Senior Allocations Officer

Job description

Job responsibilities

Working closely with Community Health Teams, Rapid Response, Hospital SW and Wiltshire Council Reablement Service, the role is responsible for allocating support packages and the scheduling of support visits to customers. The Senior Allocations officer will also ensure that adequate resources are available within the service to deliver the support required effectively and safely Specific duties and responsibilities include:

Upon receiving a referral to the service, assign it to either a Senior support worker or a First Response Support Worker and using a diary system plan the first visit/s to carry out the required assessments and deliver support to the customer.

Match up customers with Support Workers taking into consideration, preferences, interests, location etc

Liaise with the MDT Locality Hub to ensure prompt discharges from the hospital environment

Call customer and confirm visit from Senior Support Worker or a First Response Support Worker.

Using an electronic call monitoring system (ECMS), allocate the team of Support Workers to deliver package of support and create a template care visit schedule.

Communicate the care visit schedule and any other information considered necessary to the team of Support Workers providing any additional guidance and support.

Monitor support visits through the scheduling system responding to any late or missed calls escalate any issues to the RM for investigation

Modify the reablement visit schedule to meet the changing needs of the customer as directed by Team Leader/Senior Support Worker.

Work closely with the Brokerage service to identify on-going support needs of customers

Liaise with incoming providers delivering on-going care and support to each customer to ensure a safe and smooth transfer of care.

Plan effective support package closure as directed by the Senior Support Worker including liaising with incoming providers delivering on-going care and support.

Assisting with safeguarding investigations and compliance investigations as appropriate providing information and reports to evidence actions and risk.

Be aware of the compliance requirements relating to the Key Lines of Enquiry (KLOEs) and the fundamental standards used in CQC inspections.

Support the Registered Manager with implementing systems to maintain compliance in accordance with KLOEs.

Support the service to move towards a rating of Outstanding

Assist the Registered Manager with implementing Wiltshire Councils Quality Management Policy including carrying out satisfaction surveys, monitoring staff performance and assisting with investigations if appropriate.

Assist in leading a service with high standards with a team of trustworthy, well trained and reliable Care Workers.

Set up telephone monitoring on Support Workers phones so they can see their allocated visits

Support the Support Workers with day-to-day queries around customer need or concerns.

Provide a single point of access and support for the day to day activity of the Support Workers Hold

Respond to requests from OTs/OTAs/Team Leaders/Senior Support Workers and Support Workers

Liaise with GPs, hospital discharge teams, pharmacists and families as required

White board meetings

Monitor the scheduling system and ensure any service pressures are immediately escalated.

Make urgent and immediate changes to staff rosters to reflect the staffing availability and ensure that customers are not at risk.

Be familiar with the Councils obligations under the Health and Safety at Work Act 1974 and the other Health and Safety Regulations detailed in the Councils Health and Safety Policies.

Keep the Registered Manager informed of any issues that are identified concerning Health and Safety issues.

Input into the Business Continuity Plan and to implement under the direction of the RM when a response is required.

To promote strengths-based working and to input into the case load meetings and using the scheduling system identify any visits that are no longer time effective which could be undertaken without using commissioned resources

To identify where adults may be at risk and to act in accordance with the departments safeguarding policies and procedures

Report to the Registered Manager any issues which may have an impact on safe and effective operation of the service.

Maintain staff and customer records in a way which meets the requirements of CQC.

Maintain confidentiality and security of information at all times.

Be aware of and understand the key aspects of Wiltshire Councils policies and procedures as outlined in the Staff Handbook.

Represent the Council in a professional manner at all times, on the telephone, face to face or in written communication.

Assist in producing reports as required by the Registered Manager.

Participate in the on-call (out of hours) rota.

Carry out any other tasks required by the Registered Manager.

Person Specification

Experience

Essential

• High level of relevant and practical experience acquired on the job.
• An advanced understanding of relevant procedures and working practices.
• Advanced knowledge of specialist function relevant to service area.
• Excellent ICT skills including use of Microsoft applications and specialist systems.
• Good knowledge of other areas of the authority relevant to the service.
• Good verbal and written communication skills.
• Accurate with attention to detail.
• Good organisational skills and the ability to prioritise workloads and achieve deadlines.

Qualifications

Essential

• Educated to A level standard or ability to demonstrate equivalent skills and ability
• Level 2 or 3 Diploma in social care (or NVQ equivalent) or ability to demonstrate equivalent
• knowledge, experience and skills
• A willingness to undertake training e.g. ECMS, Care Certificate and other specialist training
• Understanding of the needs of the vulnerable people receiving a support service
• Good knowledge of CQC regulations/Key Lines of Enquiry and fundamental standards
• Good knowledge of safeguarding procedures and practices
• Experience of using Electronic Call monitoring System (ECMS) to allocate care and support
• visits
• Experience of rostering support to a large team of Support Workers
• Experience of mapping geographical runs of visits to maximise best use of resources
• Experience of managing complex relationships both internally and externally
• Ability to show empathy with the people requiring a service
• Pleasant and helpful manner
• Calm under pressure
• Clear communications both verbal and written
• Ability to work on own and make decisions
• Ability to prioritise and organise a complex workload

Desirable

• Experience of working as part of a multi-disciplinary team

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

Wiltshire Council

Address

Wiltshire Council

Monkton Park

Chippenham

Wiltshire

SN15 1ER

Employer's website

http://www.wiltshire.gov.uk/ (Opens in a new tab)