Job summary
The Mental Health Act (MHA) administrator is a specialised administration role which involves processing all MHA paperwork i.e. section papers for patients detained under the MHA and making sure that the detention is legally valid. Patients that are detained under the Act have certain rights and part of the MHA administration role is to ensure that patients are aware of their rights (sending letters to patients and their Nearest Relative) and when patients appeal against their section submitting applications to the Mental Health Tribunal.
The role involves communicating with a range of people i.e. patients and carers, clinicians, solicitors, the tribunal service, Ministry of Justice and the Care Quality Commission.
This post is based in Exeter where you would work with other administrators in what is a busy office environment, you will also be part of a team of MHA administrators that provide an administration service across Devon, Torbay and Langdon Hospital. The MHA team work flexibly and provide cover to other offices when there is sickness, annual leave or when offices are really busy. This is managed by having a generic MHA administration email box, there may be times when travel is required, i.e. when a tribunal is planned or to access section papers. The role is primarily office based. Training for the role comes from shadowing administrators and gaining an understanding of MHA administration processes and developing knowledge and experience.
Main duties of the job
The role involves scrutinising detention papers and ensuring that patients are legally detained, entering this information on the patient record so that clinicians are aware of the legal status of patients. Ensuring that patients and their Nearest Relative are informed by letter of their right to appeal against their detention and are also given information about advocacy services. Records must be kept about section expiry dates so that Responsible Clinicians can be sent reminders to review the detention and to consider whether the section could be ended or regraded. The administrator will also process applications to the Mental Health Tribunal and ensure that clinicians produce reports for the Tribunal members at specified dates. This may involve sending repeat reminders to ensure that patients' rights are upheld and that Tribunals take place as planned. The administrator will meet and greet the Tribunal panel members and ensure they have everything they need for the tribunal to go ahead. The administrator is also responsible for ensuring that all patients detained under the Act have appropriate consent to treatment arrangements in place by emailing and reminding Responsible Clinicians to complete relevant paperwork.
The MHA administration role is an important role within the Trust which ensures that patients are legally detained and receive treatment in accordance with the Act
About us
About Devon Partnership Trust
We provide mental health, learning disability and neurodiversity services, as well as a range of specialist & secure services for the wider south west region & nationally. We are passionate about promoting good mental health & wellbeing. We strive to use the expertise & resources within our organisation, and through our partnerships, to deliver high quality services that are safe & focused on people's recovery.
We are committed to developing a culture of coproduction, involving patients, families & carers in everything we do
Our values
We not only recruit based on qualifications & experience - we recruit individuals who possess & demonstrate the behaviours which underpin our Trusts core values. These include such attributes as showing a commitment to quality of care, improving lives of others, giving respect, dignity & compassion. We can bring those values to life in our everyday tasks by giving a smile; making time for people; challenging ourselves & others, & being open to new ideas.
We are committed to being an inclusive employer & applications are encouraged & welcomed from all sections of the community, regardless of any protected characteristics as governed by the Equality Act 2010. Part time & flexible working applications will be considered & supported, where possible. We particularly encourage applicants with lived experience of mental health conditions, neurodiversity or learning disabilities. We are a Disability Confident Leader.
Job description
Job responsibilities
Communication & Working Relationships
The post holder will be required to:
- Communicate complex and sensitive information with a range of staff, patients and carers
- Deal with significant barriers to communications. For example when dealing with patients rights or liaison with relatives
- Communicate across internal and external organisation(s), demonstrating high levels of negotiating and influencing skills, for example with patients and carers Medical / Clinical staff, Approved Mental Health Practitioners, Hospital Managers, Solicitors, Tribunal Office, Care Quality Commission, Ministry of Justice
- Build and maintain effective team working relationships with all the above groups
Planning & Organisation
- The post holder will be responsible for receiving, scrutinising and processing MHA paperwork,.
- Plan, organise and administer MHA Tribunals and Hospital Managers hearings, informing staff of the need to produce reports and ensuring their timely distribution
- To ensure the provision of Mental Health Act advice.
- To plan and prioritise their workload (delegate tasks and provide day to day supervision to the MHA administrative assistant where appropriate)
- Keep accurate records and inform clinicians of impending deadlines
- Plan and organise visits to wards / units to check MHA/MCA paperwork to ensure compliance with legislation
- Plan and deliver training to all levels of clinical staff in accordance with the Training Programme
- To react to rapidly changing situations, interruptions and unforeseen events and ensure a timely and accurate response
Responsibility for Judgement and Analysis
The post holder will:
1. The post holder will be responsible for receiving, scrutinising and processing MHA (and other related paperwork where appropriate, i.e. Guardianship, Deprivation of and Deprivation of Liberty Safeguards) on behalf of the Trust.
2. Be required to investigate a variety of issues and propose solutions when dealing with complex enquiries.
3. Be able to understand interpret and apply the relevant legislation and current case law to the Acts
4. To have specialist detailed knowledge in the application of the MHA/ MCA and DOLS
Responsibility for Patient/Client Care, Treatment & Therapy
The post holder will:
- Provide advice, support and information to patients, relatives / carers and clinicians relating to the MHA/MCA/DOLS.
- Visit patients when necessary to ensure that patients are properly informed of their rights, have information about appeal processes etc
- Provide assistance when necessary to patients applying for a Hospital Managers Hearings or Mental Health Tribunal within the legal time frame
Policy, Service, Research & Development Responsibility
The post holder will be:
- Expected to participate in core clinical governance activities by providing relevant data for audit, evaluation and research.
- Contribute to the development of Trust policies and local protocols and oversee their implementation.
- Ensure adherence to MHA/MCA/DOLS policies across the Trust through monitoring of systems and processes in place.
Responsibility for Finance, Equipment & Other Resources
The post holder will be expected to use Agresso for the ordering of office equipment/stationery subject to managerial authorisation
Responsibility for Supervision, Leadership & Management
1. The post holder will provide day to day supervision of the MHA Admin Assistant (where appropriate)
2. The post holder will deliver training on the MHA/MCA and DOLS to a wide range of staff and clinicians
Information Resources & Administrative Duties
- Ensure that patients are legally detained/ deprived of their liberty under the appropriate legislative framework
- To ensure that patients are informed of their rights and provided with appropriate written information about the effects of any statutory framework and appeal processes
- Scrutinise, monitor and administer the legal paperwork involved with the detention or deprivation of patients under the MHA/MCA/DOLS.
- To manage confidential and sensitive information
- Maintain up to date and accurate patient files relating to MHA/MCA/DOLS paperwork.
- Ensure MHA Hospital Managers files are up to date and send new information to Managers when needed.
- Work to and advise individuals of the information governance process when accessing records.
- Contribute to statutory reports ensuring they are managed in accordance with the requirements of the MHA/MCA/DOLS
- Assist other localities in administering the Mental Health Act as directed by the MHA Manager/Senior MHA Administrator
- Assist with the development and maintenance of the IT based resource library for the Mental Health Act.
- To be the first point of contact and support for staff with any queries/concerns regarding the MHA/MCA/DOLS
- Provide advice to clinicians and other clinical staff on procedures which support compliance with the Acts as required, taking account of any changes in legislation.
- To attend relevant meetings, seminars and conferences to maintain currency with MHA/MCA/DOLS legislation.
- To organise Managers and Tribunal Hearings including dates and venues, informing staff who are required to produce reports, collating the relevant reports, and other necessary documentation including liaison with the Tribunals Office.
- Arrange legal representation for patients and liaison with Solicitors when required
- To liaise with MHA Hospital Managers to arrange ward visits and to contact the ward manager to give details of visit
- To plan and visit all inpatient wards / units to scrutinise ward files, making sure that all relevant paperwork is up to date and to check the legality of the paperwork making necessary corrections where appropriate
- In conjunction with the Mental Health Act Manager to plan and deliver MHA/MCA training as required
- To contribute to the development of administrative protocols and MHA policies
- To undertake any other responsibilities appropriate to the grade as directed by the Mental Health Legislation Professional Lead
Any Other Specific Tasks Required
- Attend relevant meetings, seminars and conferences to keep up to date with legislation and training.
- Attend MHA Hospital Managers hearings in the capacity of procedural advisor and ensure the Hearings satisfy the legal requirements
- Liaise with the CQC to ensure the processes for Second Opinion Approved Doctors (SOADs) is followed
Job description
Job responsibilities
Communication & Working Relationships
The post holder will be required to:
- Communicate complex and sensitive information with a range of staff, patients and carers
- Deal with significant barriers to communications. For example when dealing with patients rights or liaison with relatives
- Communicate across internal and external organisation(s), demonstrating high levels of negotiating and influencing skills, for example with patients and carers Medical / Clinical staff, Approved Mental Health Practitioners, Hospital Managers, Solicitors, Tribunal Office, Care Quality Commission, Ministry of Justice
- Build and maintain effective team working relationships with all the above groups
Planning & Organisation
- The post holder will be responsible for receiving, scrutinising and processing MHA paperwork,.
- Plan, organise and administer MHA Tribunals and Hospital Managers hearings, informing staff of the need to produce reports and ensuring their timely distribution
- To ensure the provision of Mental Health Act advice.
- To plan and prioritise their workload (delegate tasks and provide day to day supervision to the MHA administrative assistant where appropriate)
- Keep accurate records and inform clinicians of impending deadlines
- Plan and organise visits to wards / units to check MHA/MCA paperwork to ensure compliance with legislation
- Plan and deliver training to all levels of clinical staff in accordance with the Training Programme
- To react to rapidly changing situations, interruptions and unforeseen events and ensure a timely and accurate response
Responsibility for Judgement and Analysis
The post holder will:
1. The post holder will be responsible for receiving, scrutinising and processing MHA (and other related paperwork where appropriate, i.e. Guardianship, Deprivation of and Deprivation of Liberty Safeguards) on behalf of the Trust.
2. Be required to investigate a variety of issues and propose solutions when dealing with complex enquiries.
3. Be able to understand interpret and apply the relevant legislation and current case law to the Acts
4. To have specialist detailed knowledge in the application of the MHA/ MCA and DOLS
Responsibility for Patient/Client Care, Treatment & Therapy
The post holder will:
- Provide advice, support and information to patients, relatives / carers and clinicians relating to the MHA/MCA/DOLS.
- Visit patients when necessary to ensure that patients are properly informed of their rights, have information about appeal processes etc
- Provide assistance when necessary to patients applying for a Hospital Managers Hearings or Mental Health Tribunal within the legal time frame
Policy, Service, Research & Development Responsibility
The post holder will be:
- Expected to participate in core clinical governance activities by providing relevant data for audit, evaluation and research.
- Contribute to the development of Trust policies and local protocols and oversee their implementation.
- Ensure adherence to MHA/MCA/DOLS policies across the Trust through monitoring of systems and processes in place.
Responsibility for Finance, Equipment & Other Resources
The post holder will be expected to use Agresso for the ordering of office equipment/stationery subject to managerial authorisation
Responsibility for Supervision, Leadership & Management
1. The post holder will provide day to day supervision of the MHA Admin Assistant (where appropriate)
2. The post holder will deliver training on the MHA/MCA and DOLS to a wide range of staff and clinicians
Information Resources & Administrative Duties
- Ensure that patients are legally detained/ deprived of their liberty under the appropriate legislative framework
- To ensure that patients are informed of their rights and provided with appropriate written information about the effects of any statutory framework and appeal processes
- Scrutinise, monitor and administer the legal paperwork involved with the detention or deprivation of patients under the MHA/MCA/DOLS.
- To manage confidential and sensitive information
- Maintain up to date and accurate patient files relating to MHA/MCA/DOLS paperwork.
- Ensure MHA Hospital Managers files are up to date and send new information to Managers when needed.
- Work to and advise individuals of the information governance process when accessing records.
- Contribute to statutory reports ensuring they are managed in accordance with the requirements of the MHA/MCA/DOLS
- Assist other localities in administering the Mental Health Act as directed by the MHA Manager/Senior MHA Administrator
- Assist with the development and maintenance of the IT based resource library for the Mental Health Act.
- To be the first point of contact and support for staff with any queries/concerns regarding the MHA/MCA/DOLS
- Provide advice to clinicians and other clinical staff on procedures which support compliance with the Acts as required, taking account of any changes in legislation.
- To attend relevant meetings, seminars and conferences to maintain currency with MHA/MCA/DOLS legislation.
- To organise Managers and Tribunal Hearings including dates and venues, informing staff who are required to produce reports, collating the relevant reports, and other necessary documentation including liaison with the Tribunals Office.
- Arrange legal representation for patients and liaison with Solicitors when required
- To liaise with MHA Hospital Managers to arrange ward visits and to contact the ward manager to give details of visit
- To plan and visit all inpatient wards / units to scrutinise ward files, making sure that all relevant paperwork is up to date and to check the legality of the paperwork making necessary corrections where appropriate
- In conjunction with the Mental Health Act Manager to plan and deliver MHA/MCA training as required
- To contribute to the development of administrative protocols and MHA policies
- To undertake any other responsibilities appropriate to the grade as directed by the Mental Health Legislation Professional Lead
Any Other Specific Tasks Required
- Attend relevant meetings, seminars and conferences to keep up to date with legislation and training.
- Attend MHA Hospital Managers hearings in the capacity of procedural advisor and ensure the Hearings satisfy the legal requirements
- Liaise with the CQC to ensure the processes for Second Opinion Approved Doctors (SOADs) is followed
Person Specification
Qualifications
Essential
- NVQ level 3/4 in administration, similar administration qualification
Desirable
- Certificate in MHA Law qualification
Experience
Essential
- Administration/secretarial skills/communication skills
- Office experience
- Experience of team work
Desirable
- Experience of working with mental health, learning disability/neurodiversity
Person Specification
Qualifications
Essential
- NVQ level 3/4 in administration, similar administration qualification
Desirable
- Certificate in MHA Law qualification
Experience
Essential
- Administration/secretarial skills/communication skills
- Office experience
- Experience of team work
Desirable
- Experience of working with mental health, learning disability/neurodiversity
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.