.

What you Require (Key Selection Criteria)

These are the key selection criteria for how you will be assessed in conjunction with your resumé and experience.

1. Extensive experience managing a team in a health information service, with well-developed management and team building skills, sound judgement and proven problem-solving abilities.
2. Proven ability to oversee all aspects of an operational unit including people, finance and physical resources to ensure services are delivered at the highest standard within available resources.
3. Demonstrated experience in the interpretation and application of health record legislation and policy in relation to clinical record creation, storage, retention, and destruction.
4. Effective communication skills, both written and oral, and a demonstrated ability to engage with internal and external stakeholders at all levels to achieve positive outcomes.
5. Demonstrates understanding of, and adherence to, safety and quality standards, work, health and safety (WH&S) and the positive patient experience. Displays behaviour consistent with CHS’s values of reliable, progressive, respectful and kind.

Work environment description

The following work environment description outlines the inherent requirements of the role and indicates how frequently each of these requirements would need to be performed. Please note that the ACT Public Service is committed to providing reasonable adjustments and ensuring all individuals have equal opportunities in the workplace.