Administration Block

Design and Coordination Dept.

Contents
A. Administration Unit.............................................................................................................................. 2
1.0 Introduction ........................................................................................................................2
1.1 Description ................................................................................................................................ 2
2.0 Functional and Planning Considerations ...............................................................................2
2.1 Operational Models .................................................................................................................. 2
2.2 Planning Models........................................................................................................................ 2
2.2 Functional Areas ....................................................................................................................... 2
2.3 Functional Relationships ........................................................................................................... 4
3.0 Design.................................................................................................................................4
3.1 Environmental Considerations .................................................................................................. 4
3.2 Space Standards and Components ........................................................................................... 5
3.3 Safety and Security.................................................................................................................... 5
3.4 Finishes...................................................................................................................................... 5
3.5 Fixtures, Fittings and Equipment .............................................................................................. 5
3.6 Building Service Requirements ................................................................................................. 6
4.0 Schedule of Accommodation – Administration Unit .............................................................7
A. Administration Unit

1.0 Introduction

1.1 Description

The Administration Unit will provide an area of offices, workspaces and associated facilities for
supporting the management of the facility and may include both clinical and non-clinical support
staff to oversee the management of a hospital or unit. This may include administrative tasks,
interviews and meetings by a range of executive, medical, nursing and support personnel.

The Administration Unit will include the following administrative positions or services:

 Main Reception and Enquiries

 Chief Medical Director, Senior Managers and support staff
 Nursing Executive and Senior Nurse Managers
 Human Resources and Payroll staff
 Finance and Accounting Managers and support staff
 Facility Management
 Public Relations
 Training, Education and Research
 Disaster Management coordination
 Clinical Administration

2.0 Functional and Planning Considerations

2.1 Operational Models

The Administration Unit may be provided as a separate unit grouped according to services
(medical, nursing, finance, education etc.)

2.2 Planning Models

The Administration Unit will be located in an area easily accessed by staff in the organisation and
visitors. It is recommended that a separate secure entry be provided for staff.

The Administration Unit will be provided as;

 A distinct unit within the health facility

 A unit located in a non-clinical zone of a health facility
 A unit within a separate building on the facility.

2.2 Functional Areas

The Administration Unit functional area include;

 Entry Area
o Reception
o Waiting areas with amenities for visitors
 Administration Areas; Office/s and workstations for the following functions:
 o General Administration including:
 Executive suite (CMD, Divisional Directors and Secretariat Support)
 Public relations
 Ancillary support staff
o Nursing Administration
o Finance and Accounts
o Human Resources that may include Payroll
o Information Technology and Communications
o Clinical and Medical Services Unit
 General Support Areas:
o Beverage bay for staff access
o Cleaner’s room
o Disposal room
o Pantry
o Stores for files, stationery
 Staff Areas
o Meeting Room/s;
o Staff Room
o Staff Toilets

1. Entry Area

Reception and Waiting

The reception is the first point of contact with the Administration Unit for visitors and will act as
an access control point to restrict access and direct visitors to the area required. Waiting areas
shall be located nearby and be suitable for a range of occupants including those in wheelchairs.
Smaller Waiting areas shall be provided close to offices as required.

2. Administration Areas

Administration areas will be provided as offices and workstations within in one Unit to promote
collaboration between divisions. The number of offices provided will be according to the
endorsed full-time positions required for the Administration Unit.

Consideration will be given to provision of the following:

 Separate offices, shared offices and workstations where possible for executive, finance
and clinical staff that are required to be situated in the Administration Unit.
 Specialised administration functions such as Quality Management, Public Relations, etc.
 Offices for roster management, staff allocation and bed allocation staff that may require
access after-hours.
 3. Support Areas

Support areas for the Administration Unit, including stores for files and stationery, will be located
convenient to staff requiring frequent access. Secured storage will be provided for confidential
records including administration, finance and human resources records.

Meeting rooms with tele-conference or video-conference facilities provide for meeting flexibility
with remote staff.

4. Staff Areas

Staff Room/s and dining areas will include a beverage bay or access to a pantry for use during
meal breaks.

Staff Room/s and toilets will be shared with adjacent units where possible.

2.3 Functional Relationships

1. External

The Administration Unit will be located to provide ease of access to visitors arriving from the Main
Entrance of the facility. A ground level location is not required. The Administration Unit will be
well sign posted and easily identifiable by staff and visitors.

2. Internal

The Medical Director Suite, Nursing Administration and the Finance Unit shall ideally be located
together in one zone to enhance staff communication and collaboration.

Clinical Administration functions including the Division of Medicine, the Division of Surgery and
Clinical Research Unit will be located within or in close proximity to the Administration Unit.

Alternatively, these areas will be located close to the relevant clinical area or collocated with the
Education Unit, according to the Operational Policy of the facility.

3.0 Design

3.1 Environmental Considerations

1. Acoustics

Acoustic performance and sounds levels will be designed and documented to meet the function
of spaces being provided.

Acoustic consideration should be given to the following during the design process:

 Acoustic separation of Meeting and Interview rooms to reduce the noise between rooms.
 Acoustic separation will be provided between Offices, Meeting Rooms, Interview Rooms
and adjacent corridors to reduce transfer of noise between rooms, particularly private
conversations which should not be audible outside the room
 Location of waiting areas away from Offices, Meeting and Interview rooms.
 Location of staff rooms away from public areas, Offices and Meeting rooms.
 2. Natural Light/ Lighting

Will maximise the provision of natural light to areas where staff offices and workstations are
located.

Artificial lighting will be arranged to avoid glare on computer screens.

3.2 Space Standards and Components

1. Accessibility

Reception, Offices, meeting rooms and Waiting areas will be design to provided access for people
in wheelchairs.

2. Ergonomics/ Occupational Health and Safety (OH&S)

The design process and selection of furniture, fittings, fixtures and equipment will consider
ergonomics and Occupational Health and Safety (OH&S) aspects to avoid injuries to staff and
visitors. Particular attention will be made to design of workstations and storage areas. Shelving
in storage areas will be placed at suitable reach heights.

3. Size of the Unit

Schedules of Accommodation have been provided for an Administration Unit in a typical District
hospital.

3.3 Safety and Security

The Administration Unit will include the following security considerations:

 Entry to the Administration Unit, Reception and Waiting may require restricted access
such as electronic card reader; with an intercom/ phone, CCTV and remote door release
from Reception.
 All Offices require lockable doors.
 Rooms located on the perimeter of the Unit will be locked when they are not in use.
 All Store rooms for files, records and equipment should be lockable.

3.4 Finishes
The Administration Unit décor will be pleasant and professional in character. Finishes will be
selected with consideration of the following:

 Acoustic properties of the materials; the use of carpet and acoustic panels will assist in
absorption of sound.
 Durability, replacement and cleaning of materials.
 Fire safety of the materials.

3.5 Fixtures, Fittings and Equipment

All furniture, fittings and equipment selections for the Administration Unit will be made with
consideration to ergonomic and Occupational Health and Safety (OH& S) aspects.
3.6 Building Service Requirements
1. Communications

The Administration Unit has a managing role in the facility and requires reliable and effective IT
/ Communications service for efficient operation of the service. The IT design should address:

 Hospital networking requirements including wireless networks

 Video-conferencing and tele-conferencing
 Communications and Server Room/s
 Telephone systems including cordless and mobile phones
 Computers, mainframes, laptops and hand-held devices
 Duress alarms and paging master system for staff and emergencies

2. Heating, Ventilation and Air conditioning (HVAC)

Offices, open plan workstation areas, Meeting Rooms, Interview Rooms and Staff Rooms will be
air-conditioned for the benefit of staff and visitors to the Unit.

3. Fire Detection and Suppression Systems

Fire Alarm and suppression systems will be provided for the protection of people and property.
4.0 Schedule of Accommodation – Administration Unit
Room Space No. of Net Area Total
Remarks
Units per unit Net area
Entry Area
Reception/Clerical 1 10 10 1 - 2 staff. May be replaced by a workstation
Waiting 1 10 10 May be divided by gender; 1.2 m2 per person
Waiting - Sub 1 5 5 Areas for visitors to wait close to Offices.
Toilet – Accessible 1 6 6 May require separate family/female facilities
General Administration
Office - CMD 1 18 18
Office – Directors 2 15 30 Nursing, Medical, Finance, HR, Operations.
Office – Deputy 2 12 24 Nursing, Medical, Finance, HR, Operations
Office – Workstation 2 5 10 Executive support, secretariat
Office – PABX/Operator 1 12 12 PABX workstation & mainframe modules
Office – Single Person 1 12 12 Public Relations, Legal Services, Complaints, Patient Advocate
Nursing Administration
Office – Supervisors 1 9 9
Office – Workstation 1 5 5 Infection Control, QM, Education etc.
Finance & Accounts
Office – Managers (Finance) 1 9 9 Finance and Accounts
Office – Workstation 4 5 20 Accounts support
Human Resources
Office Managers (HR) 1 9 9
Office – 2 Person Shared 1 12 12 HR clerical support
Office - Workstation 1 5 5 HR administrative staff.
Interview Room (s) 1 9 9 For interviews of 2-3 people
IT/ Communications
Office Managers (IT/Communications)) 1 9 9
Office – 4 Person Shared 1 20 20 IT support/Technical staff
Server Room 1 20 20 Size dependent on IT operational system.
Room Space No. of Net Area Total
Remarks
Units per unit Net area
Support Areas
Cleaners Room 1 6 6 With storage of cleaning materials.
Communications Room 1 12 12 Area as required, part of Engineering
Disposal 1 10 10 With locked confidential paper waste bins
Store - Files 1 10 10 Documents & minutes
Store - Photocopy/ Stationery 1 8 8 Storage of paper and stationery supplies.
Staff Areas
Meeting Room – Medium/Large 30 m2 1 30 30 Up to 20 persons
Meeting Room - Small, 12 m2 1 12 12 Interviews
Meeting Room - Small, 9 m2 1 9 9 Interview/ small meeting functions
Staff Room 1 18 18 Optional; includes Beverage Bay
Toilet - Staff M/F 2 3 6
Sub Total 385
Circulation % 20
Area Total 462