Job summary
Working
pattern: Monday to Friday 37.5 hours
We are seeking
an administrator with excellent organisational and interpersonal qualities to
join the All-Age Continuing Care team. The role will be key to providing
essential and effective administrative support to our Appeals and PHB teams.
You'll have the opportunity to work with a wide range of people including
healthcare providers and clinical professionals.
The ideal
candidate will be enthusiastic, detail-oriented and able to work independently.
Managing multiple tasks simultaneously
will be one of your strengths. The successful candidate will ensure all
communications are handled with the utmost professionalism and care and driven
to make a positive impact in the lives of patients navigating the complexities
of the healthcare system.
If you're eager
to showcase your administrative and communication skills, we encourage you to
apply and become a vital part of our supportive and collaborative team,
delivering outstanding services.
Key
Skills and Qualities:
- Ability
to manage multiple tasks and meet deadlines efficiently.
- Excellent
written and verbal communication skills.
- Accurate
data entry and meticulous record-keeping.
- Proactive
approach with the ability to work independently and as part of a team.
- Understanding
and supportive approach to patient and public interactions.
- Ability
to use information systems and generate reports.
- Commitment
to maintaining confidentiality and handling sensitive information discreetly.
Main duties of the job
- To
support the PHB and Appeals teams through delivery of efficient and effective
administrative and data management processes and procedures
- Support
the PHB and Appeals Clinical Leads to ensure the workstreams are effectively
delivered to agreed deadlines
- Process
appeal requests in a timely and accurate manner, ensuring compliance with all
regulatory requirements.
- Serve
as a point of contact for patients, patient representatives, healthcare
providers, legal and clinical professionals. ensuring all public and patient
contact is of the highest professional standard.
- Maintain
detailed and accurate records using multiple information systems.
- Undertake
quality audits, ensuring the correct documentation has been completed and has
been correctly completed for each PHB
- Coordinate
meeting planning, including scheduling panels, setting agendas, and taking and
circulating detailed minutes.
- Monitor
and follow up with relevant others on any items for action arising from
meetings.
- Maintain
confidentiality regarding all conversations and documentation.
- Generate
accurate data to enable local, regional, and national reporting to be
undertaken.
About us
The Black Country Integrated Care Board (ICB) is a statutory NHS
organisation responsible for developing a plan for meeting the health needs of
1.26 million people in the Black Country. We manage the NHS budget for Dudley, Sandwell, Walsall and Wolverhampton and are
responsible for planning and buying Primary Medical Services (GPs), dental,
optometry and pharmacy services.
We are part of the Black Country Integrated Care System (ICS),
known as Healthier Futures, which is a partnership of organisations working
together to bring health and social care services closer together for the good
of our communities. We support the ICS vision for a healthier place with
healthier people and healthier futures.
The ICB has five core values that underpin the
way we work and help to guide our actions and the decisions we make for local
people and communities. These are compassion, inclusivity, integrity,
fairness and trust.
We are an equal opportunities employer who actively supports and
encourages increasing the diversity of our employees, and welcome applications
from people with transferable skills gained through experience across the full
range of health and social care settings.
We are also a bronze award holder under the Defence Employer
Recognition Scheme (ERS). The ERS recognises commitment and support from UK
employers for defence personnel.
Note: in case of fraudulent activity please ensure you check the sender which will be from bcicb.recruitment.workforce@nhs.net
Job description
Job responsibilities
- To
be thoroughly conversant with the National Framework for NHS Continuing Care
(CHC) and ensure that the policy is efficiently and consistently applied as
part of the administrative process and implement any proposed national changes.
- To
ensure that the administrative processes for the management of continuing
healthcare requests accords with National and Local Policies.
- Support the CHC service with secretarial and
administrative systems, process and procedures to support efficient day to day
operations of the CHC team.
- The
post holder will be required to demonstrate initiative in organising their own
workload as well as working independently. There will be an expectation for the
post holder to be highly motivated, flexible and enthusiastic.
- To undertake ad-hoc support for project work as
delegated by the CHC Business/Specialist Lead.
- Able to work, predominantly under supervision,
but be able to prioritise an unpredictable workload and ensure competing
priorities are delivered as expected in a timely manner and within the policies
and principles of the ICB standards.
- To maintain constructive relationships with a
broad range of internal and external stakeholders. Attend team, relative, CHC
panel, retrospective and Local Resolution meetings, to take and transcribe
minutes and reports.
- To circulate minutes to the team/relevant others
and send written responses to individuals and members of the public .i.e.
clients relatives or legal representatives.
- To follow up with relevant others on any action
points from team, relative, CHC panel, retrospective and Local Resolution
meetings.
- As part of a team, to provide business,
secretarial and administrative support to a range of both clinical and
non-clinical staff within the CHC team.
- To
maintain a high standard and quality service by working as a team.
- To
demonstrate initiative and time management in organising own workload and
delivering a customer focused service.
- As part of a team, to provide general office
duties including dealing with post, photocopying, ordering of stationary.
- On a daily basis answer queries from patients,
carers, public, other professions and care agencies through telephone, email
and internal departments, relating to a wide range of issues. Taking messages
and accurately recording, directly responding to queries, exercising initiative
and judgment to analyse and prioritise issues and escalating as appropriate.
- Escalating queries/information on a daily basis
when members of the public, colleagues, medical and other professionals are
distressed, angry or frustrated; whilst maintaining a polite and professional
manner.
- To assist with coordinating a delegated range of
diaries for staff within the CHC team, taking a pro-active approach. This
includes arranging and coordinating a wide range of meetings and appointments
with a range of external stakeholders and system partners.
- To support the CHC Business/Specialist Lead to
action and process all Subject Access Requests/FOI and to follow the procedure
appropriately in given timescales.
- Sharing personal client information of sensitive
nature and ICB information with colleagues, medical and other professionals in
line with ICB policies and procedures within the regulations of GDPR, Sharing
of Information Protocol and Freedom of Information Act on a daily basis.
- Using knowledge and experience to explain the
application process, procedures, policies and eligibility criteria with regard
to requests for Continuing Healthcare funding and Funded Nursing Care to
colleagues, members of the public (who are sometimes elderly, confused,
distressed and angry with the system), medical and other professionals on a
daily basis.
- On a
day-to-day basis, maintain a current and efficient recording and reporting
system ensuring that correspondence is filed in the correct electronic file in
accordance with the Records Management NHS Code of Practice retention schedules
and local guidance.
- To assist with dissemination of information to
the ICB and beyond when appropriate in compliance with information governance
requirements.
- To liaise with the IT help desk, reporting any
faults, arranging service call/repairs.
- As part of a team, produce letters, memoranda,
spreadsheets and presentation material. This includes preparation of files for
Continuing Healthcare Appeals, Continuing Healthcare Fast Track applications
and Funded Nursing Care service, e.g. confidential letters and detailed forms.
- Receive and process both Fast Track and
Continuing Healthcare applications within Department of Health timescales. To
prepare and maintain electronic client files, ensuring relevant required data
is contained in each file and check that the Responsible Commissioner is the
local ICB. Contact outside agencies, families, medical and other professionals
to obtain any outstanding necessary information in line with ICB policies,
Information Sharing Protocol ensuring that the principles of the Data
Protection Act 1998, Freedom of Information Act 2000, the Human Rights Act
1998, Caldicott Principles (for health and social care) and the common law of
duty of confidentiality are upheld.
- On a daily basis use the CHC database to
maintain, amend and add new and existing client information, attending relevant
training and update to maintain competence in using the software.
- Act as a point of contact for the department,
dealing with routine and specialist enquiries in a pleasant and helpful manner,
communicating relevant information to stakeholders, referring to others as
appropriate. This will include the taking of telephone calls, duty line
management and the logging of enquires on a data base
- Accurately inputting and maintaining data on data
systems, together with the associated correspondence.
- Monitoring the accuracy of data input and
printing reports from computerised systems as required.
- To arrange/schedule assessments and reviews for
Nurse Assessors, including contacting individuals and family
members/representatives and other relevant professionals, as required. Send out
letters etc
- Able to work on own initiative and unsupervised,
within defined policies and procedures are adhered to set timescales
- To ensure compliance with all statutory and
mandatory training.
Job description
Job responsibilities
- To
be thoroughly conversant with the National Framework for NHS Continuing Care
(CHC) and ensure that the policy is efficiently and consistently applied as
part of the administrative process and implement any proposed national changes.
- To
ensure that the administrative processes for the management of continuing
healthcare requests accords with National and Local Policies.
- Support the CHC service with secretarial and
administrative systems, process and procedures to support efficient day to day
operations of the CHC team.
- The
post holder will be required to demonstrate initiative in organising their own
workload as well as working independently. There will be an expectation for the
post holder to be highly motivated, flexible and enthusiastic.
- To undertake ad-hoc support for project work as
delegated by the CHC Business/Specialist Lead.
- Able to work, predominantly under supervision,
but be able to prioritise an unpredictable workload and ensure competing
priorities are delivered as expected in a timely manner and within the policies
and principles of the ICB standards.
- To maintain constructive relationships with a
broad range of internal and external stakeholders. Attend team, relative, CHC
panel, retrospective and Local Resolution meetings, to take and transcribe
minutes and reports.
- To circulate minutes to the team/relevant others
and send written responses to individuals and members of the public .i.e.
clients relatives or legal representatives.
- To follow up with relevant others on any action
points from team, relative, CHC panel, retrospective and Local Resolution
meetings.
- As part of a team, to provide business,
secretarial and administrative support to a range of both clinical and
non-clinical staff within the CHC team.
- To
maintain a high standard and quality service by working as a team.
- To
demonstrate initiative and time management in organising own workload and
delivering a customer focused service.
- As part of a team, to provide general office
duties including dealing with post, photocopying, ordering of stationary.
- On a daily basis answer queries from patients,
carers, public, other professions and care agencies through telephone, email
and internal departments, relating to a wide range of issues. Taking messages
and accurately recording, directly responding to queries, exercising initiative
and judgment to analyse and prioritise issues and escalating as appropriate.
- Escalating queries/information on a daily basis
when members of the public, colleagues, medical and other professionals are
distressed, angry or frustrated; whilst maintaining a polite and professional
manner.
- To assist with coordinating a delegated range of
diaries for staff within the CHC team, taking a pro-active approach. This
includes arranging and coordinating a wide range of meetings and appointments
with a range of external stakeholders and system partners.
- To support the CHC Business/Specialist Lead to
action and process all Subject Access Requests/FOI and to follow the procedure
appropriately in given timescales.
- Sharing personal client information of sensitive
nature and ICB information with colleagues, medical and other professionals in
line with ICB policies and procedures within the regulations of GDPR, Sharing
of Information Protocol and Freedom of Information Act on a daily basis.
- Using knowledge and experience to explain the
application process, procedures, policies and eligibility criteria with regard
to requests for Continuing Healthcare funding and Funded Nursing Care to
colleagues, members of the public (who are sometimes elderly, confused,
distressed and angry with the system), medical and other professionals on a
daily basis.
- On a
day-to-day basis, maintain a current and efficient recording and reporting
system ensuring that correspondence is filed in the correct electronic file in
accordance with the Records Management NHS Code of Practice retention schedules
and local guidance.
- To assist with dissemination of information to
the ICB and beyond when appropriate in compliance with information governance
requirements.
- To liaise with the IT help desk, reporting any
faults, arranging service call/repairs.
- As part of a team, produce letters, memoranda,
spreadsheets and presentation material. This includes preparation of files for
Continuing Healthcare Appeals, Continuing Healthcare Fast Track applications
and Funded Nursing Care service, e.g. confidential letters and detailed forms.
- Receive and process both Fast Track and
Continuing Healthcare applications within Department of Health timescales. To
prepare and maintain electronic client files, ensuring relevant required data
is contained in each file and check that the Responsible Commissioner is the
local ICB. Contact outside agencies, families, medical and other professionals
to obtain any outstanding necessary information in line with ICB policies,
Information Sharing Protocol ensuring that the principles of the Data
Protection Act 1998, Freedom of Information Act 2000, the Human Rights Act
1998, Caldicott Principles (for health and social care) and the common law of
duty of confidentiality are upheld.
- On a daily basis use the CHC database to
maintain, amend and add new and existing client information, attending relevant
training and update to maintain competence in using the software.
- Act as a point of contact for the department,
dealing with routine and specialist enquiries in a pleasant and helpful manner,
communicating relevant information to stakeholders, referring to others as
appropriate. This will include the taking of telephone calls, duty line
management and the logging of enquires on a data base
- Accurately inputting and maintaining data on data
systems, together with the associated correspondence.
- Monitoring the accuracy of data input and
printing reports from computerised systems as required.
- To arrange/schedule assessments and reviews for
Nurse Assessors, including contacting individuals and family
members/representatives and other relevant professionals, as required. Send out
letters etc
- Able to work on own initiative and unsupervised,
within defined policies and procedures are adhered to set timescales
- To ensure compliance with all statutory and
mandatory training.
Person Specification
Skills and Knowledge
Essential
- Demonstrate experience of working in an administrative environment and working with computerised data systems
- Awareness of a range of Health Services provision
- Post holder must have a high level of keyboard skills and able to use Microsoft Office programs
- Ability to work effectively as part of a team
- Clear communicator with good writing, data entry and telephone skills
- Experience in minute taking
- Able to work on own initiative, organising and prioritising own workload to set deadlines using defined processes and procedures
Qualifications
Essential
- Educated to GCSE standard, NVQ 3 level in relevant subject or equivalent level of qualification or significant equivalent previous proven experience
- Good standard of written and spoken English
- ECDL or equivalent computer skills
Experience
Essential
- Experience of preparing agendas and taking detailed and complex minutes
- Experience of working in a constantly changing environment
- Experience of working in a busy office environment
Person Specification
Skills and Knowledge
Essential
- Demonstrate experience of working in an administrative environment and working with computerised data systems
- Awareness of a range of Health Services provision
- Post holder must have a high level of keyboard skills and able to use Microsoft Office programs
- Ability to work effectively as part of a team
- Clear communicator with good writing, data entry and telephone skills
- Experience in minute taking
- Able to work on own initiative, organising and prioritising own workload to set deadlines using defined processes and procedures
Qualifications
Essential
- Educated to GCSE standard, NVQ 3 level in relevant subject or equivalent level of qualification or significant equivalent previous proven experience
- Good standard of written and spoken English
- ECDL or equivalent computer skills
Experience
Essential
- Experience of preparing agendas and taking detailed and complex minutes
- Experience of working in a constantly changing environment
- Experience of working in a busy office environment
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.
