Job responsibilities
1. Overall Purpose of the Post
- To maintain the smooth running of the Falls Prevention Service , ensuring the team has effective stock levels , multidisciplinary team are aware of all referrals taken, all statistics are recorded and reported on as required.
- To provide administrative and secretarial support to the broader community therapies service where needed. (e.g including but not exclusively telephone response, stock ordering referral booking)
- To contribute to the planning, coordination, delivery and evaluation of the Falls Prevention Service and the therapy services provided in the Community Therapies Team.
To support the development of an effective and efficient therapy service that is integral to the wider Your Healthcare organisation.
2. Role of Directorate
To ensure the provision of high quality multidisciplinary community services to the population served by Your Healthcare that aims to enable people to access the right care at the right time delivered by the most appropriately trained professional.
The directorate will further develop the strong partnerships with primary care, social care, the voluntary sector and acute hospitals
- To flexibly respond to control demand on acute hospitals by proactively managing people in the community to avoid unnecessary attendances at hospital and subsequent in patient stays.
- To facilitate timely discharge of patients either to their own home or into an appropriate setting.
- To establish more integrated adult services.
The directorate will pro actively review and transform services to meet the needs of the population adopting evidence based good practice and ensuring the efficient delivery of services that clearly demonstrate value for money.
4. Key Result Areas
To be the first point of contact and to receive referrals from certain teams. ensuring all referrals are prioritised appropriately. Where required, pass information on to the relevant members of staff.
To ensure all records of patients caseloads and discharge details are kept up to date and the spreadsheet is maintained with the most contemporaneous information to inform a patients progress.
To provide full secretarial, administration and clerical services to the Falls Prevention Service and support Community Therapy Services . ( including Community Physiotherapy , Falls Prevention Team , Respiratory Team , Speech and Language Therapy Team, Dietetics Team )
To provide elements of support to CNRT such as ordering clinical information, maintaining spreadsheets, using MS Teams for patient information, referrals, contacting clinical staff members.
Devise, implement and maintain effective and efficient office systems, including filing, post, electronic diaries and emails ensuring accurate and relevant details are recorded and prioritised.
To provide a range of word processing services, letters, memos, reports, marketing materials and other correspondence as required.
Arrange meetings, including booking of venues, facilities and refreshments, and prepare and distribute agendas and documentation.
Cascade and distribute paper and electronic information.
To ensure any reports required are send out in a timely manner.
To manage patient transport requests including dealing with any changes and cancellations.
Assist in the organisation of training or educational events, manage bookings, create flyers.
To maintain excel spreadsheets and related data.
To liaise with the Discharge Coordinators for the hospitals and District Nurses and other members of the community integrated response teams regarding discharge planning and aftercare.
To assist the Senior Therapist and Team Lead to enter and maintain sickness, annual leave, training and mileage records of staff members in the department.
To order and maintain equipment, both clinical and office based, at the direction of the Team Lead and clinical staff and to maintain a control system for equipment orders.
To compile statistical information and provide reports as requested by the Team Lead and the commissioning arm of the organisation.
To participate in surveys or audits in collaboration with other team members including telephone interviews with participants, obtaining data, collation and the analysis of that data and provide supporting reports.
To assist team to meet service objectives.
To participate in supervision, appraisal and have a personal development plan.
5. Communications and Working Relationships
By spoken word, telephone, e-mail, fax, letter and face to face.
5.1. Internal:
Frontline Services Board Lead , Clinical Lead Nurse - Inpatient Services, Senior Therapist, Business Services Manager, Management Accountant, Workforce Governance Project Manager, HR Manager, , Interdependently Team Managers, GP Provider and all staff within the Provider Services
5.2. External:
Community Care Services and other key Local Authority Staff, Acute hospital colleagues, Voluntary Sector, Patients Forum, other PCTs staff and GPs and their staff.
To provide general, non-clinical advice and information to service users / relatives and carers, using Team agreed protocols.
To deal with enquiries from service users, hospital staff and the public, or directing these where appropriate.
To ensure routine information is effectively exchanged with colleagues and external agencies.
Ensuring confidentiality is maintained in accordance with Your Healthcare and the Data Protection Act.
To support the Senior Therapist and Team Leads for matters of particular confidentiality or sensitivity.
6. Decision Making
To arrange meetings for the Senior Therapist and Team members, booking suitable venues and inviting guest speakers as directed.
To maintain staff records for annual leave, sickness and study leave if Team Leads require.
To participate in the recruitment process as required.
To provide a Work Experience Program for any work experience students placed with the team.
To identify, prioritise and ensure a timely response to urgent referrals by team members, communicating any concerns/ issues to the Team Lead.
