Administration Co-ordinator

Job responsibilities

CFVW pathways offer opportunities for people following an acute episode of illness to have their assessments and/or a period of intermediate care undertaken outside of hospital.

Working across Plymouth the Post Holder will ensure that effective discharge, planning and communication are managed in order to provide a smooth pathway for people using and exiting the CFVW service.

The Post Holder will be based at Mount Gould Hospital with an expectation that they will be primarily working in community settings alongside the MDT. Although a manager will be available for advice and support, the post holder is expected to manage their own workload, prioritising work according to system demands.

SCOPE AND RANGE

This post is designed to support the roles and functions of the multi-disciplinary team members in CFVW, by providing a detailed overview of expected admissions to, and discharges from the service; escalating breaches or expected breaches as required.

Primarily the post holder will coordinate referrals into all CVFW pathways, actively monitoring and tracking all parties on the discharge pathway.

The coordinator is responsible for monitoring internal delays, and for supplying weekly reports across a range of quality markers.

The post holder will be expected to support the MDT to achieve intermediate care targets by offering their support to undertake specific functions including but not limited to; monitoring referrals into CFVW from UHP, LCC and private hospitals, oversight of referrals received and identify process or individual blockages, feeding back to team management, liaising with UHP administration, Business support manager, UHP, Integrated hospital discharge team managers and individual workers where appropriate, support CFVW management structure with data collation and analysis and support the day to day processes and throughput within CFVW.

MAIN DUTIES/RESPONSIBILITIES

Responsibility for people management

The post holder may be required to supervise business support members within the team. It is an integral part of this role to ensure that the whole team are updated and understand the discharge process including any and all documentation involved.

This will include explaining and demonstrating their role to new starters (of all disciplines) and liaising with the MDT to ensure allocation of work is completed within agreed timeframes.

This post holder will provide day to day management of staff and undertake line management and appraisals of team members that report directly to them. They will take part of the recruitment process for staff within their management area.

The Post Holder will participate in audit and service reviews relevant to role as requested/directed by the team manager.

Responsibility for financial and/or physical resources

The post holder will use mobile IT and telephony, being responsible for the security and safety thereof.

The post holder will have responsibility maintain and ordering stock levels.

The post holder will be required have oversight of contracts and identify any potential errors within Eclipse and analysing both the contracts and worklists to ensure contracts are recorded appropriately and suppliers paid within required timeframes.

Support the MDT to ensure contracts/service agreements are recorded appropriately, by liaising with Plymouth City Council Strategic Commissioning team.

The post holder will be required to attend MDT and management meetings with details of cases which have breached or are about to breach intermediate care timescales and to forward requests for extensions to the appropriate agencies.

Reviewing of client contracts to ensure the financial agreements are at the correct price, within the correct financial year, and the correct coding.

Responsible for administration

The post holder will possess and use a full range of administrative systems, software programmes and health/social care record systems, in order that information is shared with the H&SC team within the minimum delay.

Communicating with a wide range of clinical and non-clinical staff, the post holder will collate information and data concerning patient progress against a range of quality standards, developing, amending and maintaining relevant databases. It is the post holders responsibility to ensure the accuracy and currency of the information so collated.

The post holder may be occasionally required to act as minute taker in the absence of administrative support staff.

The post holder will allocate and reallocate tasks to meet the organsational requirements on a daily basis.

Adapt to an ever-changing workload and demands of service and colleagues within the MDT, this can be, at times, with minimal guidance.

Responsibility for people who use our services

The post holder will provide information and support to clinical and non-clinical staff within the team to support the provision of a timely and effective service provision.

Identifying areas of strength and where there is potential for improvement to support the service we as a team and organisation provide.

This may involve telephone communication with individuals and families, acting as an intermediate but more often will include behind the scene liaison with other professionals and teams, both internally and externally.

The post holder will be responsible for planning, organising and attending MDT meetings, collating new information and analysing this data to update databases/spread sheets.

Responsibility for implementation of policy and/or service developments

The post holder will contribute to the development of the DTA service, by suggesting changes/improvements in own working practices that will enhance the patient experience and service delivery.

As part of making service developments, this post holder will develop working practices for their own tasks and the tasks of the wider business support team in DTA.

COMMUNICATIONS AND RELATIONSHIPS

The post holder will be expected to use an assortment of communication skills when interacting with a wide range of people, including patients, relatives and carers, outside

professional agencies, senior managers across partner organisations as well as partner teams within the organisation.

They will be expected to be able to communicate often confidential and possibly contentious information which may require keen negotiation skills and tact.

The post holder must be able to exercise judgment when analysing information in order to resolve any problems that arise.

PHYSICAL EFFORT

This post involves frequent sitting sometimes in a restricted position, whilst inputting data (this can be for a significant period). The post holder will be based in a large, shared office space, often required to hot-desk.

Concentration is required for data inputting, analysis, tracking patients with frequent interruptions requiring re-prioritisation of work.

There is a high possibility of exposure to distressing details at MDT meetings and emotional situations involving patients at End of Life

The post holder will be using VDU equipment for significant proportions of the day

Use of keyboard and word processing for long periods of time

EMOTIONAL EFFORT

At every patient contact the Post holder deals with emotional issues of patents and relatives.

Need to deal with highly distressing and difficult family situations frequently such as grief, crisis care management with unpredictable care conditions.

MENTAL EFFORT

Continuously interrupted, multi-tasking e.g. writing notes, answering mobile telephone calls.

Driving in all weather in heavy traffic to unknown areas on a daily basis, sometimes in the dark and adverse weather conditions.

Experience

Essential

• Proven relevant experience of working with vulnerable and older people
• Evidence of working in a multi-disciplinary team
• Experience of working in a busy office
• Experience of managing change within your own workload and that of others
• Evidence of being responsive to change
• Analysing complex queries relating to financial envelopes relating to packages of care

Desirable

• Experience of working in health or social care

Qualifications

Essential

• Diploma level in Health and Social Care/customer services or evidence of working at that level.
• Minimum Level 2 Literacy and Numeracy

Desirable

• Recognised I.T. Qualification (ECDL or equivalent)
• Care Certificate

Additional Requirements

Essential

• Able to work flexibly to support the team and system demands
• Prolonged concentration with frequent interruption

Skills

Essential

• Proven communication skills, including negotiating skills and communicating complex and contentious information
• Show ability to engage with people across a range of abilities and personalities (challenging behaviour, anxiety are examples)
• Able to produce reports in word and excel format using advance keyboard skills
• Ability to frequently travel independently and in a timely manner between Livewell Southwest sites and community locations including areas not served by public transport.

Desirable

• Ability to produce reports in a variety of formats

Knowledge

Essential

• Understanding of MDT working
• Ability to use a range of software applications
• Knowledge of the Care Act
• Knowledge of the hospital discharge process for complex patients

Desirable

• Experience of working within the terms of the Care Act

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).