Communications Officer

Part time – 24 hrs. /week

August 2017

1. Information for Applicants

2. Position Description

3. Employment Application Form

4. Pre-Existing Injury Declaration

5. Organisational Structure

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INFORMATION FOR APPLICANTS

Communications Officer

Part time 24 hrs. / week

1. Please prepare a cover letter and your application under each of the headings in the

Selection Criteria of the Position Description provided. Examples and descriptions of how you are able to meet these requirements must be provided. You must also attach your Resume.

2. Please complete the Employment Application Form & Pre-Existing Injury Declaration and forward with your application.

3. If you are required to attend an interview, a current police check (within 3 months) should be brought to the interview if available which will enable the appointment process to be finalised quickly. Offers of employment will only be made following a satisfactory Police Record Check and WWC.

4. Your salary and allowances will be paid in accordance with the Victorian Public Health Sector

(Health and Allied Services, Managers and Administrative Workers) Single Interest Enterprise Agreement 2016 - 2020.

5. Hours of work are part time 24 hrs / week.. 6. Otway Health will pay superannuation in accordance with the Superannuation Guarantee

(Administration) Act 1992 to a nominated Superannuation fund. 7. Attach copies of any relevant qualifications to your application (if applicable). 8. The names of at least two professional referees are required including, if possible, your

supervisor if you are currently working or a previous supervisor if you are not currently working.

9. Applications 5.30pm Friday 1

st September 2017

10. Address applications to Georgina Harrison

Human Resources Co-ordinator Otway Health PO Box 84 Apollo Bay VIC 3233 or glharrison@swarh.vic.gov.au

Position is subject to a satisfactory Police Check and current Working with Children Check. Otway Health is an equal opportunity employer and is committed to attracting and retaining a

diverse workforce that reflects the community we serve.

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Position Description

Communications Officer JOB TITLE

Position

Communications Officer

Classification

HS 3

Award Health and Allied Services – Public Sector Victoria – Consolidated Award 1998 (“the Award”) and the Health and Allied Services, Managers & Administrative Officers Enterprise Agreement 2016 -2020

Performance Appraisal Initial review at three (3) months, then annually with Support Services Manager between April and June each calendar year.

OTWAY HEALTH Otway Health is a Multi-Purpose Service (MPS) located at Apollo Bay on the Great Ocean Road in South West Victoria. The MPS is a joint Commonwealth and State Government initiative for isolated areas. This model concept draws together appropriate health and community services within the one organisation. The aim of Otway Health is to provide an integrated health service consisting of community and allied services, primary care, HACC, adult education, neighbourhood house, a child care centre, flexible aged care residential places, a small acute unit and an Urgent Care Unit for emergencies.

MISSION To enable people in our region to optimise their wellbeing through providing access to health and community services.

VALUES and BEHAVIOURS Professional: We deliver excellent, confidential, reliable and safe services to the community with

integrity.

Compassionate: We deliver person centred care and are welcoming and equitable to all people engaging with the service.

Responsive: We are dynamic, innovative and adaptable in responding to changing health and social environments.

Accountable: Our actions are trustworthy, principled and transparent. Respectful: We are consultative; providing a non-judgemental, accepting environment where

needs are acknowledged and considered.

POSITION BACKGROUND

The Communications Officer is responsible for increasing the positive public awareness of Otway Health’s programs and services through targeted communications strategies.

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SCOPE OF PRACTICE The Communications Officer will be limited to:

The provision of approved information to staff, community, DHHS, Board and other external bodies.

KEY RESPONSIBILITIES RESPONSIBILITY AREA 1: Leadership and Management Otway Health acknowledges that it is our people who make us a truly great organisation and that strong and effective leadership engages unites and motivates staff. Investing in our workforce and providing them with a supportive environment, the necessary skills for them to confidently do their job and a culture where they can excel and feel valued creates a workplace of choice. It is our people who allow us to deliver quality health care to our community.

ROLE SPECIFIC TASKS MEASURES

Display an appreciation of the Vision, Mission and Values of the Health Service

Personal behaviour and that of persons directly reporting to the role, model OH Vision, Missions and Values Maintain a professional presentation and demeanour

at all times

RESPONSIBILITY AREA 2: Workplace Health and Safety Otway Health endeavours to provide a working environment for its employees that is safe and without risk to health. Employees are required to take reasonable care for their own safety and that if anyone else who could be affected by their actions; responsible for ensuring the implementation of health and safety policies and procedures. Therefore all staff shall fully co-operate in any action the Hospital considers necessary to maintain a working environment which is safe and without risk to health.

ROLE SPECIFIC TASKS MEASURES

Maintain own health and safety in the workplace and adheres to policies and procedures.

Appropriate reporting of any OH&S risks or concerns. Actively encourage responsibility for own health, by modelling safe behaviours and practices.

Minimise exposure to incidents of infection/cross-infection of patients, residents, staff, visitors and the general public by adhering to the organisation’s Infection Control policies and procedures.

Demonstrate understanding of workplace Health and Safety requirements.

Pre-Existing Injury Prior to any person being appointed to this position, it will be required that they disclose full details of any pres-existing injuries or disease that might be affected by employment in this position. RESPONSIBILITY AREA 3: Clinical Practice / Professional Practice Otway Health strives to deliver the highest level of care possible. To enable this to occur, all personnel need to develop and maintain appropriate professional behaviours in all areas of practice. This covers both clinical and non-clinical workplaces, and is the physical manifestation of the Otway Health values.

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Clinical

ROLE SPECIFIC TASKS MEASURES

Not Applicable

Professional –

ROLE SPECIFIC TASKS MEASURES

Support internal communications and raise staff awareness of current issues and activities. Develop and implement a Communication & Public Relations Strategy to provide information to media, stakeholders and the broader community to assist in promoting programs and services of Otway Health in line with the Strategic direction. Provide advice to the CEO and Executive team on the development and delivery of communication & promotional strategies, media relations, public engagement, issues management etc. Develop and foster relationships and networks with entities significant to Otway Health and enhance communication processes internally and externally. Disseminate relevant information internally and to the broader community via print publication, electronic communications, radio and social media.

Consistently provide staff and community updates, on all relevant platforms. Maintain and monitor local digital communication hubs. Regularly update the CEO and Executive Team on proposed strategies and day to day occurrences.

RESPONSIBIITY AREA 4: Information Management (inc Communication & Documentation) Otway Health understands the need for effective communication and rigorous documentation in the delivery of health care. How we manage information within the organisation is crucial for our customers trust, our reputation in the wider community and how they perceive Otway Health.

ROLE SPECIFIC TASKS MEASURES

Prepare internal communications to increase staff awareness of issues and events ensuring timely delivery of key messages. Maintain Otway Health’s website, and social media tools ensuring ongoing integrity of content accuracy and currency. Prepare media releases, publications, responses to media, stakeholder and broader community enquiries and implement other communication activities as required Review the promotional delivery of programs and services and public engagement and provide recommendations for improvements. Implement processes for monitoring and evaluating the organisations website and social media engagement and coverage. Assist in the development of a communication plan in line with CEO direction. Assist in the development of tools/strategies/education to maintain and improve communication processes. Develop and maintain an annual communications calendar and action plan. Monitor media /feedback and advise on reactive media Liaise with and answer enquiries, following

Consistently provide staff and community updates, on all relevant platforms. Publications are prepared and delivered in accordance with agreed timelines. The Annual Report and Victorian Quality Account Reports are relevant to the audience and meet all standards of the Department of Health and Human Services. The intranet and internet site contains up to date information that is reader friendly.

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consultation with the CEO and in line with the OH Media Policy, from media, individuals and other organisations, often via telephone and email. Prepare and supervise the production of all communications and publicity materials including brochures, newsletters, handouts, promotional videos, photographs, films and multimedia programs. Research and develop further electronic media tools and processes. Co-ordinate advertising as required. Ensure written material is appropriate for its intended audience. In consultation with program staff and Divisional Managers, prepares external communications strategies to increase the awareness and uptake of Otway Health programs, services and goals. Ensure the Otway Health branding is included on all promotional material. Identify opportunities to promote the service its achievements, and key messages. Maintain a photographic library.

RESPONSIBILITY AREA 5: Quality & Risk Management Otway Health strives to continuously improve the quality and safety of our services and actively involve and inform patients and their care in the healthcare they receive. This allows us to deliver the best care in our community.

ROLE SPECIFIC TASKS MEASURES

Participate in quality improvement activities All tasks are undertaken in a timely and considered fashion Undertake audits and evaluations as requested

Support and contribute to quality improvement

RESPONSIBILITY AREA 6: Professional Development All staff at Otway Health has the skills and attitude required to enable us to deliver efficient, effective and targeted healthcare. To ensure all staff continues to meet this standard, and maintain up-to-date clinical and professional skills, each person needs to continually develop themselves.

ROLE SPECIFIC TASKS MEASURES

Ensure skills are up to date and in accordance with best practice guidelines

Ensure all mandatory LMS training is undertaken within required timeframes

Keep up to date with changes in Policies and procedures

ORGANISATION CHART Reports to: Director Community, Social and Executive Services Supervises: nil External Liaisons: Represents Otway Health to the Department of Health and Human Services, News Sheet

Committee and Local & Regional Print Media, Apollo Bay community Radio, Apollo Bay Community Website, Lorne Community Hospital and various others as indicated and identified.

Internal Liaisons: All Otway Health staff

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REQUIRED EDUCATION, TRAINING, KNOWLEDGE AND EXPERIENCE Essential Education: A tertiary qualification in an appropriate discipline with relevance to this position is preferred. Essential Requirements: Experience in a public relations/communications role.

Experience in planning and managing campaign activities. Experience in the preparation of publications and written material. Experience in online communications and design software.

Written & Verbal Communication: Prepares written material using clear and concise language; ensures written communications contain necessary information to achieve their purpose; uses appropriate style and formats. Conveys ideas and information in a clear and interesting manner, and understands and meets the needs of target audiences. Presentation Skills: Prepares and delivers effective, innovative and concise presentations. Media Operations: Sound knowledge of all realms of media and current technologies. Computer Skills: Understands the purpose of, and is able to use common software applications. Basic understanding and use of HTML is preferred. Stakeholder Management: Takes steps to add value for the stakeholder; links people with other areas (as appropriate); monitors clients and stakeholder satisfaction; constructively deals with stakeholder issues. Organisational Awareness: Uses formal and informal influencing relationships and decision making processes; appreciates the responsibilities, legal obligation and limits that apply to the organisation; and actively seeks to understand the priorities and interests of various groups and key individuals. Organising and Planning: Identifies processes, tasks and resources required to achieve a goal; identifies more and less critical activities and operates accordingly, reviewing and adjusting as required; develops and implements systems and procedures to guide work and track progress; recognises barriers and finds effective ways to deal with them. Ability to manage time and competing priorities and effectively plan and organize resources to achieve set objectives within a set timeframe/deadline. Detail Focus: Observes fine details; identifies gaps in information; looks for logical sequences of information; highlights practical considerations of plans and activities.

Flexibility: Adaptable; open to new ideas; accepts changed priorities without undue discomfort; recognizes the merits of different options and acts accordingly. Creativity and Innovation: Generates new ideas; draws on a range of information sources to identify new ways of doing things; actively influences events and promotes ideas; translates creative ideas into workplace improvements; reflects on experience and is open to new ways to improve practice. Relationship Building: Establish and maintains relationships with people at all levels; forges useful partnerships with people; builds trust through consistent actions, values and communication. Strong capacity to establish and maintain a broad range of networks and relationships including media liaison.

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PERFORMANCE STANDARDS Evidence of completion of competencies relating to your current role

AGREEMENT Position Description Approved Date ______________ Manager/Director Signature ________Support Services Manager_______ Position I acknowledge and accept that this position description represents the duties, responsibilities and accountabilities that are expected of me in my employment in the position. Date Employee Signature ____________________________________ Employee Name (please print)

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Employment Application Form

APPLICANT SECTION

Position applied for:

Personal details

Given name: Family name:

Preferred name:

Address:

Telephone Daytime: Mobile:

Email:

Current qualifications

Qualification title Institution/training provider Year completed

Are you currently undertaking study/training? (tick one) Yes No

If yes, course/program name:

(tick one) Full time Part time Distance Other

Previous Employment (most recent first)

Employer name/ establishment Dates from/to Position held

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Reference Checks

Please provide details of three people who can speak on your behalf regarding your work history. (Reference checks will be conducted legally in an ethical manner and all information derived will remain confidential.)

Name Contact No.

Position held/working relationship

(eg supervisor)

Office use check

initial/date

When will you be available to start work?

Declaration

I declare that, to the best of my knowledge, the information given is true and correct. I understand that

inaccurate, misleading or untrue statements or knowingly withheld information may result in

termination of employment with this organisation. I understand that this application does not constitute

an offer of employment. I understand that, in some cases, police and credit checks will be required

and I will be notified if this applies to this application.

Signed: Date:

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Pre-existing Injury / Disease Declaration

Otway Health is committed to protecting the health, safety and well-being of all employees. To achieve this, the Service strives to ensure that employees are not required or permitted to undertake work for which they are not suited and to take appropriate measures to allow work to be done in a manner which will not put any person at risk to their occupational health and safety. To assist Otway Health in achieving this objective, the following information on key activities is provided about the job for which you have applied. On the second page of this document information is requested from you as to any pre-existing injury, illness, disease or condition, which may be affected by the nature of the key activities. This job involves the following key activities:

Element Key Activity Frequency

Work Environment

Manage demanding and changing workloads and competing priorities. Daily

Work office hours with the possibility of extended hours and ‘on call’ duties.

Rarely

Work in open plan office / area. Daily

Sit at computer or in meetings for extended periods Daily

Work in a team environment and at time independently. Daily

Work in locations separated from management. Occasionally

Be exposed to all outdoor weather conditions. Occasionally

Manual Handling

Undertake manual handling (eg. lifting, pulling, pushing, moving, transferring, twisting, supporting) of equipment. Occasionally

People Contact

Interact with clients who may have an intellectual, physical, sensory disability.

Daily

Interact with clients/members of the public who could display verbal or physically challenging behaviour and/or the full range of emotional expressions.

Daily

Undertake supervisory activities. Rarely

Administrative Tasks

Undertake administrative tasks including intensive computer/keyboarding work, filing, writing, participating in meetings, concentrating for long periods of time.

Daily

Use technology including photocopier, telephones including mobiles, fax, overhead projectors, televisions, video, electronic whiteboards, drill presses and guillotines.

Daily

Transport Drive vehicles Occasionally

In applying for this job you are required to disclose any (all) pre-existing injuries or diseases suffered by you which you reasonably believe could be accelerated, exacerbated, aggravated or caused to recur or deteriorate by you undertaking this job, the details of which are set out above. Where you have a pre-existing injury and or disease, consideration will be given to reasonable modifications to the environment or tasks.

If you fail to disclose this information or if you provide false or misleading information you and your dependants may not be entitled to Work Cover benefits in the event of any recurrence aggravation, acceleration, exacerbation or deterioration of a pre-existing injury or disease, arising out of, or in the course of, or due to the nature of this employment with Otway Health and Community Services. Where you have a pre-existing injury and or disease, consideration will be given to reasonable modifications to the environment or tasks.

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Pre-existing Injury / Disease Declaration

Employee Declaration

The following declaration is made for the purposes of sections 41 (1)-(2) of The Workplace Injury Rehabilitation and Compensation Act 2013 (WIRC Act). I,…………………………………………………………….. (Name of applicant) declare that:

1. I have read and understood this form, including the information above.

2. I acknowledge that I am required to disclose all pre-existing injuries or diseases which

I believe may be affected by my undertaking the job

of……………………………………………..……(job title)

AND (Strike out whichever is not applicable)

a) I do not believe that any injury or disease that I have is likely to recur or deteriorate, accelerate or be exacerbated or aggravated by the key activities required to be undertaken which impact on health and safety, as listed above:

OR

b) I have suffered the following injuries and/or diseases that may recur or deteriorate, accelerate or be exacerbated or aggravated by the duties described above.

(List injuries and/or diseases) ……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………

I acknowledge that any non-disclosure or false or misleading information on my part may result in section 41 (2) of the Workplace Injury Rehabilitation and Compensation Act 2013 (WIRC Act) being applied. This would disentitle me or my dependents from receiving benefits relating to any recurrence, aggravation, acceleration, exacerbation or deterioration of any pre-existing injury or disease which I may have.

To the best of my knowledge the information provided in this Declaration is true and correct.

DATED: ________/__________/_20_______ …………………………………………… ……………………………………………

Print Name of Applicant Print Name of Witness

…………………………………………… ……………………………………………. Signature of Applicant Signature of Witness

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Board of Directors

Acting Chief Executive Officer

Clinical Services (Core Services)

Finance

Urgent Care

Residential Aged Care

ORGANISATIONAL FUNCTION STRUCTURE (Interim)

Outlines functional activity, liaison &/or services

Endorsed by Board Chair & Acting CEO11 May 2017

Company Secretary

Community Care

Primary Health Care

Acute Care

GP Clinic

Medical

VMO’s

OPERATIONS

(Enabling Services)

Communications

Quality

Fundraising

Document Control

Audits/Compliance

Admin/Reception

Health Information & Central Records

Business Units Development

Payroll

Catering

Grants

Human Resources& OHS

Neighbourhood House

Second Sails

Facilities & Infrastructure

Projects

Child Care

IT

Executive Assistant

Director Clinical and Nursing Services

Clinical Project Officer

Support Services Manager

Business Services Manager

Acting Chief Operations Officer

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