Community Navigator, Intermediate Care (Hospital@Home) Service

Job description

Job responsibilities

Duties and Responsibilities

• Provide comprehensive administrative and secretarial support to the Intermediate Care (Hospital@Home) Service, which will include managing diaries, e-mails and composing routine letters and documentation on daily basis.
• Provide quality administrative and secretarial support to the Intermediate Care (Hospital@Home) Service, making full use of available technology e.g. Microsoft Office, automated scheduling software Civica, ESR.
• Plan and prioritise own workload and re-adjust meeting arrangements, dealing with conflicting diary appointments and using own judgement to make alternative plans and meeting arrangements for the Intermediate Care (Hospital@Home) Service.
• Assist in the maintenance and updating of team training programmes and rotas, and where necessary ensuring distribution to relevant parties.
• Arrange training for the Intermediate Care (Hospital@Home) Service, including scheduling mandatory training for staff within the Intermediate Care (Hospital@Home) Service, and liaising with other professionals to arrange additional training sessions.
• Book staff onto training sessions, send out staff notifications and reminders, and enter relevant information into team databases and off duty.
• Be responsible for the organisation of Team Meetings and facilitating team activities.
• Respond to and communicate confidential patient information to other departments, outside agencies, patients and carers to facilitate care and support the Intermediate Care (Hospital@Home) Service.
• Exercise own judgement to seek advice/support when an enquiry is from a defined area of responsibility e.g. pass enquiry on to Line Manager
• Appropriately archive any notes and/or patient documentation in accordance with UHB Policy.
• Undertake any other duties in relation to team administration as required.
• Communicate effectively with all members of the Directorate and Independent Contractors.

Support the Support Manager to undertake necessary Human Resource functions by organising a programme of PDRs, sickness reviews and back to work interviews and to maintain up to date associated records on ESR.

Assist with the drafting of staffing rotas, prior to Line Managers approval, and update when changes/swaps occur, ensuring changes are communicated to the Intermediate Care (Hospital@Home) Service.

Assist Line Manager in arranging for alternative staffing cover in time of staff shortages.

Assist Line Manager in the management and recording of staff annual leave, inputting necessary information on staffing rotas and ESR.

Photocopy documents and distribute information as required.

Contact the relevant help desks e.g. Estates and IT, to resolve any issues affecting the efficient running of the Intermediate Care (Hospital@Home) Service.

Possess advanced keyboard skills and experience in use of all Microsoft Office packages.

Work from the Intermediate Care (Hospital@Home) Service base, however there may be asked to work across the locality depending of the needs of the service.

Establish and maintain practical office systems such as filing system and communication boards.

Receive and deal with any calls via Adastra or the telephone, and respond to queries/enquiries in an appropriate professional manner, referring on to relevant party if necessary.

Use own initiative to deal with enquiries and queries of a non-clinical nature within the parameters of the post in the absence of the Team Leader.

Follow administrative and secretarial procedures and may be asked to comment on proposals affecting own office area.

Maintain strictest confidentiality of data and information at all times.

Deal with sensitive and confidential information relating to patients and staff.

Utilise all equipment provided to carry out daily tasks, and have a personal duty of care for the equipment i.e. computer, printer etc.

Be responsible for ordering equipment and stock as requested by the Intermediate Care (Hospital@Home) Service via the appropriate methods e.g. Stores, ONPOS, and Pharmacy.

Attend staff meetings, and take notes if requested to do so.

Demonstrate duties to any new starters in Department, training on any office systems in use.

Check and validate all invoices received in relation to goods received.

Provide reports and produce statistical analysis of the teams activity using relevant IT programmes as requested.

Collect and collate information as required.

Assist the Intermediate Care (Hospital@Home) Service in collating information on audits as required.

Provide administrative support for research undertaken by the teams.

Complete staff surveys when required.

Identify and attend appropriate study days and additional training as required.

Advise the Line Manager of any potential and/or actual problems.

Work independently and adhere to the policies and procedures in operation within the University Health Board relevant to the role; work is managed rather than supervised.

Work within own level of competence and limitations of the role at all times.

Provide cross cover for other Community Navigators during times of absence.

Person Specification

Personal Specification

Essential

• NVQ Level 3 or possess equivalent level of skills, knowledge and experience.
• Fully conversant with all Microsoft Office Software e.g. Word, Excel, PowerPoint and Outlook.
• Knowledge of administrative and office procedures acquired through training or experience.
• Demonstrate a sound knowledge and understanding of confidentiality.
• Clear knowledge of the importance of Health & Safety Regulations in the workplace.

Desirable

• ECDL or equivalent computer qualification.
• Knowledge and understanding of working with guidelines, policies and procedures.
• Knowledge and understanding of Community Healthcare.

Experience

Essential

• Experience of clerical or administrative work.
• Able to establish new processes.
• Ability to work independently.
• Able to respond to queries and solve problems using own initiative.

Desirable

• Previous NHS experience.
• Experience of working in Community Health environments

Skills And Attributes

Essential

• Excellent communication and customer care skills and a good telephone manner.
• Good organisational and time management skills.
• Ability to prioritise work and identify urgent requirements, adjusting and re-prioritising as necessary.
• Organised with excellent time management skills.
• Able to remain calm under pressure.
• Ability to work to deadlines.
• Welsh language skills up to Level 3 Speaking/Listening to be learnt once in post

Other Role Requirements

Essential

• Committed to provide a high-quality administrative service.
• Motivated.
• Enthusiastic.
• Able to undertake the full remit of the role.
• Flexible to meet service demands.
• Able to travel to UHB community sites in a timely manner if requested.

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).

Employer details

Employer name

Cwm Taf Morgannwg University Health Board

Address

There are Band 3 Navigator vacancies across Bridgend, RCT & Merthyr

Bridgend

CF32 8UN

Employer's website

https://joinctm.wales/ (Opens in a new tab)