Team Administrator CINSS Acquired Brain Injury Case Management Service

Job responsibilities

JOB SUMMARY

Receiving and dealing with call, queries, referrals and tasks from professionals and handling these are required, in order to coordinate patient care according to agreed pathways.

To work under the direction of the CINSS Clinical and Operational Service Leads and Admin Team Leads as part of an effective team to provide comprehensive administrative support to achieve key objectives of the Services.

To be responsible for effective communication with patients are carers as well as a wide range of health and social care professionals to ensure the services run efficiently and effectively.

To be responsible for the organisation or professional, patient and carer meetings linked to the services and minuting the meetings.

To be responsible for working with the Business and Transformation Team to collect and communicate data from the services in a range of formats as required.

MAIN DUTIES AND RESPONSIBILITIES:

1. To demonstrate the Trusts values in everything you do in the work environment and live up to LPTs Leadership Behaviours.

1.1. Provide administrative support to the ABI Case Management Team and the CINSS Team professionals as required.

1.2. Providing administrative guidance and advice for patient and carers within the services.

1.3. To undertake any other administrative duties as required for the ABI Case Management Service and the CINSS Service.

2. To be responsible in the use and expenditure of the Trusts resources that you utilise.

2.1 To manage the stock of equipment and order as appropriate, ensuring appropriately stored away and rotated.

3. Delivery of effective healthcare within the organisation

3.1 Taking telephone calls for the service and use own initiative to deal with phone calls and messages to ensure that messages are communicated to the relevant professional.

3.2 Sort and prioritise all incoming mail and email, distributing as appropriate to the relevant professionals.

3.3 Inputting, monitoring, checking data and support PTL and data quality required for the service, with support/links from the Business and Transformation Team.

3.4 Assist in the monitoring of incoming tasks to the ABI Case Management and CINSS Team, alerting relevant professionals as required.

4. Establishing Effective Leadership and Communication

4.1 Organising and planning multidisciplinary team meetings and supporting material as necessary,

4.3 Working with all team members in the collection of information for performance reporting on relevant team projects/audits.

4.3 Preparing agendas, taking minutes and distributing notes of meetings including typing up of group discussions and interviews as necessary.

4.4 Supporting the Clinical Service Lead and Operational Leads for the services to write formal reports linked to services data and individual patient needs as required.

5. Continuing Education, Professional and Personal Development

5.1. Undertake the Trusts corporate and local induction and maintain your learning and compliance with training requirements for your role.

5.2. Participate in supervision via agreed review and appraisal mechanisms.

5.3. It is mandatory for all professionally qualified staff and clinical support staff to actively participate in clinical supervision as an integral part of their professional development.

6. Management and use of Resources and Information

6.1. All records that the role is responsible for or modifies must be kept up to date and maintained in an accurate and diligent manner

6.2. Managing the electronic patient record system (SystmOne) to respond to SPA/Discharge Hub and allocate tasks to the appropriate service and refer in.

6.3. Manage the electronic diary for the teams, including arranging and changing appointments and prioritising these as appropriate.

6.4 Undertaking administrative duties such as photocopying, scanning and mail-out distributions.

7. Operating with Quality in everything you do and maintaining a safe environment.

7.1 Ensuring all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner.

7.2 Developing and maintaining effective electronic and paper filing systems, to ensure that information is kept securely and is accessible to other members of the team as required.

KEY RESULTS AREAS:

Provide information and data as required for the ABI Case Management and CINSS Service.

Act as a point of contact for the ABI Case Management and CINSS Service, dealing and responding effectively with complex queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously.

Ensure smooth running of the service for all patients on the ABI Case Management Service and CINSS Service and staff by assisting with staffing rotas and the prioritisation of patient assessments, interventions, MDT meetings and commissioning meetings.

COMMUNICATION AND WORKING RELATIONSHIPS:

The post holder will have a series of key working relationships within CHS and with external agencies and other organisations.

These include:

Patients, carers and relatives linked to the ABI Case Management Service and CINSS Team.

Multi-disciplinary team members (including GPs and practice staff, medical staff, acute hospital staff, Community Therapy and nursing staff, Adult Social Care, Continuing Health Care and other specialist services staff.

Discharge Hub

Single Point of Access

Business & Transformation Team

PALS

Qualifications

Essential

• Goodoveralleducation,
• including minimum GCSE grade C
• or above in English and Maths or
• equivalent qualification.
• NVQ level 3 in Business
• Administration or equivalent qualification/experience.
• Secretarial qualifications at
• RSA II or equivalent qualification/experience.

Desirable

• ECDL or equivalent qualification/experience.

Knowledge and Skills

Essential

• 3.1Experience in an administrative/clerical role.
• 3.2IT literate
• 3.3Knowledge of electronic and hard copy organisation systems and able to use a range of Microsoft Office packages including Microsoft Outlook, diary management, Word, Excel (pivot tables), PowerPoint and ability to produce documents, spread
• sheets and work with databases
• as required.
• 3.4 Ability to multitask and work
• under pressure.
• 3.5 Ability to work on own initiative
• and to identify and carry out work
• that would be useful to support the
• work of the team.
• 3.6 Able to adapt and respond
• positively to change.
• 3.7 Ability to work calmly under
• pressure,abletoprioritise
• workloads whilst working meet
• deadlinesanddemonstrate
• flexibility and adaptability to meet
• changing demands.
• 3.8 Excellent written, verbal and
• face-to-face communication skills,
• presenting a positive and efficient
• image.Abilitytocommunicate
• effectively with professionals at all
• levels in health and agencies
• external to health.
• 3.9 Ability to deal constructively
• and empathetically within
• difficult, emotive situations
• including with complainants and
• give reassurance that
• appropriate action will be taken
• by self or a professionally
• qualified person. Communicate
• sensitive or contentious
• information written or face to
• face.
• 3.12 Excellent time management skills.
• 3.12 Experience of minute taking / ability to take accurate meeting minutes.

Desirable

• Knowledge of CINSS and ABI Case Management service functions.

Experience

Essential

• 4.1 Experience of working in the NHS or similarly complex organisation
• 4.2Experience of working in an environment that delivers customer service.
• 4.3Significant experience in dealing with changing administrative demands.
• 4.4Experience with databases/data inputting
• 4.5Experience of overseeing processes.

Personal Attributes

Essential

• 5.1 Evidence of personal
• development.
• 5.2 Excellent interpersonal skills
• 5.3 A logical and systematic
• approach to tasks.
• 5.4 Able to work to a high level of
• accuracy and attention to detail.
• 5.5Proven ability to work to
• deadlines and prioritise accordingly.
• 5.6 Emotionally resilient
• 5.7 Ability to work independently
• and as part of a team,
• 5.8 Ability to be flexible and to
• work in accordance with the needs
• of the service and to cover for
• colleaguesduringperiodsof
• leave.