Senior Administrator/Multi-Disciplinary Team Coordinator
| Posting date: | 17 June 2024 |
|---|---|
| Salary: | Not specified |
| Additional salary information: | £29,460 - £31,909 pro rata per annum inclusive (Outer) |
| Hours: | Full time |
| Closing date: | 17 July 2024 |
| Location: | Carshalton, SM5 1JF |
| Company: | Epsom and St Helier University Hospitals NHS Trust |
| Job type: | Permanent |
| Job reference: | 6377566/343-NN-6377566-AC |
Summary
A Vacancy at Epsom and St Helier University Hospitals NHS Trust.
Senior Administrator/Multi-Disciplinary Team Coordinator
Band 4, Full time
Sutton Health and Care (SHC) are looking for an enthusiastic innovative Band 4 Senior Administrator/Multidisciplinary Team Coordinator to complement and provide cross cover for our Care Home Support Team (CHST) and Palliative Care Coordination (PCC) teams.
The successful candidate will work as an integral part of the multidisciplinary teams and in collaboration with Sutton Place to support their work through the enhanced health and care home and end of life strategy programmes.
Proposed Interview Date - 10th July 2024
The Senior Administrator/Multidisciplinary Team Coordinator will provide full administrative services to the Care Home Support Team (CHST) and the Palliative Care Coordination (PCC) Teams. This will involve, amongst other things, liaising with patients and their carers and families, analysing data for key performance indicators, arranging meetings, signposting and maintaining confidential patient records.
Epsom and St. Helier University Hospitals NHS Trust (ESTH) provides a range of medical services to approximately 500,000 people living across south west London and north east Surrey.
We serve an area that is rich in diversity, with a mix of urban and rural areas, and differing levels of quality of life. We cover some of the most prosperous postcodes in the country, as well as some poorer areas. Together with our NHS colleagues in Surrey, Sutton and Merton, we work to make sure that we deliver the best possible care to the communities we serve.
Sutton Health and Care (SHC) was an innovative joint venture between local partner health and social care organisations, which sees community services fully integrated to support the delivery of a new model of care for the people of Sutton. Hosted by ESTH, the model ensures the breaking down of traditional organisational barriers to enable the provision of care that is wrapped around the patient.
We pride ourselves in having a highly dedicated team and offer a stimulating and dynamic working environment with a wide range of staff benefits and development opportunities. We are looking for employees who aspire to excellence, share our vision and values and can play a crucial role in our ongoing achievements.
Administration
• Organise clinic/domiciliary appointments as required
• Attend meetings as and when required
• Maintain and update referral caseloads
• Scrutinise business intelligence and follow up actions accordingly
• Provide supervisory support to the Band 3 administrators
• Organise training for care givers/other healthcare professionals
• Create ongoing referrals to external sources
• Procure and maintain supplies needed for the services
• Send discharge letters and any other information to GPs
• Send health action plans and information leaflets to patients and care homes
• Manage confidential patient information at a local level and ensuring relevant information is uploaded to patients' electronic records in a safe and secure manner that does not compromise or breach the Trust's Information Governance standards
• Have knowledge of functional/medical/legal terms, organisational policies and procures and knowledge and experience to deal with non routine issues such as problem solving specific to the area of work or developing/supporting alternative or additional procedures
• Be responsible for ensuring that administrative workload is prioritised across the services - autonomously prioritising according to patient, team and service needs; seeking guidance as required
• Input and extrapolate data and information to and from the electronic patient record system as required, including the population of Team planner and team members' diaries
• Work in partnership with the senior team to maintain up to date electronic patient caseloads
• Maintain effectively and efficiently accurate electronic team rota as required
• Work collaboratively with administrative team members to ensure that cover and back up is provided and the office is staffed, during the core working hours
• Create and maintain professional customer service and contribution to key performance indicators
• Actively contribute and participate in the development and implementation of administrative service improvements as required
• Be responsible for maintaining accurate up to date confidential patient held records within the multi-professional base, setting up new files and archiving records following patient discharge in line with Trust policy
• Maintain accurate up to date spreadsheets for mandatory and other training for staff
• Maintain accurate up to date spreadsheets for teams' annual leave, sickness absence, carer and study leaves
• Be responsible for responding to requests from both internal and external agencies effectively and efficiently in a timely manner
• Whenever required, organise meetings/workshops both internally and externally, coordinating availability of attendees, booking venues and arranging refreshments, appropriate material/equipment and ensure smooth running of events
• Deal effectively and efficiently with incoming/outgoing post and correspondence from both internal and external bodies - sorting, prioritising and responding to correspondence as appropriate using own judgement whilst any urgent or important business is brought to the attention of the appropriate team member in good time
• Undertake audits and surveys as requested
• Use computer software as required such as MS Office, intranet, internet and, in particular, patient record systems
• Deal effectively and efficiently with telephone enquiries in a courteous manner using own judgement, when necessary, screen calls and appropriately redirect callers or accurately take messages as required
• Use SBS (Shared Business Services) Oracle ordering system and NHS Supply Chain to order supplies as and when required
• Scan patient related documentation and upload to electronic patient record systems
• Create and maintain folders to support clinical records
• Manage the office systems and equipment (photocopiers etc) ensuring that these are working correctly and arrangement maintenance when necessary.
Communication
• Receive and exchange complex and sensitive patient information giving reassurance and signposting and non-clinical advice commensurate with post, whilst maintaining confidentiality
• Be responsible for answering and actioning calls and patient referrals in a professional manner and ensure that accurate information is passed to the appropriate member of the team to action within agreed service timeframes
• Communicate effectively with people with learning disabilities, patients, carers and families
• Communicate clearly and effectively with clinical colleagues to ensure effective management of referrals and patient information
• Receive patient and other service users queries in a polite and courteous manner, utilising persuasive skills and appropriately transfering any calls which cannot be answered to the appropriate member of the team
• Ensure that any complaints/incidents from patients or referrers are managed in line with the Trust's complaints policy/PALS process in a courteous, effective and efficient manner respecting the confidential nature of such information
• Liaise with key stakeholders at a senior level within the Trust and other statutory bodies, external organisations including GPs, local authorities, hospitals and members of the public on behalf of the team
• Attend relative team meetings to provide input on new processes and systems being introduced and propose changes to working practices
• Support the set up of new starters on all systems. Participate in new staff orientation by communicating and, where necessary, training in administrative work procedures, processes and systems.
Data and Reporting
• To work with the Operational Manager and clinical team to support the production of complex monthly reports as required
• To create and maintain databases/spreadsheets, inputting information and ensuring that all information is accurately recorded.
Audit/Research
• To actively participate in audit as required
• To assist in the measurement of performance indicators of the service provided, including workload data, error rates and service quality information.
Education and Training
• Identify own training and development needs and undertake appropriate training/education as required
• Participate in an annual individual performance review process where objectives will be agreed, performance monitored and personal development needs discussed
• Attend all statutory and mandatory training as and when required to do so
• Act responsibly in respect to colleagues' health, safety and wellbeing following safe work practices and complying with SHC and Trust health and safety policies
• Undertake any necessary, study or qualification as required for the role
• Be responsible for ensuring all deadlines are met and own workload is prioritised and reallocated accordingly to meet service needs
• Work cohesively and flexibly with peers providing cross-over when necessary
This advert closes on Sunday 30 Jun 2024
Senior Administrator/Multi-Disciplinary Team Coordinator
Band 4, Full time
Sutton Health and Care (SHC) are looking for an enthusiastic innovative Band 4 Senior Administrator/Multidisciplinary Team Coordinator to complement and provide cross cover for our Care Home Support Team (CHST) and Palliative Care Coordination (PCC) teams.
The successful candidate will work as an integral part of the multidisciplinary teams and in collaboration with Sutton Place to support their work through the enhanced health and care home and end of life strategy programmes.
Proposed Interview Date - 10th July 2024
The Senior Administrator/Multidisciplinary Team Coordinator will provide full administrative services to the Care Home Support Team (CHST) and the Palliative Care Coordination (PCC) Teams. This will involve, amongst other things, liaising with patients and their carers and families, analysing data for key performance indicators, arranging meetings, signposting and maintaining confidential patient records.
Epsom and St. Helier University Hospitals NHS Trust (ESTH) provides a range of medical services to approximately 500,000 people living across south west London and north east Surrey.
We serve an area that is rich in diversity, with a mix of urban and rural areas, and differing levels of quality of life. We cover some of the most prosperous postcodes in the country, as well as some poorer areas. Together with our NHS colleagues in Surrey, Sutton and Merton, we work to make sure that we deliver the best possible care to the communities we serve.
Sutton Health and Care (SHC) was an innovative joint venture between local partner health and social care organisations, which sees community services fully integrated to support the delivery of a new model of care for the people of Sutton. Hosted by ESTH, the model ensures the breaking down of traditional organisational barriers to enable the provision of care that is wrapped around the patient.
We pride ourselves in having a highly dedicated team and offer a stimulating and dynamic working environment with a wide range of staff benefits and development opportunities. We are looking for employees who aspire to excellence, share our vision and values and can play a crucial role in our ongoing achievements.
Administration
• Organise clinic/domiciliary appointments as required
• Attend meetings as and when required
• Maintain and update referral caseloads
• Scrutinise business intelligence and follow up actions accordingly
• Provide supervisory support to the Band 3 administrators
• Organise training for care givers/other healthcare professionals
• Create ongoing referrals to external sources
• Procure and maintain supplies needed for the services
• Send discharge letters and any other information to GPs
• Send health action plans and information leaflets to patients and care homes
• Manage confidential patient information at a local level and ensuring relevant information is uploaded to patients' electronic records in a safe and secure manner that does not compromise or breach the Trust's Information Governance standards
• Have knowledge of functional/medical/legal terms, organisational policies and procures and knowledge and experience to deal with non routine issues such as problem solving specific to the area of work or developing/supporting alternative or additional procedures
• Be responsible for ensuring that administrative workload is prioritised across the services - autonomously prioritising according to patient, team and service needs; seeking guidance as required
• Input and extrapolate data and information to and from the electronic patient record system as required, including the population of Team planner and team members' diaries
• Work in partnership with the senior team to maintain up to date electronic patient caseloads
• Maintain effectively and efficiently accurate electronic team rota as required
• Work collaboratively with administrative team members to ensure that cover and back up is provided and the office is staffed, during the core working hours
• Create and maintain professional customer service and contribution to key performance indicators
• Actively contribute and participate in the development and implementation of administrative service improvements as required
• Be responsible for maintaining accurate up to date confidential patient held records within the multi-professional base, setting up new files and archiving records following patient discharge in line with Trust policy
• Maintain accurate up to date spreadsheets for mandatory and other training for staff
• Maintain accurate up to date spreadsheets for teams' annual leave, sickness absence, carer and study leaves
• Be responsible for responding to requests from both internal and external agencies effectively and efficiently in a timely manner
• Whenever required, organise meetings/workshops both internally and externally, coordinating availability of attendees, booking venues and arranging refreshments, appropriate material/equipment and ensure smooth running of events
• Deal effectively and efficiently with incoming/outgoing post and correspondence from both internal and external bodies - sorting, prioritising and responding to correspondence as appropriate using own judgement whilst any urgent or important business is brought to the attention of the appropriate team member in good time
• Undertake audits and surveys as requested
• Use computer software as required such as MS Office, intranet, internet and, in particular, patient record systems
• Deal effectively and efficiently with telephone enquiries in a courteous manner using own judgement, when necessary, screen calls and appropriately redirect callers or accurately take messages as required
• Use SBS (Shared Business Services) Oracle ordering system and NHS Supply Chain to order supplies as and when required
• Scan patient related documentation and upload to electronic patient record systems
• Create and maintain folders to support clinical records
• Manage the office systems and equipment (photocopiers etc) ensuring that these are working correctly and arrangement maintenance when necessary.
Communication
• Receive and exchange complex and sensitive patient information giving reassurance and signposting and non-clinical advice commensurate with post, whilst maintaining confidentiality
• Be responsible for answering and actioning calls and patient referrals in a professional manner and ensure that accurate information is passed to the appropriate member of the team to action within agreed service timeframes
• Communicate effectively with people with learning disabilities, patients, carers and families
• Communicate clearly and effectively with clinical colleagues to ensure effective management of referrals and patient information
• Receive patient and other service users queries in a polite and courteous manner, utilising persuasive skills and appropriately transfering any calls which cannot be answered to the appropriate member of the team
• Ensure that any complaints/incidents from patients or referrers are managed in line with the Trust's complaints policy/PALS process in a courteous, effective and efficient manner respecting the confidential nature of such information
• Liaise with key stakeholders at a senior level within the Trust and other statutory bodies, external organisations including GPs, local authorities, hospitals and members of the public on behalf of the team
• Attend relative team meetings to provide input on new processes and systems being introduced and propose changes to working practices
• Support the set up of new starters on all systems. Participate in new staff orientation by communicating and, where necessary, training in administrative work procedures, processes and systems.
Data and Reporting
• To work with the Operational Manager and clinical team to support the production of complex monthly reports as required
• To create and maintain databases/spreadsheets, inputting information and ensuring that all information is accurately recorded.
Audit/Research
• To actively participate in audit as required
• To assist in the measurement of performance indicators of the service provided, including workload data, error rates and service quality information.
Education and Training
• Identify own training and development needs and undertake appropriate training/education as required
• Participate in an annual individual performance review process where objectives will be agreed, performance monitored and personal development needs discussed
• Attend all statutory and mandatory training as and when required to do so
• Act responsibly in respect to colleagues' health, safety and wellbeing following safe work practices and complying with SHC and Trust health and safety policies
• Undertake any necessary, study or qualification as required for the role
• Be responsible for ensuring all deadlines are met and own workload is prioritised and reallocated accordingly to meet service needs
• Work cohesively and flexibly with peers providing cross-over when necessary
This advert closes on Sunday 30 Jun 2024