To support Managers and staff to comply with, and implement changes to policy and practices across ELA, and to undertake compliance audits.
The successful candidate will be highly motivated, conscientious, and organised, with excellent communication skills, working collaboratively as part of the East Lancashire Alliance team. They will be expected to work without direct supervision, carrying out their duties in such a way as to make a direct and positive contribution to the organisation. It is essential that the successful candidate undertakes the extensive duties with flexibility, initiative and enthusiasm and operates as an integral part of the ELA.
Working closely with the Senior Management team to keep abreast of forthcoming changes in the NHS and required or desirable service changes. We are looking for a Compliance Officer who brings with them proven team working skills and experience who is approachable and with outstanding communication, organisational and IT skills. Experience of working in a management role in a healthcare environment would be an advantage but is not essential.
Main Duties of the Job
General Responsibilities:
1. Establishing and updating internal controls and policies
2. Coordinating with regulatory bodies
3. Implementing compliance programs
4. Training employees on compliance topics
5. Reporting to senior management
6. Maintaining compliance portal
About Us
The East Lancashire Alliance is a network of 9 PCNs covering 48 GP practices covering a population of over 390,000 patients across East Lancashire. Patients are at the heart of everything we do, and we pride ourselves in ensuring our patients feel safe, supported, communicated with and respected at a time when they may be feeling vulnerable. The Alliance are proud to represent our member practices and to champion our Primary Care Partners, by working with local general practice and other system partners in the provision of patient centred, local healthcare services.
Each practice has a close-knit team of staff who collectively seek to improve the health of their patient populations.
East Lancashire is one of the world's most innovative, original, and exciting places to live and work. From the beauty of the surrounding countryside to the heart of the vibrant inner Towns and Villages with great shopping, entertainment and dining options. Wherever you go you will experience a great northern welcome with people famed for their warmth, humour, and generosity.
Job Responsibilities
The successful candidate will:
1. Support Managers and staff to understand performance and implement changes to policy and practices
2. Develop and support systems to understand performance within care and support
3. Support staff to utilise the systems so they are able to understand how they are performing and demonstrate how they are the best at getting better across care and support
4. Signpost staff to guidance and advice on policies and CQC standards
5. Ensure the most up to date policy and associated documents are accessible and used appropriately in practice
6. Promote and share best practice across care and support
7. Undertake and support quality development workshops as required
8. Take responsibility for departmental projects and/or functions as agreed with the Service Manager
9. Assist with the implementation of patient/staff satisfaction survey
10. Co-ordinate an annual audit and quality assurance visit schedule in collaboration with Service Managers
11. Undertake pre-audit research and collate data to prepare for audits and identify areas of interest
12. Undertake Quality and Compliance Audits in line with regulatory, contractual and company requirements
13. Record, analyse and report findings from audits and quality reviews
14. Produce SMART action plans in line with audit and review findings, supporting company-wide continuous improvement
15. Raise safeguarding or serious non-compliance and risk issues to the Service Manager and Assistant Director (Care and Support) immediately
16. Support Managers and staff, where reasonably practicable, with local authority, CQC, quality monitoring visits and returns as directed
17. Co-ordinate learning and development of staff
18. Ensure learning opportunities meet the requirements of CQC standards
19. Ensure all staff are up to date with training to meet compliance with CQC
20. Ensure all training records are up to date
Accountability
The post holder will be aware of the various statutory requirements and will assist in implementation as directed. There is a need to work closely with the administrative team to ensure the smooth running of the Practice, reporting any problems encountered to the relevant person.
Training requirements will be monitored by yearly appraisal. Personal development will be encouraged and supported by the organisation. It is the individual's responsibility to remain up to date with recent developments.
Working Conditions
* Use of Visual Display Unit (VDU) and photocopier on a daily basis.
Physical Effort
* Light physical effort.
Mental and Emotional Effort
* Working with sensitive, highly confidential and occasionally distressing information.
* Problem solving.
* Must manage multiple tasks within a work pattern that is demanding and unpredictable.
* Priorities can change throughout the day.
* Some tasks that require high levels of concentration (i.e. transcribing, setting up and working on databases and spreadsheets).
Responsible for managing own workload, autonomous working conditions with little or no direction and no direct supervision on the work being carried out.
Health & Safety/Security
Compliance with the Health & Safety at Work Act 1974. The post holder will be required to support in the management of risks. This entails the risk management of all situations, taking appropriate actions and reporting all incidents, near misses and hazards as well as a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions.
Confidentiality
In the course of every employee's duties, they may have access to confidential material about patients, members of staff or other health service business. On no account must information relating to identifiable patients be divulged to anyone other than authorised persons, for example, medical, nursing or other professional staff, who are concerned directly with the care, diagnosis and/or treatment of the patient.
Similarly, information relating to staff records or information concerning contracts, and other commercially sensitive matters etc. are considered to be confidential and must not be divulged without prior authority. Breaches of confidentiality will result in disciplinary action. If in any doubt whatsoever as to the authority of a person or body asking for information of this nature, seek advice from your manager.
Equality and Diversity
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
* Acting in a way that recognises the importance of people's rights, interpreting them in a way that is consistent with procedures and policies, and current legislation
* Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
* Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Everyone has a personal responsibility to seek to improve their own and colleagues working lives to create a healthy and productive working environment.
Personal/Professional Development
The post-holder will participate in any training programme implemented by the organisation as part of this employment, such training to include:
* Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
* Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
All employees have a responsibility to participate in regular appraisal with their line manager and to identify performance standards for the post. As part of the appraisal process employees have a joint responsibility with their line manager to identify any learning development needs in order to meet the agreed performance standards.
Quality
The post-holder will strive to maintain quality within the organisation, and will:
* Alert other team members to issues of quality and risk
* Assess own performance and take accountability for own actions, either directly or under supervision
* Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team's performance
* Work effectively with individuals in other agencies to meet service needs
* Effectively manage own time, workload and resources
Communication
The post-holder should recognize the importance of effective communication within the team and will strive to:
* Communicate effectively with other team members
* Recognise people's needs for alternative methods of communication and respond accordingly
Contribution to the Implementation of Services
The post-holder will:
* Apply organisational policies, standards and guidance
* Discuss with other members of the team how the policies, standards and guidelines will affect own work
* Participate in audit where appropriate
This job description is intended to provide an outline of the key tasks and responsibilities only. There may be other duties required of the post-holder commensurate with the position.
All members of staff should be prepared to take on additional duties or relinquish existing duties to maintain the efficient running of the GP Alliance.
This job description is subject to review and amendment in the light of developing or changing services and as part of the annual Individual Performance Review.
Person Specification
Other
* Good health
* To be committed to Equal Opportunities
* Sickness level below 5%
Experience
* Working knowledge and experience of packages including Word, Excel, EMIS and Outlook
* Previous secretarial and administrative experience
* Awareness and maintenance of confidentiality
* Experience of working as part of a multi-disciplinary team
* Experience of working within Primary Care
* Ability to understand and learn new software and administrative procedures
* Identifying training & development needs.
* Knowledge of bookkeeping and accounts
* Working in Primary care environment or health related background
* Experience of developing effective processes & procedures
Key Skills
* Excellent interpersonal verbal & written communication skills
* Ability to prioritise and manage own workload.
* Ability to extract data from conversation or direct dictation
* Knowledge of clinical system (EMIS)
* Good understanding of Access to Medical Records Act.
* Good understanding of the Data Protection Act.
Qualifications
* Good general level of education with a minimum of GCSE Grade 4 (or equivalent) in English Language and Maths.
* Professional Qualification
* Evidence of continuing professional development.
Personal Attributes
* A mature approach and a professional and friendly demeanour
* Ability to multi-task and work with an unpredictable work pattern with changing priorities throughout the day.
* Professional telephone manner and good listening skills.
* Professional approach to appearance and conduct
* Ability to work with a wide range of professionals & patients at all levels
* Ability to work flexible hours when required
* Self-motivated, Creative/innovative, pro-active, reliable and a professional attitude
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.
Depending on experience Band 5 agenda for change like
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