Job summary
37.5 hours per week
An exciting opportunity has arisen within our Bed Bureau Service for a highly motivated individual who has the relevant transferable skills to join our team as a referral coordinator
This post will support the improvement in hospital discharge arrangements from Derriford and Mount Gould hospitals to nursing and residential homes in Plymouth. This may develop into sourcing for community placements in the future. Working closely with the Bed Bureau Manager and Operational Lead for Adult Social Care in improving patient experience, clinical safety and patient flow.
The post holder will act on behalf of care home providers to ensure appropriate care plans are sent over, to support and facilitate timely and safe discharges from hospital to care homes.
The post would suit a dynamic individual who is committed to the delivery of excellent care and collaborative working. We are seeking a dedicated individual with a high level of emotional intelligence, excellent communication, and interpersonal skills. You will be required to work with a wide variety of stakeholders, including patients and public, University Hospitals Plymouth NHS Trust, Livewell Southwest, the local authority Plymouth City Council, and the Integrated Care Board (ICB).
Staff are currently working a hybrid model of office, community and home working and the role will require travel across multiple sites.
Main duties of the job
To
ensure the delivery of an effective and competent level of administrative
support including the collating and reporting of data, in the form of both graphs and tables.As well as consistently delivering a client focused service, which promotes good
customer service and effective working relationships.
Reporting any issues or barriers to discharge to Bed Bureau team managers.
This is an evolving service and as it develops the post holder will play a key role in helping to shape these changes.
As
a Referral Co-ordinator, you will be expected to use your own initiative to manage
changing service needs. You will engage with other managers to ensure that the
administrative support is provided to meet operational needs.
To
provide the day-to-day supervision and line management to number of
administrative staff.
"Please note that this role may not be eligible for sponsorship under the Skilled Worker route, please refer to the Direct Gov website for more information with regards to eligibility"
About us
Livewell Southwest is an independent, award-winning social enterprise providing integrated health & social care services for people across Plymouth, South Hams & West Devon, as well as some specialist services for people living in parts of Devon & Cornwall. With teams in community hospitals, GP practices, sports centres, health & wellbeing hubs.
As an organisation with a strong social conscience, we always value being kind, respectful, inclusive, ambitious, responsible and collaborative. Transforming services to make them sustainable, ensuring that we value, support & empower each other.
We are committed to involving the people we care for, families & carers in everything that we do, working towards co-production where we can. Helping us to deliver the right care for people, in the right place & at the right time. By putting people at the centre of what we do, we ensure to support people to lead, healthy independent lives & be the very best at helping people to live well.
Valuing our employees making an investment in their development a priority. We offer:
Protected CPD time for registered staff
Various development pathways and ongoing regular training packages for all staff
Leadership & mentoring programmes
Access & funding for training including Care Certificate, Assistant Practitioners Course & Scholarship Into Nurse Training
A Robust Preceptorship
A bespoke induction programme
Existing members of the NHS Pension Scheme can continue their membership when they join the organisation.
Job description
Job responsibilities
Bed Bureau
To
support the Bed Bureau team managers with data and information required to
enable the running of the service.
To
use a variety of IT systems to produce reports and data for analysis by the Bed
Bureau team managers.
To
hold data base information to support the Bed Bureau team managers with the
daily management and coordination of the service waiting list.
To
support the Bed Bureau team managers with managing the team e-roster and to
support the team with monitoring mandatory training and supervision reports.
To
provide administration support to the Bed Bureau team.
Generic
To
ensure the delivery of an effective and competent level of administrative
support and consistently deliver a client focussed service which promotes good
customer service and effective working relationships.
Reporting
any issues or barriers to discharge to Bed Bureau team managers.
To
develop ways in which key work streams are developed and manage projects within
the service area.
As
a Referral Co-ordinator, you will be expected to use your own initiative to manage
changing service needs. You will engage with other managers to ensure that the
administrative support is provided to meet operational needs.
To
provide the day-to-day supervision and line management to number of
administrative staff.
Key Tasks and Responsibilities
To ensure an
effective Bed Bureau service that is efficient and professional, which will
include managing staff resources to ensure effective cover.
Coordination of information across
systems to support Bed Bureau referral management. Ensuring that referrals to
the care homes are delivered in a timely manner, whilst adhering to best value
and quality assurance principles
Broker suitable Care Home placements, ensuring
value for money, negotiating fee levels.
Attend meetings
on behalf of the Bed Bureau service to provide information pertinent to the meeting.
Promote the
image of the organisation and services by ensuring that all information and
communication is up to date and suitably presented.
Take responsibility
for ensuring that internal and external communication systems are fit for
purpose.
Ensure that all
complaints, compliments, concerns, comments and suggestions are appropriately recorded,
and where possible resolved within level of role or escalated appropriately.
Respond
to telephone, email, and written queries on behalf of the service area including
call handling where appropriate.
Manage appointments, meetings, and events on behalf of the
service, making bookings where necessary and ensuring all documentation is
available.
To
produce agendas and minutes for high level and confidential meetings, transcribing
and distributing as necessary and capturing/monitoring any actions.
Analyse data to
enable managers to monitor budgets and performance in relation to business
support function.
Collate information;
prepare reports and presentations pertaining to the service area at the request
of the service manager.
Produce
information for service area users with support of service managers.
Ensure
that the corporate support function complies with all Livewell policies and procedures
including Data Protection, confidentiality, Health and Safety, security and
safeguarding.
Be
proactive and contribute ideas for improvement in the way the service is
delivered.
Able
to work on own initiative, prioritising work within defined policies and
procedures to set timescales.
Manage specific
projects as requested by the service manager and provide updates on progress.
Co-ordinate
Health and Safety within the service area, reporting faults and ensuring that
work is undertaken
Ensure that
fire safety policies are adhered to within the service area.
Organise data
collection to support research and development.
Staff management & development
Provide the day-to-day
supervision and line management of junior staff where appropriate, including
performance management, absence management and appraisal.
Lead on
recruitment and selection of administrative staff and support other managers
with recruitment processes.
Develop workforce
by providing induction, in-post training and updates for relevant staff.
Financial and physical resources
Exercise
personal duty of care in the safe use and storage of equipment
Be
environmentally aware and prudent in use of resources and energy
The job description
and person specification are an outline of the tasks, responsibilities and
outcomes required of the role. The job holder will need to be flexible to carry
out any other duties as may be reasonably required by their line manager
For full details please refer to the full job descritption in the supporting documents
Job description
Job responsibilities
Bed Bureau
To
support the Bed Bureau team managers with data and information required to
enable the running of the service.
To
use a variety of IT systems to produce reports and data for analysis by the Bed
Bureau team managers.
To
hold data base information to support the Bed Bureau team managers with the
daily management and coordination of the service waiting list.
To
support the Bed Bureau team managers with managing the team e-roster and to
support the team with monitoring mandatory training and supervision reports.
To
provide administration support to the Bed Bureau team.
Generic
To
ensure the delivery of an effective and competent level of administrative
support and consistently deliver a client focussed service which promotes good
customer service and effective working relationships.
Reporting
any issues or barriers to discharge to Bed Bureau team managers.
To
develop ways in which key work streams are developed and manage projects within
the service area.
As
a Referral Co-ordinator, you will be expected to use your own initiative to manage
changing service needs. You will engage with other managers to ensure that the
administrative support is provided to meet operational needs.
To
provide the day-to-day supervision and line management to number of
administrative staff.
Key Tasks and Responsibilities
To ensure an
effective Bed Bureau service that is efficient and professional, which will
include managing staff resources to ensure effective cover.
Coordination of information across
systems to support Bed Bureau referral management. Ensuring that referrals to
the care homes are delivered in a timely manner, whilst adhering to best value
and quality assurance principles
Broker suitable Care Home placements, ensuring
value for money, negotiating fee levels.
Attend meetings
on behalf of the Bed Bureau service to provide information pertinent to the meeting.
Promote the
image of the organisation and services by ensuring that all information and
communication is up to date and suitably presented.
Take responsibility
for ensuring that internal and external communication systems are fit for
purpose.
Ensure that all
complaints, compliments, concerns, comments and suggestions are appropriately recorded,
and where possible resolved within level of role or escalated appropriately.
Respond
to telephone, email, and written queries on behalf of the service area including
call handling where appropriate.
Manage appointments, meetings, and events on behalf of the
service, making bookings where necessary and ensuring all documentation is
available.
To
produce agendas and minutes for high level and confidential meetings, transcribing
and distributing as necessary and capturing/monitoring any actions.
Analyse data to
enable managers to monitor budgets and performance in relation to business
support function.
Collate information;
prepare reports and presentations pertaining to the service area at the request
of the service manager.
Produce
information for service area users with support of service managers.
Ensure
that the corporate support function complies with all Livewell policies and procedures
including Data Protection, confidentiality, Health and Safety, security and
safeguarding.
Be
proactive and contribute ideas for improvement in the way the service is
delivered.
Able
to work on own initiative, prioritising work within defined policies and
procedures to set timescales.
Manage specific
projects as requested by the service manager and provide updates on progress.
Co-ordinate
Health and Safety within the service area, reporting faults and ensuring that
work is undertaken
Ensure that
fire safety policies are adhered to within the service area.
Organise data
collection to support research and development.
Staff management & development
Provide the day-to-day
supervision and line management of junior staff where appropriate, including
performance management, absence management and appraisal.
Lead on
recruitment and selection of administrative staff and support other managers
with recruitment processes.
Develop workforce
by providing induction, in-post training and updates for relevant staff.
Financial and physical resources
Exercise
personal duty of care in the safe use and storage of equipment
Be
environmentally aware and prudent in use of resources and energy
The job description
and person specification are an outline of the tasks, responsibilities and
outcomes required of the role. The job holder will need to be flexible to carry
out any other duties as may be reasonably required by their line manager
For full details please refer to the full job descritption in the supporting documents
Person Specification
Qualifications
Essential
- Educated to Vocational Qualification Level IV in an administrative related subject or equivalent level of qualifications or significant equivalent previous experience.
Desirable
- Supervisory qualification
- RSA / OCR III or equivalent typing / word processing including audio typing.
Experience
Essential
- Experience of supervising other staff members.
- Ability to handle confidential information with discretion.
- Significant previous experience of working in a senior administrative or supervisory role.
- Experience of working in a customer facing role within a Health and Social Care environment.
- Decision making and resolving complex work-related issues.
- Experience of working within a Referral Management setting.
Desirable
- Competent in the use of Livewell systems.
- Recent experience of working in a health care provider office environment
Knowledge
Essential
- Thorough working knowledge of Microsoft Office packages, i.e.: Outlook, Word, and Excel.
- Excellent understanding of general office working procedures.
- Knowledge and experience of E-Referral
- Knowledge and experience of SystmOne
Desirable
- Up to date knowledge of Livewell policies and procedures.
- Understanding of Data Protection legislation
- Awareness of current issues within the NHS.
- Understanding of healthcare services and national requirements in inpatient and outpatient booking systems.
Skills & Abilities
Essential
- Excellent verbal and written communication skills.
- Able to use judgement and initiative to provide information and support.
- Accurate and fast typing and data entry skills.
- Ability to manage and lead a team and work within wider teams.
- Able to analyse problems and initiate appropriate solutions effectively.
- Able to apply tact and sensitivity to establish trust and support.
- Ability to use own initiative to organise own workload and that of others, setting deadlines and ensuring these are met.
- Able to compose and transcribe minutes, correspondence, and reports.
- Effective time management skills.
- Empathetic approach to managing and resolving enquiries.
- Flexibility to meet competing demands within the working day.
- Able to manage difficult and distressing situations effectively.
- Flexible and adaptable, ability to learn new skills and develop role.
- Able to work as part of a team.
Person Specification
Qualifications
Essential
- Educated to Vocational Qualification Level IV in an administrative related subject or equivalent level of qualifications or significant equivalent previous experience.
Desirable
- Supervisory qualification
- RSA / OCR III or equivalent typing / word processing including audio typing.
Experience
Essential
- Experience of supervising other staff members.
- Ability to handle confidential information with discretion.
- Significant previous experience of working in a senior administrative or supervisory role.
- Experience of working in a customer facing role within a Health and Social Care environment.
- Decision making and resolving complex work-related issues.
- Experience of working within a Referral Management setting.
Desirable
- Competent in the use of Livewell systems.
- Recent experience of working in a health care provider office environment
Knowledge
Essential
- Thorough working knowledge of Microsoft Office packages, i.e.: Outlook, Word, and Excel.
- Excellent understanding of general office working procedures.
- Knowledge and experience of E-Referral
- Knowledge and experience of SystmOne
Desirable
- Up to date knowledge of Livewell policies and procedures.
- Understanding of Data Protection legislation
- Awareness of current issues within the NHS.
- Understanding of healthcare services and national requirements in inpatient and outpatient booking systems.
Skills & Abilities
Essential
- Excellent verbal and written communication skills.
- Able to use judgement and initiative to provide information and support.
- Accurate and fast typing and data entry skills.
- Ability to manage and lead a team and work within wider teams.
- Able to analyse problems and initiate appropriate solutions effectively.
- Able to apply tact and sensitivity to establish trust and support.
- Ability to use own initiative to organise own workload and that of others, setting deadlines and ensuring these are met.
- Able to compose and transcribe minutes, correspondence, and reports.
- Effective time management skills.
- Empathetic approach to managing and resolving enquiries.
- Flexibility to meet competing demands within the working day.
- Able to manage difficult and distressing situations effectively.
- Flexible and adaptable, ability to learn new skills and develop role.
- Able to work as part of a team.
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
