Senior Referral Co-ordinator

Job responsibilities

5. MAIN DUTIES/RESPONSIBILITIES

5.1Responsibility for People Management

To provide line management for the Ref-co-ordinators and Place of safety team

To work closely with the modern matron to ensure staff training, rosters, and absence monitoring and line management supervision is completed in line with policy

To ensure adherence to the POS admission criteria and managing process to ensure best experience for person using POS, as well as the safety of POS coordinator and promoting relationships with police and other agencies.

To have operational leadership and daily management responsibility for relevant administrative staff including recruitment, performance management, absence management, risk assessments disciplinary, training & appraisal.

To manage & chair regular meetings with administrative staff within service area.

To develop workforce by providing induction, in-post training and updates for relevant staff.

To support the matron and ward managers/leads with inducting of new staff and booking training

5.2Responsibility for financial and/or physical resources

To contribute to the management of the cost-effective use of departmental resources including the ordering of stock and undertaking cost improvement programmes within the service.

To ensure that coordination team lead on the location of out of area beds where required for instance due to need for PICU and repatriation

To be a delegated budget holder for specific area of responsibility ensuring expenditure is within agreed limits and that senior manager remains informed of related issues.

To authorise orders and payments in accordance with business processes.

5.3Responsibility for administration

To manage specific projects and information systems/databases as requested by the service manager and provide updates on progress.

The senior coordinator will be responsible for being aware of the bed availability across the unit, the expected discharge dates of all inpatients and will monitor progress in conjunction with the MDT process. They will be aware of all out of area placements using the virtual ward on system one and will ensure this is kept up to date, with a regular review of progress of the person and their plan for repatriation.

Collate information; prepare reports and presentations pertaining to the service area at the request of the service manager.

The senior coordinator will be aware of patients imminent discharge plans and will assist in supporting the clinical team to expedite these plans where they are able.

To manage & regularly monitor relevant performance data including waiting lists, clinical outcome measures; collate, analyse and report information to relevant team/service managers including areas for improvement, identifying any capacity gaps against plans.

To provide data regarding department KPIs as required e.g Length of stay, 7 day follow up

Organise data collection to support research and development.

5.4Responsibility for people who use our services

Key Behaviour Competencies:

Working together

Be straightforward in our dealings with each other and build relationships

Listen to others and explain the decisions we have made

Recognise and remove barriers to action

Create an open and positive learning culture

Learn from mistakes & ask others for support where necessary

Be aware of ones own behaviour, values, attitudes, strengths and weaknesses.

Ability to reflect on ones behaviour and change them.

Uphold the values and be proud to be part of the organisation

Ensure appearance is professional & name badge visible

Act With Integrity

Be honest and do what you say you will do

Take responsibility and be accountable for your actions

Guard and build the organisations reputation

Take into account the human and social impact of our work

Treat everyone in a friendly, courteous manner; smile & make eye contact

Building Success Together

Be compassionate and accepting of others.

Be straightforward in our dealings with each other and build relationships

Listen to others and explain the decisions we have made

Agree on our goals and see them through

Treat each other with dignity and respect

Learn from each others experiences

Understand and recognise each others contributions of being of equal value

Be prepared to challenge the status quo

Contribute to the organisations success

Stretch the boundaries of personal performance

Look for better ways of working to achieve improvements

Caring for patients

Aim to meet the needs of our patients and partners in care

Use initiative to enhance care in innovative and imaginative ways

Respect individual cultural differences; challenge bias & prejudice

Provide a high quality and safe service for patients

Maintain privacy and ensure confidential information is kept safe

Question poor practice, process & behaviour

5.5Responsibility for implementation of policy and/or service developments

To manage & regularly monitor relevant performance data including waiting lists, clinical outcome measures; collate, analyse and report information to relevant team/service managers including areas for improvement, identifying any capacity gaps against plans.

To manage & regularly monitor relevant performance data including waiting lists, clinical outcome measures; collate, analyse and report information to relevant team/service managers including areas for improvement, identifying any capacity gaps against plans.

Be proactive and propose, develop and implement ideas and new processes for improvement in the way the service is delivered.

To ensure that all complaints, compliments, concerns, comments and suggestions are appropriately recorded, and where possible resolved within level of role or escalated appropriately. To investigate those relating to own admin team.

Ensure that the corporate support function complies with all LWSW policies and procedures including Data Protection, confidentiality, Health and Safety, security and safeguarding.

To support clinical lead and clinical team leader for the central team

To provide service support across several departments within the unit as set out by line manager (matron)

5.6Other Responsibilities

To maintain relevant databases

To support matron, ward managers and leads with relevant audits

5.COMMUNICATIONS AND RELATIONSHIPS

Ward and department managers

Nursing & other clinical staff

Service & locality management

Service users & Carers

Support services with Livewell Southwest e.g. business intelligence

Other appropriate agencies as needed e.g. commissioners, local authority, Police and other health care providers

6.PHYSICAL DEMANDS OF THE JOB

Frequent sitting & standing. Inputting at a keyboard for most of day, frequent light effort to lift, sort & file case notes.

May have to occasionally move presentation equipment and office supplies or clinic consumables.

May have to move between locations if service is delivered across different sites.

Exposure to unpleasant conditions is rare/occasional. May be exposed to verbal aggression from patients.

Will use VDU for high proportion of time.

The flexible nature of the job may require post holder to move within the team or within the wider organisational setting as required and undertake similar duties.

Qualifications

Essential

• Educated to degree level in a relevant subject or equivalent level of knowledge, qualifications or significant equivalent skills and experience to that level.
• Evidence of continuing professional development

Desirable

• Project management e.g. Prince 2

Additional requirements

Essential

• Physical intervention
• Breakaway training

Knowledge

Essential

• Thorough working knowledge of Microsoft Office packages, i.e. Outlook, Word, Excel. And the use of databases
• Excellent understanding of general office working procedures.
• High level of competency in the management of budgets and financial control systems
• Understanding of activity management including waiting lists
• Understanding of systems and processes and able to implement efficient working practices.
• Ability to use Livewell Southwest Business applications SystmOne.
• Up to date knowledge of Livewell southwest policies and procedures.
• Understanding local health community and commissioning needs and ability to be innovative to meet these needs.

Desirable

• Knowledge of SystmOne.

Skills

Essential

• Excellent verbal and written communication skills.
• Able to use judgement and initiative to provide information and support
• Accurate and fast typing and data entry skills.
• Ability to manage and lead a team and work within wider teams.
• Able to analyse problems and initiate appropriate solutions effectively
• Able to apply tact and sensitivity to establish trust and support
• Ability to use own initiative to organise own workload and that of others, setting deadlines and ensuring these are met.
• Able to compose and transcribe minutes, correspondence and reports
• Effective time management skills.
• Empathetic approach to managing and resolving enquiries
• Flexibility to meet competing demands within the working day.
• Able to manage difficult and distressing situations effectively.
• Flexible and adaptable, ability to learn new skills and develop role.
• Able to work as part of a team
• Flexible and adaptable, ability to learn new skills and develop role.

Desirable

• Flexible approach to working arrangements

Experience

Essential

• At least 2 years experience of working in a role to support senior managers
• Significant previous experience of working in an administrative environment using computerised data systems.
• Demonstrable experience of dealing with the public and dealing with sensitive and confidential information.
• Experience of supervising other staff members.
• Experience of working with complex systems and information.
• Experience of analysing and interpreting data
• Financial management experience.
• Decision making and resolving complex work related issues

Desirable

• Experience of undertaking Service Improvement or a Project Management role.
• Experience of analysing data and using such data to improve the quality and efficiency of the service

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).