Administrator @ Hampshire and Isle of Wight Healthcare NHS Foundation Trust

Job summary

Are you?

• Passionate about people?
• Thrive on enhancing your team and those we support?
• Great organizational and time management skills?

If this describes you...then read on!

We are excited to announce new opportunities within our Hampshire and Isle of Wight All Age Continuing Care service. We are looking for people who are passionate about patient care and improving life opportunities who share our behaviours of being person centred, honest, courageous, innovative, and collaborative.

We are seeking an Administrative team member to work within the Learning Disability and Autism Program (LDAP) team

Our team's purpose is about making health and care services better so that more people with a learning disability and/or autism can live in the community, with the right support, and close to home

Our All-Age Team purpose is clear: 'To improve health opportunities and outcomes within our system by delivering seamless, affordable, and individually focused care for those requiring our services.'

Our values and behaviours are

• Integrity: I keep our shared values at the centre of my conduct and decision-making
• Compassion: I approach people with kindness and empathy, striving to support the care I would want for my loved ones
• Accountability: I can be trusted to act fairly and honestly, taking ownership for decisions and achieving outcomes
• Respect: I am professional and courteous, seek opinions and value difference
• Empowerment: I create safe environments where I and others can be curious and innovative

Main duties of the job

Pro-actively support All Age Continuing Care (AACC) Lead Administrator and Business Manager in the provision of business support to the NHS All Age Continuing Care team and (in some areas integrated Quality functions). This will include providing business, secretarial and administrative support

Completion of activities to ensure that the LDAP team processes run efficiently and within mandated timescales

Responsible for completing the administration functions for the referral, assessment and review process (including Dynamic Support Register (DSR), Care Education and Treatment Reviews (CeTRs), admission avoidance, and inpatient support)

Responsible for ensuring that all outcomes have been issued to referrers and clients/representatives

Attend team, relative, and retrospective meetings, to take and transcribe detailed minutes and reports

To deliver work in a timely manner ensuring adherence to National Framework timescales

Supporting the team with the management of projects, gathering information and undertaking enquires as and when is necessary for the Head of Service and Business Manager

To communicate on a daily basis, both verbally and in writing with team colleagues (clinical and non-clinical), clients / representatives, care providers and other health and social care agencies, providing and receiving sensitive information.

About us

Hampshire and Isle of Wight Healthcare NHS Foundation Trust provides joined-up mental and physical healthcare for around two million people across our communities. With over 13,000 staff working in the community and local hospitals, we deliver care at every stage of life, helping people live their best and healthiest lives.

Our mental health services include community-based support and early intervention in psychosis (EIP) for both adults and young people, alongside a network of specialist inpatient wards covering forensic, learning disability, eating disorder and older person's care.

We deliver extensive physical health services too, from urgent community response teams helping frail and older patients remain safely at home, to hospitals at home teams providing acute-level care in familiar surroundings. Our neurological services offer rehabilitation and treatment for conditions including Multiple Sclerosis, Parkinson's Disease, Motor Neurone Disease, Head Injury, Cerebral Palsy and Stroke. Across Hampshire, our community hospitals provide inpatient rehabilitation as a step down from acute care, and our dedicated teams also staff Treetops Sexual Assault Referral Centre in Portsmouth, offering expert, compassionate support.

Everything we do is underpinned by our CARE values of compassion, accountability, respect and excellence

Job description

Job responsibilities

The LDAP team covers the statutory duties of the Integrated Care Board for individuals with a learning disability and/or autism, supporting mental health admission prevention and/or support if in an inpatient setting.

All Age Continuing Care delivers the patient specific Learning Disabilities and Autism Programme Integrated Care Board responsibilities.

In some areas positions will be within an integrated role with duties across Integrated Commissiong or Local Authorities.

Completion of activities to ensure that the NHS All Age Continuing Care processes run efficiently and within mandated timescales

Responsible for completing the administration functions for Dynamic Support Registers (DSRs), and Care Education Treatment Reviews (CeTRs)

Attend team, relative, panel and retrospective meetings, to take and transcribe detailed minutes and reports

Develop good working relationships with care providers, Local Authority Colleagues and colleagues from other NHS bodies.

The job description and person specification are an outline of the tasks, responsibilities and outcomes required of the role. The job holder will carry out any other duties as may reasonably be required by their line manager.

The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the Department and the Organisation.

Key Working relationships

Internal

• Case Practitioners, Clinical Assessors and Senior Clinical Assessors
• Clinical Team Leaders and Deputy Head of Service
• Business Development Team
• Personalisation and Personal Health Budgets Team
• Deprivation of Liberty Team
• Individualised Commissioning
• Integrated Commissioning Units
• Quality and Safeguarding Directorate
• Project Management Office
• Finance

External

• Families and clients
• Adult Social Care
• General Practices
• Hospices
• Acute and Community Hospitals/Services
• Appellants and their representatives
• Nursing Homes, Care Homes, Home Care and Supported Living Providers
• External service provision companies
• Training providers
• NHS England

Leadership

• Work predominantly under supervision of the Lead Administrator or Business Manager but be able to prioritise an unpredictable workload and ensure competing priorities are delivered as expected in a timely manner and within the policies and principles of the ICB standards
• Have a flexible/adaptable approach to their work in order to meet various deadlines
• Responsible for planning any administrative work to ensure that it is completed within required timescales
• To seek advice and support when an enquiry falls outside the defined area of responsibility.

Financial Management

• Responsible for completing invoice reconciliation and updating the care management systems with appropriate funding approvals.

People

• Communication with clients, families, carers, external agencies, NHS staff and other healthcare professionals in a sensitive manner where the nature of the communications may be highly emotive. These will include the eligibility outcomes to relevant parties
• Primary point of contact for all enquiries regarding the NHS All Age Continuing Care process, including taking messages and accurately recording, directly responding to queries, exercising initiative and judgment to analyse and prioritise issues and escalating
• Management of clinical staff diaries to ensure the most efficient use of resource
• Working together with other administrators within the ICB to provide an effective network of communication and being flexible to cover other administrators' general duties

Information management

• To accurately update and input patient data to relevant data systems
• Sorting and prioritising all incoming mail and e-mail, distributing as appropriate
• Undertaking administrative duties such as photocopying and mail-out distributions
• Ensuring all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner and in accordance with Information Governance requirements
• Inputting, monitoring and checking data, required for finite and ongoing projects within the teams
• Working with all team members in the collection of information for performance reporting on relevant team projects
• Running and collating reports including which may include statistical and performance management reports to senior management as required
• Developing and maintaining effective electronic and paper filing systems, to ensure that information is kept securely and is accessible to other members of the team and in accordance with Information Governance requirements

Professional and Personal Development

• Provide support and mentoring to members of the team encouraging continuous improvement
• Responsibility for own development of administrative skills.
• To be responsible for receiving annual appraisal

Managing Risk

• Responsible for making management teams aware of potential risks (e.g., quality, process, compliance, financial, workforce, reputational e.g., complaints)
• Ensure that any concerns or complaints about the team are recorded, and where immediate resolution is not possible are passed to the relevant party to respond/manage
• To participate in regular internal and external audit as required.

Quality/Patient Safety

• Ensure a whole system approach and contribute to NHS All Age Continuing Care strategies, policies and guidelines and the wider ICB strategic plans
• Ensure referrals to the team for consideration of eligibility and booking of appointments for assessments and reviews are undertaken both in a timely manner using available resources and are subject to quality management for completion and accuracy.

Key Results

• Delivery of work in a timely manner ensuring adherence to National Framework timescales
• Supporting teams in project management and participating in department events
• Acting as a point of contact for teams, dealing and responding effectively with complex queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously
• Compliance with key performance indicators (KPIs) of the team and the timescales of the National Framework and, in conjunction with the Management Team work to ensure these targets are attained and take appropriate action when they are not
• To provide administrative support including when appropriate to all team members to support a range of department initiatives

Further information about the Trust and this role can be found on the Job Description and Person Specification document attached. It is important to us that we ensure our recruitment processes are accessible and inclusive to everyone - if as a potential candidate you are concerned a person specification may prevent or restrict your application for employment as a result of unintentional barriers on the grounds of your sex, race, age, sexual orientation, religion/belief or disability please initially contact the Trust's Recruitment team - detailed in the advert. The Trust will seek to resolve this issue wherever possible.

We are happy to talk Flexible Working - all requests for flexible working options can be discussed as part of the interview process.

Person Specification

Qualifications

Essential

• Educated to GCSE/O Level Grade C in English or equivalent.
• Educated to NVQ Level 2 in Business Administration/Management or a relevant subject, or equivalent qualification, or significant relevant proven experience.

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

Hampshire and Isle of Wight Healthcare NHS Foundation Trust

Address

Fareham Civic Offices

Civic Offices, Civic Way

Fareham

Hampshire

PO16 7AZ

United Kingdom

Employer's website

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