Frailty Administrator

Job description

Job responsibilities

JOB PURPOSE:

The Frailty Administrator is a key member of our service, helping ensure that housebound and frail patients across Easington and Sedgefield receive the care they need. The role focuses on identifying patients at risk of frailty through the Electronic Frailty Index (EFI), enabling the service to proactively support those who would benefit most. Our team includes two Service Coordinators, GPs, pharmacists, and physiotherapists/occupational therapists. This position offers a mix of office-based work with the option for home working where appropriate.

Key responsibilities includes:

• Running system searches to identify patients who will benefit from the service, including reviewing EFI (Electronic Frailty Index) scores.
• Contacting patients to understand their current situation and completing an Electronic Frailty Index review.
• Accurately entering and updating clinical codes in patient records.
• Helping patients complete preassessment forms and supporting followup evaluations.
• Liaising with GP practices and ensuring clear communication with external partners.

There may also be occasional home visits to support the service, where you will take baseline observations, support remote clinical assessments using digital tools, issue simple equipment, and provide reassurance and guidance to patients and their families.

The successful candidate will receive full induction and training as part of your starting plan.

MAIN DUTIES AND RESPONSIBILITIES

• Run regular searches to identify patients who may benefit from the frailty service, using systems such as SystmOne and the Electronic Frailty Index (EFI).
• Complete and record EFI frailty scoring accurately, ensuring clinical codes are correctly entered into patient records.
• Support project work linked to frailty identification, monitoring trends, data quality, and outcomes reporting.
• Contact patients to gather clinical information, confirm current circumstances, and complete structured frailty reviews.
• Communicate effectively with patients, families, and carers to arrange assessments, explain the purpose of the service, and address queries sensitively.
• Oversee completion, accuracy, and timely filing of pre-assessment forms within the patient record.
• Liaise with GP practices and external stakeholders, sharing relevant documentation and updates relating to patient care.
• Utilise SystmOne to extract, update, and manage relevant patient data for clinical review and evaluation.
• Maintain high standards of accurate coding and chronological documentation in line with information governance guidelines.

Managerial

• Carry out surveys and audits as appropriate to your area of work Support colleagues to access the most appropriate service by problem solving and directing referrals to the most appropriate level of care.
• Maintain and provide accurate and timely statistics and information within the required timescales Participate in team meetings.
• Manage time and caseload pressure in a rapidly changing environment, using appropriate prioritisation.
• Undertake any other professional duty as required within the service, in accordance with training, and experience following consultation with the trained member of the team.
• Plan own caseload, asking for support when required

Communication

• Establish and maintain effective, collaborative working with colleagues in Primary/Secondary Care, Social Services, Voluntary and Independent Sectors in all aspects of patient care.
• Demonstrate the ability to communicate information, sometimes of a complex and sensitive matter and respond appropriately to patients, carers and staff.
• Maintain accurate and contemporaneous record keeping to a high standard utilising specific templates on SystmOne
• Demonstrate the ability to communicate information, sometimes of a complex and sensitive matter and respond appropriately to patients, carers and staff.
• Ensure timely and effective communication with the qualified staff on all team matters.

Training

• Actively participate in your own personal development plan with your supervisor in order to develop the skills and knowledge required to carry out the responsibilities set out in the job description
• Ensure that personal support and development is gained through performance review, regular supervision and that training needs are identified with subsequent training as appropriate, in line with employers' policy.

Person Specification

Qualifications

Essential

• GCSEs Grade A-C in Maths and English or key skills level 2 in Maths and English (to be evidenced by a test if relevant qualifications not available)

Experience

Essential

• Ability to work effectively as a team player under appropriate supervision.
• Using Microsoft Packages including excel and word.

Desirable

• Experience of SystmOne.
• Previous experience in a Primary Care setting.
• Previous Health Care experience

Skills and Abilities

Essential

• Excellent interpersonal skills.
• Effective written, verbal, and non-verbal communication with patients, carers.
• Ability to work with patients from a diverse range of religious, cultural, and social backgrounds to meet their needs.
• Flexible and adaptable to change.
• Strong team player as well as working on own initiative when required.
• Clear and concise record keeping
• Ability to prioritise workload

Desirable

• Demonstrate an understanding of the data protection act and patient confidentiality, clinical and information governance and Caldicott requirements
• Promote health and prevent ill health.
• Provide and monitor Care

Attitudes

Essential

• Professional approach to work
• Responsive and positive role model.
• Can recognise personal limitations and refer to more appropriate colleagues when necessary.
• Commitment to continued Professional Development through further study.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

South Durham Health CIC

Address

The Surgery

Ashmore Terrace

Wheatley Hill

County Durham

DH6 3NP

Employer's website

https://www.southdurhamhealth.co.uk/ (Opens in a new tab)