Team Administrator (Individualised Commissioning Team / Trafford)
Job Description
Job summary
JOB PURPOSE
The post-holder will be responsible for providing a comprehensive, efficient and quality administrative service for the NHS Trafford ICS Children and Young People work stream, which is part of the IMHaD team (Individual Mental Health and Disabilities).
The post-holder will provide the day-to-day administration functions for the children and young people's caseload, which will sit within the healthcare commissioning.
The post holder will have a natural interest in children's complex disabilities care provision, and be passionate about making a difference to vulnerable people
Main duties of the job
The Children's Learning Disability Administrator will work closely with the Children and Young People Case Manager (Transforming Care) and the Children's Commissioners to ensure that high quality care is provided to children and young people with complex disabilities. Other key relationships will include:-
- Designated Clinical Officer for SEND
- Cheshire and Wirral Partnership
- Greater Manchester Mental Health Care Coordinators, team leaders
- CAHMS
- Primary Care staff including General Practitioners, Practice Nurses and reception staff
- Trafford Council social care team
- MFT Complex Additional Needs Nursing team
- Children's Continuing Healthcare Nurse
- ICS Safeguarding team
About us
Integrated Care Systems (ICSs) are partnerships of health and care organisations that come together to plan and deliver joined up services and to improve the health and wellbeing of people who live and work in their area. Their purpose is to improve outcomes in population health and healthcare; tackle inequalities in outcomes, experience, and access; enhance productivity and value for money and support broader social and economic development in their area efficiency. This will be delivered in neighbourhood, place, combinations of places and GM system.
Our NHS People Promise - the promise we must all make to each other, to work together to improve the experience of working in the NHS for everyone. Like many other employers, NHS GM currently has evidence of unwarranted inequalities in the workforce, most notably in relation to minoritised ethnic, female and\or disabled staff and their intersectionality. As a result, we will use positive action measures to bring benefits to our organisation, including a wider pool of talented, skilled, and experienced people from which to recruit and a better understanding of the needs of a more diverse range of customers.
Job responsibilities
COMMUNICATION
Responding to queries, in relation to children and young people with complex disabilities, from patients, relatives, GPs, clinical and social work professionals, local authority, internal and external partners from NHS, independent and third sector bodies.
Liaise with third parties including health and social care professionals, providers, patients or family members.
Use initiative and escalating queries and issues as appropriate.
This will require tact, diplomacy and negotiation skills in order to deal with enquiries and diary management effectively, and to support the teams case management function.
Ensure telephone calls receive a prompt, courteous, non-judgmental and well informed response.
Deal with anxious patients and staff with tact, patience and discretion e.g. appointment queries or resolving potential complaints
Demonstrate a sensitive and professional approach to all staff, patients and other groups.
Recognise where communication difficulties arise and overcome barriers to understanding.
Develop and maintain effective working relationships with colleagues.
INFORMATION RESOURCES, ANALYSIS AND DECISION MAKING
Be resourceful and use judgment where there is more than one solution, in order to respond to queries appropriately.
Develop an understanding of relevant local and national policies, procedures, and guidance relating to the role (for example, Transforming Care, Section 117 aftercare, and Responsible Commissioner guidance) or key related areas such as such as Continuing Health Care (CHC) and Funded Nursing Care (FNC).
Information Management
Prepare papers, minutes, reports and file correspondence on the Caretrack patient system.
Receive and request complex, confidential and sensitive patient information from a variety of sources; this may involve frequent indirect exposure to potentially distressing information via written material or verbal discussion at meetings.
Able to take accurate minutes in fast paced meetings where clinical discussion may be the prevailing characteristic, and produce correspondence to a consistently accurate and professional standard. This includes taking notes at departmental meetings or similar, or processing notes taken by others.
Ensure that the patient information system and associated financial and corporate records are accurately maintained in a timely manner. Information and documentation will be recorded and shared in line with Information Governance policies and procedures.
Support the Children and Young People Case Manager (Transforming Care) to maintain the Dynamic Support Database.
Support archiving, data-cleansing and regular reporting activities to promote the accuracy of information held by the ICS and utilised within the commissioning function to meet team objectives; including creating, developing and updating spreadsheets for information collation and maintaining local and national trackers.
Supporting the Children and Young People Case Manager (Transforming Care) in maintaining accurate and timely information on in-patients that are the responsibility of the ICS and providing reports to NHSE England and to partners as required.
Supporting the production of comprehensive monthly reports to the Commissioning Manager for MH, LD, Autism & Eating Disorder services, setting out activity undertaken, including update on individuals and operational issues including barriers to discharge.
PLANNING & ORGANISATION
Prepare agendas and minutes for Care Education and Treatment Reviews (CETR) that are chaired by the Children and Young People Case Manager (Transforming Care).
Provide administrative support for the Children and Young People Case Manager (Transforming Care); including monitoring multiple email accounts, organising and coordinating meetings, supporting reviews, and responding in a timely, sensitive and supportive manner to telephone, post and email communications and any required uploading to patient information systems.
Autonomously manage a variety of administrative tasks and complex activities throughout the day for different team members, adjusting plans and prioritising effectively to respond appropriately to urgent requests and to meet deadlines in accordance with ICS operational processes.
Organise and plan meetings and events as required, often with multiple internal and external bodies or partner agencies.
POLICY & SERVICE DEVELOPMENT
Contribute to performance and process improvements of the LD Commissioning Team to support the continual development of the function, including contributing to the development of policies and refinement of procedures relating to own work area.
Participate in corporate surveys or audits as necessary within the role.
Implements policies for own work area and proposes or changes to administrative policies for operational services.
Works within agreed protocols maintaining patient confidentiality at all times.
Carries out duties in accordance with the General Data Protection Regulation (GDPR).
Participates in service reviews and actively put forward suggestions for improvement for own work area.
Maintains a safe and clean environment in accordance with the ICSs Health & Safety policy.
Ensure own actions contribute to the maintenance of a quality service provision.
Adhere to all ICS policies and procedures.
FINANCIAL & PHYSICAL RESOURCES
Be responsible for liaising with ICS and local authority finance colleagues, and NHS and independent sector providers, to ensure the accurate recording of finance records on the team database in order to support the reporting, monitoring and forecasting functions of the LD commissioning teams.
Responsible for accurately managing aspects of invoice validation.
Utilise the ICS finance systems and national and local databases in order to support service performance and quality monitoring.
Follow agreed processes in relation to the management of urgent funding requests received by the ICS to ensure due process is followed to obtain funding approval from delegated financial authorities.
PEOPLE MANAGEMENT
Provide cover for and undertake duties of absent colleagues, including the IMHaD Administrator as required.
Support the wider nursing directorate functions of NHS GM ICS Trafford as required.
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