South Warwickshire University NHS Foundation Trust
This is an exciting opportunity to join a well-established team within the Complex Discharge Team at South Warwickshire Foundation Trust, as their support officer.
This is a permanent post whereby the successful post-holder will be responsible for providing support to the Complex Discharge Team with a variety of tasks required in order to promote good service delivery. Supporting and assisting with the day to day administrative functioning of the service.
The work is varied and challenging and would be a valuable addition to the post-holder's professional development.
We are looking to recruit a highly motivated and experienced Support officer who will be able to provide excellent administrative and system management skills.
A working knowledge of Microsoft Office, including Outlook, Word and Excel is essential.
Main duties of the job
The Support Officer will work within the Discharge Team, supporting and assisting with the day to day administrative functioning of the service. The post holder will play an integral role in assisting the Discharge Team Manager to meet both the internal and external data requirements and Trust standards associated with discharge planning.
The Support Officer will ensure audit compliance and input accurate & timely information to determine contracting and payment requirements for patients on discharge pathways, outside the acute Trust. As well as achieving Trust deadlines, the post holder will play an active role in the discharge team's commitment to improving the quality of the patient experience of the discharge process from hospital.
About us
Come and join a Trust rated Outstanding by the CQC. South Warwickshire University NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further. In addition our staff survey results have placed us 4th in the country for recommended place to work.
We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity. Our values can be summed up in one sentence. We are 'Trusted to provide safe, inclusive, effective and compassionate care'. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn't matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.
Job responsibilities
The Support Officer will work within the Discharge Team, supporting and assisting with the day to day administrative functioning of the service. The post holder will play an integral role in assisting the Discharge Team Leader /Manager to meet both the internal and external data requirements and Trust standards associated with discharge planning.
The Support Officer will ensure audit compliance and input accurate & timely information to determine contracting and payment requirements for patients on discharge pathways, outside the acute Trust. As well as achieving Trust deadlines, the post holder will play an active role in the discharge teams commitment to improving the quality of the patient experience of the discharge process from hospital.
Main Responsibilities
1. To support the Discharge Team Leader/Manager by managing the diary commitments by updating regularly for meetings, planned one to ones, PDRs, revalidation, training, report deadlines.
2. Coordinating / maintaining records for staff annual leave, study leave, sick leave, maternity leave and other absences for members of the discharge planning team.
3. Coordinating statutory and mandatory training records/ compliance with Team leader and arranging payment of other study leave courses as requested; ensuring the Learning & Development spread sheet is up-dated as per the Trust process.
4. To be involved in the design, data collection, analysis and report preparation as agreed by the Discharge Team Manager or Team Leader and relevant audit programme.
5. Collect Audit evidence relating to discharge planning for CQC inspections and other Trust requirements and assist the Discharge Team Manager in meeting deadlines for information reporting, as Governance and Audit lead for the Department for Quality and Service Improvement.
6. Under the instruction of the Discharge Team Manager communicate data analysis verbally, or in writing to appropriate wards, managers and organisations.
7. To enter data onto Lorenzo for patients on D2A pathways in order to differentiate between patients requiring acute care, for contracting and payment purposes.
8. Under the guidance/instruction of the Discharge Team Manager or Team Leader, to collate and enter data required for Sitrep reporting for all reportable figures for acute and community hospitals, agreed between health and Social Care.
9. To ensure data is collated and reported within stipulated timescales.
10. Produce evidence of compliance with Trust standards, policies, procedures related to the process of patient discharge.
11. To distribute and ensure timely completion of all questionnaires, relating to quality audit or governance requirements.
12. To act as a first point of contact for callers to the discharge team service, on behalf of the Discharge Team Leader/Manager, ensuring that they are dealt with in a timely, courteous and appropriate manner.
13. To collate and produce daily, a list of all planned and potential complex discharges, in order to assist with the Trusts patient flow, capacity and associated targets.
14. To maintain D2A spread sheet, capturing all patient data at external Nursing Home providers required for Integrated Board.
15. Be responsive to discharge data queries which come to the department from a variety of sources, escalating where appropriate to Team Leader or Discharge Team Manager.
16. To undertake any secretarial or administrative duties as requested by the Discharge Team Leader or Manager.
17. To prepare for internal, external meetings, training events coordinating dates, booking venues, preparing and distributing agenda; ensuring minutes of the meeting are subsequently recorded and circulated.
18. Photocopying, filing, faxing, scanning, manage emails and searching for information on the Internet/ Intranet.
19. Provide administrational duties to support their team in caseloads and managing patient discharges.
20. Ensuring staff change forms have been completed with Team Leader and copied to staff files.
21. Collection, opening and distribution of post for Discharge Team Manager/Team Leader ensuring priorities are maintained.
22. To update recruitment documents as delegated and coordinate the recruitment process i.e. booking rooms, confirming interview panel members and staff induction.
23. To check and edit documents, reports as required, ensuring accuracy.
24. To process paperwork for Personal Development Reviews (PDR), monthly PDR returns, ensuring Learning and Development are kept updated as per the agreed Trust process.
25. To maintain professional registration, staff contact and establishment records for discharge team.
26. Ordering and ensuring the availability of an adequate supply of stationery/ office equipment/ furniture/ staff uniform and monitoring stock levels; notifying the Team Leader as appropriate.
27. Raising and following up the processing of requisition orders, receiving/ checking and distributing equipment/supplies requested by Discharge Team Manager or Team Leader.
28. Monitor invoices and inter-departmental transfers for payment.
29. To offer assistance and act as an internal trainer for the discharge team in relation to IT issues, such as Microsoft, Lorenzo as and when the team require additional support.
Professional Responsibilities:
Owing to the sensitivity and often distressing information involved with complex patient discharge, the post holder must be aware and adhere to the Trusts Patient and Data Security Policy at all times. Information should only be disclosed to other members of the Trust, public and other organisations on a need to know basis.
To deal sensitively and compassionately with complaints and information, some of which is highly confidential, escalating as appropriate to the Team Leader or Discharge Team Manager. This also involves at times, dealing sensitively with highly distressed individuals.
To be flexible to the demands of the services, by being able to independently prioritise and manage own workload taking into account the unpredictable nature of the work, necessity to meet tight deadlines and cope with frequent interruptions.
The post holder must act as a responsible representative of the department when visiting other wards, departments and sites within the Trust; and may be required to assist with staff, patient and/or relative queries.
Other Duties:
1. To be proficient and have knowledge of Microsoft Office suite, including Word, Excel, PowerPoint, Outlook and Access, as well as excellent word processing skills.
2. Undertake the Fire Warden role for the department.
3. Able to set up and maintain excel spreadsheets for the purpose of monitoring/ evaluating statistics and information collated as directed by the Discharge Team Leader/Manager.
4. To continually develop expertise, achieve professional development goals and attend relevant training.
5. To be accountable for own actions and able to recognise own boundaries, seeking advice as appropriate.
6. To identify strengths and development needs and participate in the personal Development Review Process.
7. At the discretion of the Discharge Team Manager/Team Leader, to participate in incidents, Datix investigations, in order to improve the teams performance and quality of service for patients.
8. To maintain office equipment (arrange repairs, quotes and problem solve malfunctions according to instruction manual) as well as keep area tidy and clutter free.
Person Specification
Qualifications
* Good standard of general education (4 GCSEs or equivalent), including Maths and English language.
* Level 3 diploma in administrative practice or business management or equivalent knowledge/experience.
* ECDL or equivalent IT qualification or experience (BTEC/NVQ).
Experience
* Previous experience of working in administration at a senior level (including diary management, recruitment, minute taking etc.)
* Previous experience of working with complex data and producing reports.
* Able to recognise and record information accurately.
* Experience of working as part of a team.
* Able to work independently.
* Previous experience of working in the NHS - preferably in secondary care.
* Audit tool design and development.
* Experience of participating in audit.
* Experience of analysing data.
* Some knowledge of NHS frameworks/legislation relating to patient discharge.
Skills
* Excellent IT skills and experience in the use of Microsoft Office Suite.
* Accurate and advanced keyboard skills.
* Excellent written and verbal communication skills to a wide range of people including colleagues, members of the public and 3rd sector organisations.
* Able to present information written or orally in an accurate and logical manner.
* Ability to comprehend and work within the Trust Policies of Data Protection, Equal Opportunities and Health and Safety.
* Ability to work under pressure and prioritise own workload.
* Able to recognise when escalation to the Discharge Team Manager/Leader is required.
* Able to cope working in a stressful, fast environment and with emotional or distressed patients and carers.
* Excellent command of the English language.
* Good written, verbal and non-verbal communication skills.
* Able to communicate clearly and effectively, in particular where there are barriers to understanding.
Personal
* Diplomacy and empathy.
* Organised, professional and punctual.
* Adaptable, flexible and reliable.
* Ability to work and communicate with people at all levels.
* Ability to concentrate for long periods of time entering data.
* Ability to deal with unpredictable workload and deadlines with frequent interruptions.
* High degree of discretion and initiative.
* Ability to build and maintain relationships with other members of staff.
Other
* Good personal presentation.
* Able to work flexibly according to service requirements.
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.
South Warwickshire University NHS Foundation Trust
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