Job responsibilities
To provide a comprehensive administration support to the Specialist Community Health Team for Learning Disabilities. There will be an expectation for the post
holder to be highly motivated, flexible and multi-skilled with excellent
organisational skills. The post holder will have high standard word processing
skills and computer literacy. They will be required to maintain an up-to-date
knowledge of Information Technology. The post holder will need to meet
deadlines, collate data and maintain standards relating to administrative
processes. They will need to be able to work within a team effectively and
share work streams where appropriate.
Where the post
holder is employed within a community team, they will coordinate the outpatient
waiting lists and clinics and support the processes and systems for these
teams.
Duties and
Responsibilities
Communication
and Working Relationship Skills
- Provide and receive routine information requiring tact or
persuasive skills, where there may be barriers to understanding.
- Communicates with service users concerning their appointments and
treatment, deals with enquiries from relatives and the public.
Communication with staff on work procedures and external agencies on behalf
of the service.
- Working within a multi-disciplinary environment ensuring that
communication with appropriate team members is effective and contemporary.
Analytical
and Judgemental Skills
- To manage both telephone and face to face contacts with distressed
service users in a supportive manner.
- Judgement involving facts or situations, some requiring analysis.
Resolves problems relating to patient records; locates missing case notes;
make judgements on how to respond to patient enquiries.
- Compare a range of options to support an effective team
administration service.
Planning
and Organisational Skills
- Arrange meetings and appointments for members of the
multi-disciplinary team.
- Support the arrangement of meetings for external agencies as
required.
- Maintain room booking schedules.
- Maintain team/individual diaries.
- Prioritise workload with particular consideration to issues arising.
- Plans own workload to ensure that weekly, monthly, quarterly and
annual tasks are met.
- Adjust clinic times as required.
Responsibility for Patient/Client Care, Treatment
and Therapy
- Types patients reports/correspondence.
- Deals with telephone/face to face
enquiries from patients.
Responsibility
for Policy and Service Development Implementation
- Adhere to all Trust and departmental policies and procedures relating
to their role.
- Comply with local administrative procedures.
- Participate
in local review of administration services.
Responsibility
for Finance, Equipment and Other Resources
- The post holder will order stationery and other necessary items for
the team via the procurement system.
- May be required to order and maintain
stationery and stores stocks; may be responsible for petty cash float.
Responsibility for Human Resources, e.g. Supervision,
Training, HR Advice and Management
- Supporting the induction of new staff members as required.
Responsibility
for Information Resources and Administrative Duties
- Maintain accurate referral records on behalf of the team.
- Utilise information technology.
- Produce confidential correspondence and reports.
- Maintain efficient and effective electronic filing system/s.
- Take, transcribe and distribute formal
minutes as necessary.
- The post holder will be partly responsible for ensuring accurate and
up to date data is recorded onto electronic records systems, and that this
information is communicated with the team and other professionals as
required.
Responsibility
for Research and Development
- Undertake surveys or
audits as necessary to own work.
Freedom
to Act
- Work is managed
rather than supervised.
- Accountable for own
actions manager is available for reference.
- Manages
own workload.
Any
Other Specific Tasks Required
- Provide cover for colleagues when and where necessary.
- Work pattern will be predictable.
Review of this Job Description
This job description is intended as an outline indicator
of general areas of activity and will be amended in the light of changing
service needs. This job description is to be reviewed in conjunction with the
post holder on an annual basis.
General
Information
Equality & Diversity
Devon Partnership NHS Trust is committed to recruiting and
supporting a diverse workforce and so we welcome applications from all sections
of the community regardless of age, disability, sex, race, religion or sexual
orientation, maternity/pregnancy, marriage/civil partnership or transgender
status. The Trust expects all staff to behave in a way which recognises and
respects this diversity in line with the appropriate standards.
Recovery
It is a requirement of all employees to have an
understanding of the broad principles of the Recovery Approach and to
incorporate them into every aspect of their work in support of the Trusts aim
to provide services that support peoples recovery through being holistic and
promoting social inclusion, self management, personal autonomy and
independence.
Risk Management / Health and Safety
Employees must be aware of the responsibilities placed on
them under the Health & Safety at Work Act 1974, ensure that agreed safety
procedures are carried out and maintain a safe environment for employees,
patients and visitors.
Records Management
The post holder has responsibility for the timely and
accurate creation, maintenance and storage of records in accordance with Trust
policy, including email documents and with regard to the Data Protection Act,
The Freedom of Information Act and any other relevant statutory requirements.
Clinical
Governance, Compliance and Performance
The post holder will be responsible for proving
that the Care Quality Commission outcome areas have been met in all registered/related
activities for which the post holder is responsible. Where outcomes are not met
the post holder is expected to put in place/recommend action to improve. The
post holder will proactively seek and engage the support of the governance
teams in the Compliance and Corporate Development directorate to gather
information as required. The post holder will build an understanding of and
adhere to the CQC guidelines as well as the Trusts guidelines on the approach
to maintaining CQC registration.
Prevention and
Control of healthcare Associated Infection
The post holder is
expected to comply with Trust Infection Control Policies and conduct themselves
at all times in such a manner as to minimise the risk of healthcare associated
infection.
Smoking
The Trust operates a non smoking policy. Employees are
not permitted to smoke anywhere within the premises of the Trust or when
outside on official business. Staff must also be mindful of public perception
and must therefore not smoke whilst travelling in Trust identified vehicles or
when can be identified as Devon Partnership Mental Health Trust staff.
Policies &
Procedures
Trust employees are expected to follow Trust policies,
procedures and guidance as well as professional standards and guidelines. It is
your responsibility to read and familiarise yourself with all policies relevant
to your job role. These are grouped into two sections, HR and Clinical and can
be found on the Trust intranet site or via your line manager. You will also be
required to comply with any training needs that arise from reviews or
variations of policies and procedures.
Safeguarding
Safeguarding is part of everyday practice and all Trust employees are required to work in accordance with policies,
procedures and professional codes to safeguard people who use our service,
their children, families and carers from abuse. Staff must be aware of any
children that live with, or have contact with, the person in their care,
promoting the Childs welfare and ensuring their needs have been taken into
account as part of the overall assessment and practice process, engaging other
agencies as appropriate. All staff should have the knowledge and skills to
work in such a way as to reduce the likelihood of abuse, be alert to, and take
appropriate action in relation to, safeguarding issues. Where staff are unsure
what appropriate action to take, they should always escalate their concerns and
speak to a senior member staff.
