Care Team Administrator

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Joan Smith
6 years ago
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Care Team Administrator JOB TITLE: RESPONSIBLE TO: ACCOUNTABLE TO: SALARY: Care Team Administrator Clinical Nurse Manager Director of Nursing 19,468 per annum pro rata CONDITIONS OF EMPLOYMENT Hours

1 Care Team Administrator JOB TITLE: RESPONSIBLE TO: ACCOUNTABLE TO: SALARY: Care Team Administrator Clinical Nurse Manager Director of Nursing 19,468 per annum pro rata CONDITIONS OF EMPLOYMENT Hours of Work: Annual Leave: Notice Required: Conditions: 21 hours per week split over 3/4/5 days between 9am 5pm Monday to Friday 25 days pro rata Two months Company pension scheme available Childcare vouchers On-site parking Continuing Professional Development JOB SUMMARY To provide efficient and effective administrative support to the Care Team. KEY RESPONSIBILITIES 1. New referrals To be responsible in conjunction with Clinical Nurse Manager for processing new referrals, ensuring that adequate information has been received to proceed to panel To input referral details onto CHASE database To make up a set of notes for the child To produce an agenda for the next available panel meeting To attend the weekly panel meeting deal with any actions necessary Once referral agreed/deferred/declined, to send out letters to parents and professionals 2. Bookings To be responsible for, in conjunction with the Clinical Nurse Manager, bookings for respite and emergency care To communicate with families regarding their respite allocation on a bi annual basis. To process booking forms received, allocating dates required where possible, taking into account the child/young person s dependency and special requirements in conjuction with the Clinical Nurse Manager

2 To ensure care booking diary is accurate and up to date To record bookings onto CHASE database, send confirmation and book transport for the families, when required. To troubleshoot any bookings/transport problems that may arise 3. CHASE Database To maintain CHASE database and troubleshoot any problems To abstract and produce data reports as required by Clinical Nurse Manager, Director of Nursing and Chief Executive 4. Medicines Management To use CHASE to produce a weekly list of children coming to stay for respite and day care To complete and print off an individual child s medication front sheet for each child for that stay To update weekly list regularly as new bookings are arranged To liaise with Sister for Medicines Management and keep her informed of any queries or short notice bookings To remove all out-of-date medication front sheets from folder on a weekly basis file away 5. Enhanced Hours and Bank Timesheets To process enhanced hours and bank timesheets for Care Team, including checking accuracy, updating staff duty rota with any changes, signing off for payroll in conjunction with Clinical Nurse Manager and Director of Finance To deal with any queries that may arise and liaise with Care Team staff as required 6. Office systems To provide general administration support to the care team as required To take /produce minutes of meetings, as required To send mail outs to parents/professionals, as required 7. Archiving Children s Notes Create and maintain database to accurately record archived children s notes including boxing up notes, listing on database, producing reports of contents Liaise with Archive Company to re-call old notes or send new boxes for storage, as required 8. Other duties To line manage and train Care administration volunteers To organise Safeguarding meetings including preparation of agenda in conjunction with Clinical Nurse Manager, diaries of attendees, book venue and take/produce minutes To keep database of document numbering of all forms To maintain petty cash for the Care Team To deal with telephone and web enquiries and communicate effectively at all levels taking appropriate action as required To create and maintain database of care staff contact details, updating as required, and producing reports and forms, as required

3 To complete goods request forms for services required to Care Team e.g., bank staff payments, CHASE database costs etc. passing to Finance Department for payment To liaise with Income Generation and SMT to record all tours to the Hospice To update Care Diary on CHASE database to keep Care Team aware of all tours, maintenance visits to fulfil safeguarding procedures. To keep and maintain record of security fobs, lockers for staff etc To ensure post is collected daily and prioritised Regulations To produce a daily handover sheet for Care staff To ensure child s notes are readily available for nursing assessment and are logged out and back in again on the File Tracking record upon return to Care Administration. Act at all times in accordance with Haven House Policies, Standard Operating Procedures and Clinical guidelines. Adhere to the regulations required under the Care Quality Commission. To maintain confidentiality at all times in conjunction with Caldicott guidance This job description is not a definitive or exhaustive list of responsibilities but identifies the key responsibilities and tasks of the post holder. The specific objectives of the post holder will be subject to review as part of the individual performance process. Haven House is committed to Equal Opportunities in Employment and therefore it is our aim to ensure that no applicant or employee receives less favourable treatment on grounds of gender, disability, religion, race, colour, sexual orientation, and nationality, ethnic or national origins or is placed at a disadvantage by conditions or requirements which cannot be shown to be justifiable. Haven House is responsible under the existing equality and diversity legislation to ensure equality issues are promoted and you are expected to work with Haven House to fulfil these obligations, policies and codes of good practice. Employees must take reasonable care, and be aware of the responsibilities placed on them under the Health & Safety at Work Act (1974) and to ensure that agreed safety procedures are carried out to maintain a safe environment for employees, patients and visitors. Haven House is committed to safeguarding and promoting the welfare of children and young people and expects all staff to share this commitment. Employment is subject to receipt of satisfactory references and an enhanced DBS check. This role is subject to a DBS check and receipt of satisfactory references.

4 PERSON SPECIFICATION The essential and desirable characteristics of the post holder are indicated by Please Note: *These criteria will be assessed during: S - Shortlisting stage I - Interview T - Test or exercise Where a criterion is assessed during the shortlisting stage, it is essential that you cover how you meet this in your application form. KNOWLEDGE AND EPERIENCE CATEGORY ESSENTIAL DESIRABLE ASSESSED A good standard of secondary education (4 GCSE minimum) NVQ 2/3 Secretarial Diploma or Equivalent A calm, friendly, helpful, polite and proactive manner with a desire to make a difference to our clients service experience Demonstrable administrative experience, or experience in another relevant/nhs role Experience of delivering results against agreed objectives, targets and timescales SKILLS AND ABILITIES Proven IT skills, including basic troubleshooting and the ability to use a database, Word, Excel and Outlook. Excellent administrative, planning and organisational skills and the ability to work on own initiative Excellent standard of written English Excellent communication skills and the ability to build positive and effective working relationships as part of a team with all staff, professionals, volunteers and visitors Able to prioritise own workload and be proactive using own initiative Able to demonstrate to others how to work effectively with x

5 office systems Ability to share own knowledge, skills and experience with staff PERSONAL QUALITIES/OTHER A commitment to and an understanding of the vision and values of Haven House and its beneficiaries High levels of personal responsibility and emotional intelligence, and the maturity to interact at all levels with confidence Excellent interpersonal and telephone skills Flexible approach to work and hours Able to work under pressure and deal with stressful situations Able to identify own learning needs, ensure mandatory training is up-to- date and ensure professional development is maintained and to contribute to appraisal system

Administrator. Grade: Band 4 Band 4, subject to a minimum payment of 4,158 and a maximum payment of 6,405

Administrator. Grade: Band 4 Band 4, subject to a minimum payment of 4,158 and a maximum payment of 6,405 Administrator Band 4 JOB DESCRIPTION 1. GENERAL INFORMATION Job Title: Administrator Grade: Band 4 Salary: Terms & Conditions of Service: Responsible to: Accountable to: Band 4, subject to a minimum payment