Dartford and Gravesham NHS Trust

Integrated Discharge Team Administrator

This job is now closed

Job summary

Job Summary

The post-holder is responsible for assisting with Trust-wide effective and efficient patient discharge planning management with regard to discharge, liaising with Social Services, Community Trusts, GPs and other outside agencies and working closely with the Trust Site team, ward managers and other departments.

To provide full secretarial support to the Operational Lead, this includes the organisation of diaries and setting up of meetings, as well as liaising with other departments and external parties.

Responsible for providing a comprehensive administrative and secretarial support to members of the Integrated Discharge Team.

To work unsupervised, prioritising work on a daily basis, undertaking the role flexibly and working closely with the Operational Lead Nurse, Senior Sisters and therapists.

To maintain a confidential and professional attitude as a point of contact for patients, visitors and new staff, both face to face and on the telephone.

Main duties of the job

Maintaining up-to-date databases of patient related activity for use within the department and sharing with CCG and Business Intelligence.
Proactively monitoring MFFD lists, and ensuring IDT Team members are aware of issues pertaining to this.
Ensuring office equipment, e.g. printers, photocopier, scanners, laminators, telephones etc. are in good working order, arranging repairs and technical assistance as required.
Communicating with people in a manner that is consistent with their level of understanding, culture and background.

To ensure effective communication skills/systems are in place to manage difficulties, e.g., hard of hearing clients.
To assist in promoting multi-disciplinary work including other professionals in Primary, Secondary and Tertiary care and Social Services.
To establish and maintain good relationships with users, carers, professional and managerial colleagues, as well as representatives from statutory and voluntary organisations, in order to facilitate and promote safety of discharges and prevention of inappropriate admission to hospital.
To be knowledgeable in the use of IT systems, compile basic reports, often in the context of frequent interruption.
Creating Documents: Use Microsoft applications to produce a wide variety of documents, including letters, reports, tables, spreadsheets, presentations and organisational charts.

About us

We are committed to being an inclusive and diverse employer. We strive to employ people who reflect the communities we serve, and aim to create an inclusive culture where everyone can reach their full potential. Whatever your race, ethnicity, belief, generation, sexual orientation, gender or gender identity, disability or experience, you'll appreciate the opportunities we give you to work in an inclusive atmosphere. We welcome applications from people of diverse backgrounds, perspectives and experiences to build on the progress we've achieved to make our Trust diverse and the best place to work. We celebrate the diversity of thought, viewpoints and ideas that help us overcome challenges and embrace new possibilities. We have signed the Armed Forces Covenant Pledge and have a commitment to the Armed Forces Community.

If you are considering applying for a role, please be aware that as an NHS Employee you may have contact with vulnerable service users. We strongly encourage that all our staff are vaccinated against COVID-19 and are vaccinated annually against Flu, in order to protect the health and safety of our staff and patients. Your commitment will help us to put the safety and care of our patients first, as well as helping us to protect you and your colleagues.

Date posted

14 December 2023

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,008 to £25,553 a year per annum

Contract

Permanent

Working pattern

Full-time

Reference number

252-5625131

Job locations

Darent Valley Hospital

Darenth Wood Road

Dartford

DA2 8DA

Job description

Job responsibilities

To communicate effectively with internal and external parties, in person or by telephone.

To deal with routine or complex enquiries and information, act as an effective liaison for the discharge team, relay information and instructions, and communicate effectively with:

Internal Relationships

The General Manager, Operational Lead Nurse, Integrated Discharge team Assistant, Senior Sisters and therapists regarding administrative, development, procurement and staffing issues and with complex issues, queries and potential complaints.

The Operational Lead Nurse and the Integrated Discharge team Assistant regarding day to day departmental administration, clerical and reception work.

IDT Sisters to advise when necessary, information relevant to the care of their patients, administration of the department or development of their knowledge and skills

To develop and promote working relationships with all Trust staff. Provide and receive personnel and administrative information, including that of a complex, confidential or contentious nature, from all levels whilst remaining sensitive, using persuasive skills where necessary.

Patients, carers, families and visitors to the IDT, acting as first point of contact and responding to enquiries and complaints and directing to IDT and other services as necessary

To receive and deal with appropriately, all enquiries from external agencies and companies, including other Trusts, hospitals, Community and social care services, and maintaining confidentiality at all times.

To ensure that enquiries from patients and relatives/carers are dealt with in a sympathetic, reassuring and effective manner.

Administrative Responsibilities:

Co-ordination of ad hoc meetings as required.
Maintaining up-to-date databases of patient related activity for use within the department and sharing with CCG and Business Intelligence.
Proactively monitoring MFFD lists, and ensuring IDT Team members are aware of issues pertaining to this.
Provide administrative support to the office administrator and the team by:

Taking telephone calls for the team when out of office and deal with phone calls and messages

Sorting and prioritising all incoming correspondence, including email, distributing as appropriate

Support the management of the electronic diary for the team, including arranging and changing appointment, prioritising these as appropriate

Providing support to the team including the IDT Discharge Assistant

Supporting the Discharge Assistant to organise and plan events as necessary including training sessions for the Trust.

To communicate with a range of people on a range of matters.
Communicating with people in a manner that is consistent with their level of understanding, culture and background.
To ensure effective communication skills/systems are in place to manage difficulties, e.g., hard of hearing clients.
To assist in promoting multi-disciplinary work including other professionals in Primary, Secondary and Tertiary care and Social Services.
To establish and maintain good relationships with users, carers, professional and managerial colleagues, as well as representatives from statutory and voluntary organisations, in order to facilitate and promote safety of discharges and prevention of inappropriate admission to hospital.
To be knowledgeable in the use of IT systems, compile basic reports, often in the context of frequent interruption.
To recognise and value individuality of team members, display sensitivity to the needs of staff.
Promote anti-discriminatory and non-prejudicial practice at all times. Acknowledge equal opportunities.
To act as advocate for clients, working in partnership with their families in order to identify and meet their needs.
To maintain confidentiality of information consistent with legislation and Trust policies.
Take minutes at meetings as required and produce action notes or formal minutes within agreed timescales and within existing templates.
Creating Documents: Use Microsoft applications to produce a wide variety of documents, including letters, reports, tables, spreadsheets, presentations and organisational charts

Job description

Job responsibilities

To communicate effectively with internal and external parties, in person or by telephone.

To deal with routine or complex enquiries and information, act as an effective liaison for the discharge team, relay information and instructions, and communicate effectively with:

Internal Relationships

The Operational Lead Nurse and the Integrated Discharge team Assistant regarding day to day departmental administration, clerical and reception work.

IDT Sisters to advise when necessary, information relevant to the care of their patients, administration of the department or development of their knowledge and skills

Patients, carers, families and visitors to the IDT, acting as first point of contact and responding to enquiries and complaints and directing to IDT and other services as necessary

To ensure that enquiries from patients and relatives/carers are dealt with in a sympathetic, reassuring and effective manner.

Administrative Responsibilities:

Co-ordination of ad hoc meetings as required.
Maintaining up-to-date databases of patient related activity for use within the department and sharing with CCG and Business Intelligence.
Proactively monitoring MFFD lists, and ensuring IDT Team members are aware of issues pertaining to this.
Provide administrative support to the office administrator and the team by:

Taking telephone calls for the team when out of office and deal with phone calls and messages

Sorting and prioritising all incoming correspondence, including email, distributing as appropriate

Support the management of the electronic diary for the team, including arranging and changing appointment, prioritising these as appropriate

Providing support to the team including the IDT Discharge Assistant

Supporting the Discharge Assistant to organise and plan events as necessary including training sessions for the Trust.

To communicate with a range of people on a range of matters.
Communicating with people in a manner that is consistent with their level of understanding, culture and background.
To ensure effective communication skills/systems are in place to manage difficulties, e.g., hard of hearing clients.
To assist in promoting multi-disciplinary work including other professionals in Primary, Secondary and Tertiary care and Social Services.
To establish and maintain good relationships with users, carers, professional and managerial colleagues, as well as representatives from statutory and voluntary organisations, in order to facilitate and promote safety of discharges and prevention of inappropriate admission to hospital.
To be knowledgeable in the use of IT systems, compile basic reports, often in the context of frequent interruption.
To recognise and value individuality of team members, display sensitivity to the needs of staff.
Promote anti-discriminatory and non-prejudicial practice at all times. Acknowledge equal opportunities.
To act as advocate for clients, working in partnership with their families in order to identify and meet their needs.
To maintain confidentiality of information consistent with legislation and Trust policies.
Take minutes at meetings as required and produce action notes or formal minutes within agreed timescales and within existing templates.
Creating Documents: Use Microsoft applications to produce a wide variety of documents, including letters, reports, tables, spreadsheets, presentations and organisational charts

Person Specification

Education and Training

Essential

English Language GSCE (or equivalent) and general education to GCSE level
RSA Stage 2 Office Skills or other formal qualification in admin and clerical duties
Good secretarial education to GCSE or equivalent

Knowledge and Skills

Essential

Excellent communication skills both written and verbal
Standard IT skills including Microsoft Word, Outlook, Excel and Powerpoint packages
Good presentation of work/typing - excellent keyboard skills
Excellent team worker
Ability to work unsupervised
Ability to organise and prioritise own work
Ability to work accurately and efficiently especially for numerical and written formats

Desirable

Knowledge of discharge planning process

Experience

Essential

Previous administration /secretarial experience
Experience of using all Microsoft office packages

Desirable

Previous NHS work experience

Person Specification

Education and Training

Essential

English Language GSCE (or equivalent) and general education to GCSE level
RSA Stage 2 Office Skills or other formal qualification in admin and clerical duties
Good secretarial education to GCSE or equivalent

Knowledge and Skills

Essential

Excellent communication skills both written and verbal
Standard IT skills including Microsoft Word, Outlook, Excel and Powerpoint packages
Good presentation of work/typing - excellent keyboard skills
Excellent team worker
Ability to work unsupervised
Ability to organise and prioritise own work
Ability to work accurately and efficiently especially for numerical and written formats

Desirable

Knowledge of discharge planning process

Experience

Essential

Previous administration /secretarial experience
Experience of using all Microsoft office packages

Desirable

Previous NHS work experience

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).

Additional information

Disclosure and Barring Service Check

Certificate of Sponsorship

Employer details

Employer name

Dartford and Gravesham NHS Trust

Address

Darent Valley Hospital

Darenth Wood Road

Dartford

DA2 8DA

Employer's website

https://www.dgt.nhs.uk/working-for-us (Opens in a new tab)

Employer details

Employer name

Dartford and Gravesham NHS Trust

Address

Darent Valley Hospital

Darenth Wood Road

Dartford

DA2 8DA

Employer's website

https://www.dgt.nhs.uk/working-for-us (Opens in a new tab)