An exciting opportunity has arisen within the bed management for a Senior Administrator to join the team.
The successful post holder will work within a fast-paced environment assisting clinical staff in facilitating patient flow across the Merseycare footprint. The post holder will be expected to carry out responsibilities in updating and recording live documentation, liaising with multi-professionals in and out of trust, and being a key player in a busy team. The successful candidate will be welcomed and supported into the team.
It will be necessary to have a daily overview of patient flow activities and anticipate problems, assisting the Pathways Manager to resolve these issues. The post holder will be expected to work with the minimum of supervision and coordinate their activities with the members of the Team to provide an efficient service.
The Bed Management Team hours of work are long days from 8 am to 9 pm over 365 days a year. The post holder will carry out duties in such a way as to make a direct and positive contribution to the organization and assist the Team in maximizing the most effective bed management service. It is essential that the post holder exercises initiative commensurate with the role, and it is vital that confidentiality is always maintained.
The post holder will provide a comprehensive administrative service to the entire Trust with a focus on In-Patient Services & Urgent Response. This will involve close liaison with all levels of inpatient services.
Mersey Care is one of the largest trusts providing physical health and mental health services in the North West, serving more than 1.4 million people across our region and commissioned for services that cover the North West, North Wales, and the Midlands. We offer specialist inpatient and community services that support physical and mental health, including specialist inpatient mental health, learning disability, addiction, and brain injury services.
At the heart of all we do is our commitment to ‘perfect care’ – care that is safe, effective, positively experienced, timely, equitable, and efficient. We support our staff to do the best job they can and work alongside service users, their families, and carers to design and develop future services together. We’re currently delivering a programme of organizational and service transformation to significantly improve the quality of the services we provide and safely reduce costs as we do so. Flexible working requests will be considered for all roles.
1. Collect information from In-Patient wards across the Mental Health Care Division to provide an informative overview of capacity across all wards.
2. Allocate inpatient beds following trust policy and procedures, and the outcome of clinical discussions.
3. Support the day-to-day organizational/management responsibilities of the Team through the maintenance of Record Systems for the bed management service.
4. Assist the Capacity and Flow Manager in the implementation of Trust Policies and Procedures within the team, including assisting in the development of policies, procedures, and guidelines.
5. Check the quality of RiO documentation relating to the admissions, gatekeeping, referrals, and discharge plans, highlighting any issues.
6. Input data onto computerised systems as necessary and produce statistics as required by the Team and senior management team.
7. Contribute to the co-ordination and oversight of delayed discharge reporting working alongside the Capacity and Flow Manager. Support in the early identification of blockages within the inpatient wards to prevent further delays, alerting appropriate management when there is a potential for escalation.
8. Act as a representative at team meetings including the Bed Management Divisional wide conference call in the absence of the Capacity and Flow Manager.
9. Ensure accurate reporting twice daily of the Divisional inpatient position, via the national Escalation Management System.
10. Ensure effective communication of the Divisional inpatient position to the Trust-wide leadership teams.
11. The post holder will be expected to network with Local Authorities, other NHS Trusts, Private sectors, and external agencies (i.e., Police) in order to promote positive working relationships with outside providers.
12. Use electronic systems to ensure patient files and notes follow them on their pathway through inpatient services.
13. Make or change bed allocation on behalf of the Division and ensure that relevant documentation and updates are available.
14. Ensure that efficient communications between the Team members and other relevant agencies are maintained and signpost bed availability as required.
15. Co-ordinate and arrange internal and external transport for patients allocated an inpatient bed.
16. Support the Capacity and Flow Managers with the gatekeeping of step-down beds.
17. Liaise with operational and tactical commanders out of hours and support in the decision-making of bed allocation.
18. Compose routine/non-routine documents when necessary.
19. Maintain regular contact with the Teams throughout the day when necessary. Exercise independent judgment and initiative based on acquired knowledge if problems arise.
20. Attend Team meetings and produce minutes if required. Identify the need for stationery, equipment, maintenance work, etc., and order as necessary.
21. Establish good levels of communication/liaison with hospital departments/wards and other services involved with the bed management service provision.
22. Liaise with Personal/Medical Secretaries, Clerks, and Receptionists when required.
23. Co-ordinate annual leave taking with the Team and other colleagues.
24. Make full use of information technology and cooperate in the introduction of technological developments.
25. Provide appropriate data for clinical audit purposes and produce audit information for staff within the Home Treatment Team or In-Patient Services when required.
26. Mentor new members of staff including temporary staff as and when required.
27. The ability to work as a team member and adhere to strict guidelines.
28. Undertake general office duties e.g., photocopying, distribution of documents, etc.
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