Administrator Job at Great Western Hospitals NHS Foundation Trust – in Great Western Hospitals NHS Foundation Trust –

Job Description

Would you like to work for an exciting and dynamic service within the NHS?

We are looking to recruit an experienced administrator with excellent IT skills, who will be working with teams of health care professionals.

This post will involve providing administrative support to the Discharge Support Team (DST) and the Clinical Site Management (CSM) Team. You will work independently under the supervision of the Admin/Team Manager, supporting the team to facilitate safe and effective patient discharges, and operational management of the hospital, as an integral part of the Multi-Disciplinary Team (MDT).

Please contact either Michelle Dow, Discharge Support (DST) and Clinical Site Management (CSM) Teams Admin/Team Manager on (01793) 646120 or Jeanette Etherington, Operational Admin Manager on (01793) 607418 for further information.

Key responsibilities will include proactive co-ordination and support of the discharge plan; this will include maintaining an oversight of the documentation used within the team, referrals to partner organisations, communicating with MDT members and to act as first point of contact for internal and external enquiries, as well as providing timely and accurate information regarding the current site position throughout the day, enabling the CSM team to present this data at the regular Site Meetings.

The administrator will support partnership working across disciplines and agencies with the flow management of patient discharge pathways in line with Governance priorities and Trust objectives.

The administrator will provide high level data to the Trust Executive team and daily on call management team, to facilitate timely decision making and maintaining the operational functioning of the organisation, and patient safety at all times.

Our STAR values are at the heart of everything we do. You can expect to see them in the way we act and the way we treat each other. Our values make us who we are. We will expect your values and behaviours to reflect the STAR Values of the organisation:

Service We will put our patients first

Teamwork We will work together

Ambition We will aspire to provide the best service

Respect We will act with integrity

1. To deliver comprehensive administrative support to members of DST, CSM, and team management, when requested.

2. To produce, manage and update a daily report for all patients who are medically fit for discharge and to attend daily conference calls with local authorities and external parties to facilitate safe and effective service users’ discharge, using bespoke systems including NerveCentre and Careflow (previously Medway).

3. Ensuring that the discharge pathway of the triaged service user is clearly documented on hospital IT systems and any change in pathway plan is shared appropriately.

4. To compile the Daily Operational Report prior to each site meeting, pulling accurate information from multiple sources, and ensuring an accurate operational position is communicated internally, and to our external partners.

5. To attend all site meetings at the scheduled times, and log all actions and outcomes discussed during the meetings.

6. Enter and extract data, when needed from designated data sources, for report and audit purposes.

7. Coordinate, process, monitor and record notification referrals for local authority service users using a variety of IT systems.

8. Validate and quality control data from referrals and record accurately on designated systems.

9. Manage the Repatriation Database, receiving referrals from external hospitals, and internal referrals out to other hospitals, ensuring the waiting list is communicated to the CSM Team, and escalations to delays are made in a timely manner. Ensuring patients that have been allocated beds (in or out) are updated and marked as completed on the database.

10. Maintain manage and coordinate the Mental Health drawer in the CSM Office (Ground Floor). Ensure that if a patent is placed on a Section, the paperwork is securely scanned and emailed to the appropriate teams (as per the Administrator training packs), and placed in the correct folder within the drawer for collection for the Mental Health Administrator.

11. Ensure that SHREWD is updated daily with accurate information, via an email submission

12. Performing routine administrative tasks for the department, this will include the flow of paperwork in and out of the office, such as photocopying, scanning, filing and archiving etc.

13. Produce reports with the use of Microsoft IT packages (Word, Excel and PowerPoint) ensuring they are presented accurately and to the highest possible standard.

14. Ensuring all urgent and confidential communications are received and distributed in a timely manner.

15. To act as a single point of contact for DST, dealing and responding effectively with complex queries ranging from stakeholders to ward staff, passing on relevant information to appropriate team members sensitively and autonomously.

16. To ensure the service user administration flow is in sequence with discharge plan and to expedite referrals appropriate to the designated pathway.

17. Prioritising own workload and be able to work autonomously using own initiative.

18. Contributing to ensuring the effective day to day running of DST and the CSM Team.

19. To distribute data daily in regard to DST case load and discharges.

20. To participate in weekend working to deliver 7-day provision.

21. Arranging promotion of services at an operational and strategic level.

22. Screen and respond to telephone calls, problem solve for staff, other professionals and family members.

23. To contribute and assist in the induction of others to the team eg: new starters and students.

24. Providing business support to the DST & CSM Teams Admin/Team Manager, as well as support with ad hoc requests from the Operational Administration Manager, the Matrons for Clinical Operations & Patient Flow, and the Head of Clinical Operations.

25. Participate in regular 1:1’s with the DST & CSM Teams Admin/Team Manager.

26. Participate in mandatory training as and when required using training tracker and maintain accurate attendance records.

27. Participate in yearly Staff Performance Review.

28. To support the response of a Trust major incident.

29. Any other tasks and activities that contribute to providing an efficient and effective service

30. To maintain both the DST and CSM Teams professional reputation, by acting in a professional manner at all times whilst on site, both within the office base, and the whole hospital site.

About Company

Company: Great Western Hospitals NHS Foundation Trust –
Company Location:  Great Western Hospitals NHS Foundation Trust –

About Great Western Hospitals NHS Foundation Trust -