Job summary
Join the growing Integrated Discharge Service and manage our renowned IDS admin team. This is an opportunity for someone with line management experience, who has been involved in leading teams through change.
The IDS admin team provide a vital service within the Trust and the successful person will be responsible for continuing this and supporting the team to grow and develop. The successful person will be responsible for ensuring administrative tasks are completed as and how required, writing and updating processes that support this aim, the data and reporting collated and shared by IDS, managing discharge concern processes, and managing the administrative team.
The IDS is growing and developing within the Transfer of Care Hub (TOCH) at NBT. As necessary changes occur, the successful person will manage the IDS admin team through the change. They will take the lead of the Head of Integrated Discharge, and Assistant Director of Operations at NBT. They will work closely with the Operational Leads of the IDS in order to ensure IDS admin processes are aligned to, and support, IDS clinical work and the strategy of IDS.
For informal conversations please contact Steve Cutler, Head of Integrated Discharge at NBT, on 07867 352897.
Main duties of the job
Working within the Integrated Discharge Service. The post holder will manage the administrative and clerical staff and services that support the IDS team, and maintaining a resilient, adaptable model of working. The post holder will be required to have existing line management experience and skills, and an extensive background in administrative and clerical processes and procedures.
You will be responsible for the data collation and dissemination for the IDS and Transfer of Care Hub, as well as responsible for ensuring that the office space and equipment required is available and satisfactory. You will be responsible for managing IDS administrative processes, and ensuring that they are updated and effective.
You should have well developed communication skills (both written and verbal), as you will be dealing with multiple services, roles and individuals. This is a varied role where you will work closely with the Head of Integrated Discharge & IDS Team leads with potential to learn and experience new skills.
This post will be expected to promote a person focused culture and help support and develop IDS services. You will be responsible for ensuring that the IDS admin team are performing as required by the service, and for working with IDS leadership to identify and offer creative solutions for managing new or existing focus areas.
About us
Southmead Hospital has developed & continues to work closely with community partners. This role will be instrumental in developing communication pathways with community team. The Integrated Discharge service (IDS) consists of both clinical & non clinical staff with a wide Skills & knowledge base which is promoted.
Job description
Job responsibilities
Staff Management - Secretarial, Administrative, Clerical
- To manage attendance and absence of staff group, including return to work meetings, sickness absence and stage of sickness management, occupational health referrals etc.
- To work closely with the team to ensure staff retention and appropriate training, appraisal and development objectives.
- To keep electronic and other staff files up to date.
- To oversee annual leave processes and maintain sufficient administrative cover.
- To carry out recruitment to vacant or new posts, including creating or reviewing job description/person specifications, organising and carrying out interviews, testing and appointing - completing the necessary paperwork (IT or otherwise).
- To ensure IT and other systems are well supported eg, Lorenzo, FLOW, AIS, EMIS etc.
- To authorise e-rostering time-sheets, checking hours are correct and approved.
- Authorise EROS orders
- To identify, update, amend or implement administrative processes to improve working practices & environment.
- To create & maintain SOP`s for processes & ensure adherence to team processes.
- Responsibility for the reporting collation and dissemination from the IDS admin team
- Work as part of the team, allocate daily activity within the IDS admin team including own workload.
IDS procedures
- Ensure agreed processes are maintained
- Ensure all processes meet expectations & agreed time scales
- To contribute to demand and capacity modelling for the IDS admin team, providing data on request.
- To utilise a number of Trust reporting sources and provide regular performance information /reporting for IDS using reporting systems including DATIX reporting concerns in Discharge.
- To report weekly IDS admin team performance
- Ensure the TOCH processes are supported and that IDS admin works as necessary within the TOCH.
Complaints Co-ordination
- To be the point of contact for external partners related concerns in discharge, co-ordinating progression against defined time-scales.
- To liaise with managers and clinicians in the investigation of concerns in discharge and co-ordination of responses against defined time-scales.
- To co-ordinate and draft responses to external partners following concerns in discharge, using agreed format and defined time-scales.
- Manage Discharge Concerns process including the sharing of concerns as required to divisions, and allocating and recording responses, and sharing them with reporter
Other
- To deal with operational issues in conjunction with the IDS Team leads & Assistant Director of Operations (Integrated Discharge Service)
- To process Freedom of Information requests.
- To participate in areas of service development where current services can be improved or streamlined, ensuring stakeholder input during any service redesign.
Job description
Job responsibilities
Staff Management - Secretarial, Administrative, Clerical
- To manage attendance and absence of staff group, including return to work meetings, sickness absence and stage of sickness management, occupational health referrals etc.
- To work closely with the team to ensure staff retention and appropriate training, appraisal and development objectives.
- To keep electronic and other staff files up to date.
- To oversee annual leave processes and maintain sufficient administrative cover.
- To carry out recruitment to vacant or new posts, including creating or reviewing job description/person specifications, organising and carrying out interviews, testing and appointing - completing the necessary paperwork (IT or otherwise).
- To ensure IT and other systems are well supported eg, Lorenzo, FLOW, AIS, EMIS etc.
- To authorise e-rostering time-sheets, checking hours are correct and approved.
- Authorise EROS orders
- To identify, update, amend or implement administrative processes to improve working practices & environment.
- To create & maintain SOP`s for processes & ensure adherence to team processes.
- Responsibility for the reporting collation and dissemination from the IDS admin team
- Work as part of the team, allocate daily activity within the IDS admin team including own workload.
IDS procedures
- Ensure agreed processes are maintained
- Ensure all processes meet expectations & agreed time scales
- To contribute to demand and capacity modelling for the IDS admin team, providing data on request.
- To utilise a number of Trust reporting sources and provide regular performance information /reporting for IDS using reporting systems including DATIX reporting concerns in Discharge.
- To report weekly IDS admin team performance
- Ensure the TOCH processes are supported and that IDS admin works as necessary within the TOCH.
Complaints Co-ordination
- To be the point of contact for external partners related concerns in discharge, co-ordinating progression against defined time-scales.
- To liaise with managers and clinicians in the investigation of concerns in discharge and co-ordination of responses against defined time-scales.
- To co-ordinate and draft responses to external partners following concerns in discharge, using agreed format and defined time-scales.
- Manage Discharge Concerns process including the sharing of concerns as required to divisions, and allocating and recording responses, and sharing them with reporter
Other
- To deal with operational issues in conjunction with the IDS Team leads & Assistant Director of Operations (Integrated Discharge Service)
- To process Freedom of Information requests.
- To participate in areas of service development where current services can be improved or streamlined, ensuring stakeholder input during any service redesign.
Person Specification
Education
Essential
- GCSE standard to include English & Maths
- NVQ Level 4
- IT skills
- Experience in managing a team
Desirable
- Experience in working in clinical area
- Experience with working with multiple teams or organisations
Person Specification
Education
Essential
- GCSE standard to include English & Maths
- NVQ Level 4
- IT skills
- Experience in managing a team
Desirable
- Experience in working in clinical area
- Experience with working with multiple teams or organisations
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.
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
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.
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).
