Job summary
The post holder will lead on providing a single point of access for bed booking and escalation of issues relating to delayed admissions and discharges with the AGM directorate. The post holder will maintain efficient administration services and information support to the clinical teams within the unit.
This is a complex multifunctional administration role, utilising information from clinical systems, ambulance systems and outpatient/ambulatory patient lists. The post holder will provide information to healthcare professionals to inform the delivery of urgent care treatment options and support the streamlining of patients onto appropriate pathways of care.
This role requires effective time management, negotiation, and problem-solving skills. The post holder must have strong communication skills and be competent in building strong relationships to assist with efficient working across the directorate. The post holder must be confident and adaptable in their approach to different individuals and situations, adapting their approach as necessary to resolve any issues by using tact, diplomacy, and compassion. The ability to work in a busy environment, in complex and challenging situations and build personal resilience will be key in this role, due to the increasing pressures on urgent care services.
The post holder will work with Senior members of the Operational team and should assist in raising the profile of the service and working with specialties across the Trust.
Main duties of the job
Organisational and Management Skills
Admin Support working in conjunction with the clinical coordinators
Patient Flow
Coordination of transport
About us
The operational team consist of 40 staff working across all 4 sites of the organisation providing Operational Management cover 24/7. The responsibilities of the team cover both site and bed management.
The team works closely with key individuals across the Trust from ward staff and Matrons through to the Duty Executive and externally with key healthcare partners across Oxfordshire, the neighbouring counties and UK.
The role is everchanging and diverse, no two days are the same and there are always learning opportunities.
We are looking for individuals who have the ability to problem solve, decision make , negotiate and are able to think laterally in a fast paced environment with multiple challenges, to work with the clinical coordinators
Job description
Job responsibilities
Organisational and Management Skills
- Work with Ward Clerks and Discharge Co-ordinators to provide guidance and advice with regards to patient flow and the associated administrative processes.
- To function as part of a multidisciplinary team to facilitate timely transfers and discharges
- Escalate service needs and increased capacity management requirements, across the admin teams that support CCC, AAU, and Discharge Liaison Hub
- Provide day to day support to the B4 Discharge Liaison staff
- Ensure staff have undertaken appropriate training on national and local data bases that monitor key performance indicators.
- Monitor performance of keeping data bases accurate and in real time and provide support and training as required.
- To be able to adapt and reprioritise workload in order to meet the need of the directorate
- Maintain effective work systems, ensuring that all correspondence and documentation is dealt with in a timely and professional manner, and meets audit requirements.
- The ability to work without direct supervision and use own initiative to troubleshoot problems
- To maintain patient confidentiality at all times and abide by the data protection act
- To enhance personal development within the structure of the post, taking responsibility for your own continuous personal development with support from line manager.
- Ensure that all data added to the system is correct based on the information provided
- Take responsibility for the maintenance of all CCC equipment, reporting any faults and maintaining stock levels for the department in relation to consumables, ensuring all resources are stored safely and securely.
- To initiate and develop ideas and suggestions to the ward management teams and the Operational team on practice and capacity issues with the aim to continually improve service delivery across the trust.
Admin Support
- To provide excellent customer service to all individuals accessing the CCC services.
- To liaise on behalf of the CCC with all services, external suppliers, and healthcare professionals as required.
- To produce regular reporting on bed capacity, outliers & inliers, length of stay across the directorate for clinical review, and other metrics to support a deeper understanding of demand and capacity within the directorate.
- To manage room booking for CCC resources
- Collate and distribute demand and capacity information and statistics regularly throughout the day so that individuals and teams receive accurate, up to date information to inform their decision making.
- To act as the Lead for Audits of delays and common problems of escalation, to allow the senior team to recognise and act on patterns of problems effecting delays and discharges.
- To Maintain all relevant IT Hardware and Databases within the CCC
- To ensure an accurate record of all patients on the Trust EPR clinical system to ensure a real time bed state is maintained for areas of responsibility and to support staff in planned and unplanned EPR downtime.
Job description
Job responsibilities
Organisational and Management Skills
- Work with Ward Clerks and Discharge Co-ordinators to provide guidance and advice with regards to patient flow and the associated administrative processes.
- To function as part of a multidisciplinary team to facilitate timely transfers and discharges
- Escalate service needs and increased capacity management requirements, across the admin teams that support CCC, AAU, and Discharge Liaison Hub
- Provide day to day support to the B4 Discharge Liaison staff
- Ensure staff have undertaken appropriate training on national and local data bases that monitor key performance indicators.
- Monitor performance of keeping data bases accurate and in real time and provide support and training as required.
- To be able to adapt and reprioritise workload in order to meet the need of the directorate
- Maintain effective work systems, ensuring that all correspondence and documentation is dealt with in a timely and professional manner, and meets audit requirements.
- The ability to work without direct supervision and use own initiative to troubleshoot problems
- To maintain patient confidentiality at all times and abide by the data protection act
- To enhance personal development within the structure of the post, taking responsibility for your own continuous personal development with support from line manager.
- Ensure that all data added to the system is correct based on the information provided
- Take responsibility for the maintenance of all CCC equipment, reporting any faults and maintaining stock levels for the department in relation to consumables, ensuring all resources are stored safely and securely.
- To initiate and develop ideas and suggestions to the ward management teams and the Operational team on practice and capacity issues with the aim to continually improve service delivery across the trust.
Admin Support
- To provide excellent customer service to all individuals accessing the CCC services.
- To liaise on behalf of the CCC with all services, external suppliers, and healthcare professionals as required.
- To produce regular reporting on bed capacity, outliers & inliers, length of stay across the directorate for clinical review, and other metrics to support a deeper understanding of demand and capacity within the directorate.
- To manage room booking for CCC resources
- Collate and distribute demand and capacity information and statistics regularly throughout the day so that individuals and teams receive accurate, up to date information to inform their decision making.
- To act as the Lead for Audits of delays and common problems of escalation, to allow the senior team to recognise and act on patterns of problems effecting delays and discharges.
- To Maintain all relevant IT Hardware and Databases within the CCC
- To ensure an accurate record of all patients on the Trust EPR clinical system to ensure a real time bed state is maintained for areas of responsibility and to support staff in planned and unplanned EPR downtime.
Person Specification
Essential and diserable
Essential
Desirable
Person Specification
Essential and diserable
Essential
Desirable
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
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).
