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Role Description

Administration Officer – Level 3 NSW Community Forensic Mental Health Services, Community Transitions Team

Agency	Justice Health Forensic Mental Health Network
Division/Branch/Unit	Community Forensic Mental Health
Role Number	225765
Classification/Grade/Band	Administration Officer Level 4
Senior executive work level standards	Not Applicable
OSCA Code	1111111
PCAT Code	TBC
Date of Approval	27 October 2024
Agency Website	https://www.nsw.gov.au/health-and-wellbeing/justicehealth

Agency overview

Justice Health and Forensic Mental Health Network (Justice Health NSW) is an essential part of the broader NSW public health system.

We provide health care to adults and young people involved in forensic mental health and criminal justice systems. We serve patients with complex health needs in community, inpatient, and custodial settings.

We have the opportunity to improve the lives of those who need it most and have limited contact with mainstream health services in the community.

The Community Transitions Team is an arm of the Statewide Community Forensic Mental Health Service. The team will be community based but provides assertive prison in-reach services to support patients' transitions. The aim is to develop mental health care plans, establish necessary therapeutic supports for patients, and provide follow-up community care to patients leaving custody. The team will, in turn, promote positive health outcomes and community participation.

Our primary mission is to connect people with complex mental health needs and offending histories to high quality, comprehensive care to reduce reoffending, readmission to hospital and promote and enhance community safety.

Primary purpose of the role

The Community Transitions Team (CTT), one of the three services comprising the NSW Community Forensic Mental Health Services (CFMHS), is a community-based service providing comprehensive support to people with serious mental health needs to transition from custody into the community.
The Administration Officer Level 3 position maintains the day to day functioning of the NSW CFMHS office at Olympic Park and acts as an initial point of contact for the NSW CFMHS, including calls from Local Health Districts, patients and a range of external stakeholders. The position calls for the provision of a wide range of clerical, administrative, keyboard and data entry skills. This includes organising and tending to administrative and clerical activities, such as formatting medicolegal reports, management of clinical file information and CFMHS databases. The position provides administrative support to the CTT.

Key accountabilities

• Participate in a collaborative team environment and work closely with the Administration Officer Level 6 NSW CFMHS
• Act as a first point of contact for the service, tactfully screening calls and taking necessary action for the Clinical Director, Service Director, and other Community Forensic Mental Health Service staff. This includes, responding to enquiries, providing relevant information as required, taking and recording messages and/or transferring calls to relevant staff.
• Assisting the Manager CTT with a number of tasks using the approved systems including: staff payment using Health Roster; processing travel and conference bookings for the CFMHS staff; update purchasing for the CFMHS cost centre; assist with data collection via PAS/CHIME
• Corporate and clinical filing and document management according to JH&FMHN policy
• Provide clerical support to committees, preparing and distributing agenda and minutes and accompanying papers.
• Update the weekly intake-referral database and the clinician caseload database for the CFMHS and CTT operational meetings
• Manage all incoming mail and direct to the appropriate person if a specific individual is required. Compile correspondence for the Service Director and Clinical Director’s signature
• Perform any other duties as directed by the Manager, Community Transitions Team.
• Willingness to work with other arms of the NSW CFMHS, such as the Forensic Consultation and Assessment Team, or the Treatment and Rehabilitation Clinic, on request from Service Director or Clinical Director NSW CFMHS.

Key challenges

• Working in a team environment, where content might be distressing, and demands might be conflicting
• Providing timely assistance to the service for the completion of urgent tasks.

Key relationships

Who	Why
Internal
Manager CTT/Service Director/Clinical Director	This position reports directly to the Manager CTT for all operational and administrative issues; but may receive requests from the CFMHS Clinical and Service Directors.
Administration staff	Providing support and working closely with AO6 and AO4 staff members
CFMHS and CTT Clinicians	Provision of administrative support where required

Role dimensions

Decision making

•1. Proven ability to work as part of a team, and provide support to all levels of staff
2. Ability to act as the first point of contact, maintain a professional and helpful approach, transfer telephone calls, take messages and diplomatically manage distressed callers.
3. Demonstrated ability to manage sensitive content, maintain confidentiality, maintain accountability and professionalism
4. Demonstrated ability to prioritise a demanding workload while maintaining attention to detail

Reporting line

Manager - Community Transitions Team

Direct reports

Budget/Expenditure

Key knowledge and experience

The role and responsibilities are to be carried out in a manner consistent with delegations, policies, procedures and operations systems of JHFMHN, and in line with both the NSW Health Code of Conduct and JHFMHN Code of Conduct.

Essential requirements

• A high degree of professionalism exhibited by maintaining confidentiality, good organisational skills, good communication skills, ability to multitask, and utilise problem solving skills

Capabilities for the role

The NSW public sector capability framework describes the capabilities (knowledge, skills and abilities) needed to perform a role. There are four main groups of capabilities: personal attributes, relationships, results and business enablers, with a fifth people management group of capabilities for roles with managerial responsibilities. These groups, combined with capabilities drawn from occupation-specific capability sets where relevant, work together to provide an understanding of the capabilities needed for the role.

The capabilities are separated into focus capabilities and complementary capabilities.

Focus capabilities

Focus capabilities are the capabilities considered the most important for effective performance of the role. These capabilities will be assessed at recruitment.
The focus capabilities for this role are shown below with a brief explanation of what each capability covers and the indicators describing the types of behaviours expected at each level.

FOCUS CAPABILITIES
Capability group/sets	Capability name	Behavioural Indicators	Level
	Act with Integrity Be ethical and professional, and uphold and promote the public sector values	Represent your organisation in an honest, ethical and professional way and encourage others to do so Act professionally and support a culture of integrity Identify and explain ethical issues and set an example for others to follow Promote a workplace culture that values high ethical standards and behaviour Act to prevent and report misconduct and inappropriate behaviour Put strategies in place to manage and monitor conflicts of interest Ensure that others are aware of and understand the legislation and policy framework within which they operate’	Adept
	Manage Self Be persistent, self-reflect and commit to learning	Adapt your existing skills to new situations Commit to achieving work goals Be aware of your strengths and areas for growth, and develop and apply new skills Seek feedback from colleagues and stakeholders Persist when tasks are difficult	Intermediate
	Communicate Effectively Communicate clearly, pay attention to others and respond with understanding and respect	Focus on key points and use clear, concise and inclusive language Clearly explain and present ideas and arguments Pay attention and ask appropriate and respectful questions to understand others’ point of view Promote the use of inclusive language and help others to adjust their language where necessary Seek feedback about your communication style and adapt where necessary Write in a way that is well structured and easy to follow Clearly communicate routine technical information	Intermediate
	Commit to Customer Service Provide customer-focused services in line with public sector and organisational objectives	Take responsibility for delivering high-quality customer-focused services Design processes and policies based on the customers’ experience and engage people with lived experience to inform service improvements Create opportunities to learn about and measure what is important to customers by engaging with a wide range of customer experience Use customer data, feedback and insights to improve service delivery Find opportunities to collaborate with internal and external stakeholders to improve outcomes for customers Maintain relationships with key customers in your area of expertise Connect and collaborate with relevant customers from the community	Adept
	Think and Solve Problems Think, analyse and consider the broader context to develop practical solutions	Make recommendations based on evidence by researching and critically analysing information and identifying interrelationships Anticipate, identify and deal with issues and potential problems that may impact organisational goals and the customer experience Think creatively to come up with new ideas to resolve issues and improve customer experience Seek input and ideas from people with different backgrounds and experiences Participate in and contribute to team or business unit initiatives to resolve common issues or barriers to effectiveness Identify and share business process improvements to enhance effectiveness Analyse data and information to identify insights and communicate findings in a clear and meaningful way	Adept
	Technology Understand and use available technology to maximise efficiencies and effectiveness	Demonstrate a sound understanding of technology relevant to the work unit, and identify and select the most appropriate technology for assigned tasks Use available technology to improve individual performance and effectiveness Use records, information and knowledge management systems effectively Support system improvement initiatives and new technology when it is deployed Identify where technology or automation supports tasks, and raise issues when applications may be inappropriate or inaccurate	Intermediate
	Project Management Understand and use effective ways to plan, coordinate and control projects	Understand project goals, steps to be undertaken and expected outcomes Plan and deliver tasks in line with agreed project milestones and timeframes Check progress against agreed milestones and timeframes, and seek help to overcome barriers Participate in project planning and provide feedback on progress and potential improvements to project processes	Foundational
Occupation specific capability set

Complementary capabilities

Complementary capabilities are also identified from the Capability Framework and relevant occupation-specific capability sets. They are important to identifying performance required for the role and development opportunities.

Note: capabilities listed as ‘not essential’ for this role are not relevant for recruitment purposes however may be relevant for future career development.

COMPLEMENTARY CAPABILITIES
Capability group/sets	Capability Name	Description	Level
	Display Resilience and Courage	Be open and honest, prepared to express your views, and willing to accept and commit to change	Intermediate
	Value Diversity and Inclusion	Be inclusive and respect diverse backgrounds, experiences and perspectives	Intermediate
	Work Collaboratively	Collaborate with others and value their contribution	Intermediate
	Influence and Negotiate	Gain consensus and commitment from others, and resolve issues and conflicts	Intermediate
	Deliver Results	Achieve results by using resources efficiently and committing to quality outcomes	Intermediate
	Plan and Prioritise	Plan to achieve priority outcomes and respond flexibly to changing circumstances	Intermediate
	Demonstrate Accountability	Be proactive and responsible for your actions, and follow legislation, policy and guidelines	Intermediate
	Finance	Understand and apply financial processes to achieve value for money and minimise financial risk	Foundational
	Procurement and Contract Management	Understand and use procurement processes to ensure effective purchasing and contract performance	Foundational
Occupation specific capability set
	Financial Accounting and Statutory Reporting	Apply and comply with accounting standards, legislation and specific organisational policies, standards and protocols, and implement effective statutory and other external reporting requirements	Level 3

Public Service Commission