Social Care Business Administrator

Job description

Job responsibilities

Communication and working relationships

• Handle sensitive information e.g. handle and communicate sensitive and sometimes upsetting information relating to service users in accordance with Trust confidentiality and other information governance policies.
• Ability to communicate verbally or in writing with a variety of people, including other professionals, clinicians, providers, service users and families.
• Communicate updates and information effectively to the teams

Planning and organisation

• Good time management for own work and ability to prioritise work, with support and guidance from Social Work Lead
• Ability to work flexibly and under pressure , being open to change in an ever evolving environment

Analytical and judgement

• Ability to identify urgency of calls for action accordingly and direct calls to the most appropriate member of the team

Responsibility and accountability

• Provide excellent administrative support to the Social Care Team, as requested by the Social Work Lead and team members, including the following tasks
• Support and facilitate meetings through: sourcing suitable venues, recording of notes / minutes and distribution of associated paperwork. Follow up actions as necessary. This will include
  • Minutes for Staff Meetings
  • Minutes for Safeguarding / Best Interest / Multiprofessional meetings and other ad hoc meetings
• Review and update Patient / Client records on database ensuring accurate recording and retrieval of data
• Undertake general office duties to include dealing with the post (collections and outgoing), scanning / photocopying and associated tasks.
• Dealing with IT Issues within the Teams, set up IT systems for all staff to access and trouble shooting where possible.
• Liaise with the Trust Human Resources and Payroll department and process annual leave and sickness leave for all team members
• Provide administrative support to the Mental Health social care Panel, preparation of electronic records for Panel
• Provide excellent administrative support to the AMHP team one day per week, including inputting information pertaining to Mental Health Act assessments onto the relevant recording systems
• Develop excellent Knowledge of Policy and Procedures Torbay and South Devon NHS Foundation Trust for staffing, HR and Payroll

Responsibility for patients and client care

• The post holder will not have any responsibility for the direct provision of care or treatment to service users. However the post holder will have some contact with service users/clients/carers when arranging meetings/appointments.
• Ensure the Social Care database and current client electronic recording system is routinely updated with the latest relevant information on service users

Policy and service responsibility

• Maintain robust and integrated office management and administrative systems for the Social Care Team in accordance with Trust policy
• Assist with the routine review and evaluation of the effectiveness of business support systems for the Social Care Team
• Alert the Social Work Lead of any discrepancies, risks or issues as they arise
• Follow policies in own role. May be required to comment/implement policies and proposed changes to practices, procedures for own area of work, e.g.: may comment on procedures/implements administrative policies in own area to include office management and administrative systems for the Social Care Team

Responsibility for finance, equipment and other resources

• Maintaining and ordering of stationery and office equipment for the social care team and AMHP team

Information technology and administrative duties

• Provide accurate and timely administrative support to the Social Care Team, as above
• Ensure tasks are completed effectively and within given timescales.
• Maintain and update the social care databases accurately and in a timely fashion.

Responsibility for research and development

• Undertake audits as necessary to own work, e.g.: assist with the routine review and evaluation of the effectiveness of business support systems for the Social Care funding office and make suggestions for appropriate changes to ensure the efficient management of the office

Person Specification

Qualifications and training

Essential

• IT Skills - European Computer Driving Licence or equivalent.
• RSA 3, NVQ 3 or equivalent qualification or experience
• GCSE level of education or equivalent experience in Mathematics and English

Knowledge and experience

Essential

• Excellent working knowledge of application of IT software packages, in particular Access, Excel, Word and Outlook.

Desirable

• Range of work procedures and work practices required, e.g.: knowledge of contract and financial systems operating within Council/NHS.
• Knowledge of contract and financial systems operating within Local Authorities/NHS

Specific Skills

Essential

• Office administration experience
• Experience of working to competing deadlines with a variety of stakeholders.
• Experience of working in a busy environment
• Plan and organise complex activities or programmes requiring formulation adjustment, e.g.: co-ordinate activities which include multi-disciplinary meetings social care meetings and appointments, panel meetings requiring specific attention to detail
• Ability to prioritise diary arrangements and re-arrange at the last minute
• Skilled communicator with excellent verbal and written communication skills.
• Minute/note taking skills with accurate keyboard skills and computer literacy

Desirable

• Experience of working within the NHS

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.

Employer details

Employer name

Torbay and South Devon NHS Foundation Trust

Address

St Edmunds

Victoria Park Road

Torquay

TQ1 3QH

Employer's website

https://www.torbayandsouthdevon.nhs.uk (Opens in a new tab)