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SPOA and Patient Flow Service Senior Administrator

Band 4

Main area
CAMHS administration
Grade
Band 4
Contract
Permanent
Hours
  • Full time
  • Flexible working
37.5 hours per week
Job ref
367-CAMHS-6397-E
Site
15 Forest Lane, Kingsley Green, Harper Lane, Radlett, WD7 9HQ
Town
Radlett, Herts
Salary
£23,949 - £26,282 per annum
Salary period
Yearly
Closing
01/02/2023 23:59

Values Based Screener

At Hertfordshire Partnership Foundation Trust we are looking for people to join us who share our values and those of the NHS. Before your application can be considered please take part on our online values questionnaire, which you can find below. When you have finished you will be sent a 'completion code' by email, which will be valid for 6 months and required to submit your application form. 

http://hpft.recruitforvalues.com/

 

Job overview

We have a very exciting opportunity for a highly motivated, flexible and experienced Senior Administrator to join the newly formed East of England Provider Collaborative Single Point of Access and Patient Flow Service hosted by Hertfordshire Partnership University NHS Foundation Trust. Initially the service will be overseeing the utilisation of CAMHS Tier 4 specialist beds for east of England service users, but the scope may expand to include other specialist services in the future including adult eating disorder and forensic secure specialisms.

The key responsibilities of the Senior Administrator include:

  • Being the first point of contact for referrers, service users and families using the service
  • Maintaining administrative systems and processes to ensure the smooth and efficient running of the service
  • Receipt of referrals in the service and coordination of bed usage across the clinical specialisms
  • Liasing with inpatient units in and out of region regarding bed availability, and as required, patient status and discharge arrangements.
  • Provision of comprehensive administrative support including scheduling meetings, comprehensive minutes taking and updating key regional and national databases
  • Supervision and appraisal of the Band 3 administrative staff

Main duties of the job

Duties and Responsibilities:

  • To follow administrative procedures and maintain systems where appropriate for the Single Point of Access and Patient Flow Service
  • To record all regional and out of area referrals received through the Single Point of Access on the spreadsheet (or other IT alternative) and to track progress through approval process.
  • To ensure the regional bed capacity management system remains updated to provide a “live” status of bed availability across the region.
  • To receive and record daily sit rep updates from the regional units and NHSE Case Managers, this may include contacting the units directly.
  • To contribute to the production of Bed Capacity Sit Rep, Out of Area 
    Placement report and Waiting List report and to circulate to locality contacts across the region. 
  • To liaise with inpatient units in and out of region regarding bed availability, and as required, patient status and discharge arrangements.
  • To search for an appropriate bed where an inpatient admission is required.

Working for our organisation

Hertfordshire Partnership University NHS Foundation Trust (HPFT) is an outstanding organisation with ambitions to match. We are one of just five mental health trusts to achieve an overall rating of ‘Outstanding’ from the Care Quality Commission, and our aim is to be the leading provider of mental health and specialist learning disability services in the country.

 

Our family of over 3500 members of staff provide health and social care for over 400,000 people with mental ill health, physical ill health and learning disabilities across Hertfordshire, Buckinghamshire, and Norfolk, delivering these services within the community and several inpatient settings. We also deliver a range of nationally commissioned specialist services including Tier 4 services for children and young people, perinatal services, plus medium and low secure learning disabilities services.

 

The care we provide makes a fantastic difference to the lives of our service users, their families and carers - everything is underpinned by choice, independence and equality, with our Trust values embedded throughout:

 

Our Trust values are:

Welcoming. Kind. Positive. Respectful. Professional.

 

These values are at the core of who we are, everything we do, and how we do it!

 

Would you like to be part of the HPFT family? Would you like work with us to ensure our service users live the fullest lives possible they can? Would you like to be supported in your career to be the best that you can be?

 

Then please read on…

Detailed job description and main responsibilities

The key responsibilities of the Senior Administrator include:

Being the first point of contact for referrers, service users and families using the service
Maintaining administrative systems and processes to ensure the smooth and efficient running of the service
Receipt of referrals in the service and coordination of bed usage across the clinical specialisms
Liaising with inpatient units in and out of region regarding bed availability, and as required, patient status and discharge arrangements.
Provision of comprehensive administrative support including scheduling meetings, comprehensive minutes taking and updating key regional and national databases
Supervision and appraisal of the Band 3 administrative staff

It is essential that you have good speed typing and keyboard skills along with intermediate level Word processing and Excel understanding.  You will also need to have GCSE in English Language and Mathematics Grade C or above. You will be proficient in the use of a wide range of IT packages, have experience of organising and prioritising diaries and schedules, and experience of organising and taking minutes in meetings. You will have good communication and organisational skills and the ability to work with minimal supervision and on your own initiative to achieve deadlines.

The post holder must display a considerable degree of initiative, possess mature judgement and maintain a calm, friendly and efficient manner when dealing with all who come in contact with the service including referrers, service users, their relatives, and colleagues.

Hertfordshire Partnerships University Foundation Trust  (HPFT) is an exceptional organisation with big ambitions, our aim is to be the 
leading provider of mental health and specialist learning disability services in the country. 

With a workforce of c. 3,000 and an annual income of c. £200m, the  Trust is organised across three Strategic Business Units and provides integrated health and social care services through a large network of  community and inpatient settings, serving diverse communities across Hertfordshire, Norfolk, North Essex and Buckinghamshire. As a university trust, HPFT continues to develop strong links with the University of Hertfordshire providing excellent learning and development opportunities, as well as strengthening our clinical research capability.

Whilst it is a challenging period for the NHS, there has never been a 
more exciting time to join HPFT following our CQC rating of 
Outstanding awarded to us in April 2019. We are on our “Good to 
Great” journey as we continue to innovate, improve, transform and 
ultimately deliver the very highest standards of care to the service 
users and communities that we serve. 

Key Relationships:

  • HPFT CAMHS T4 Clinical Lead
  • HPFT CAMHS Service Line Leads
  • HPFT Senior Finance Managers
  • HPFT Contract Manager
  • Regional Inpatient Unit Managers and Clinical Leads
  • NHSEI Case Managers
  • EoE Provider Collaborative Transformation and Commissioning Team

Person specification

KNOWLEDGE AND EXPERIENCE

Essential criteria
  • Advanced IT skills
  • RSA III/NVQ 3 or equivalent.
  • Trained and experienced at intermediate level in a range of software packages
  • Good standard of English & Numerate
  • At least 2/3 year’s experience in a secretarial / administrative environment
Desirable criteria
  • Proficient knowledge of electronic patient record
  • Experience in healthcare setting
  • Knowledge of healthcare terms used in their day to day working
  • ECDL qualification

COMMUNICATION SKILLS

Essential criteria
  • Excellent verbal and written communication and presentation skills in person, on telephone, and electronically.
  • To be experienced in dealing with people in distress in a calm and confident manner, using deescalation skills where appropriate
  • To have proven skills and experience establishing effective working relationships with Managers and colleagues

ANALYTICAL SKILLS

Essential criteria
  • Problem solving, decision making and analytical skills.
  • Ability to analyse data and compile information for reports
Desirable criteria
  • Ability to compile reports

PHYSICAL SKILLS

Essential criteria
  • Advanced keyboard skills; experience and training to produce accurate typing at fast speeds to RSA III/NVQ 3 level

Employer certification / accreditation badges

Trust IDMenopause Friendly EmployerMindful employer.  Being positive about mental health.Age positiveDisability confident employerCare quality commission - OutstandingStonewall equality policy. Equality and justice for lesbians, gay men, bisexual and trans people.

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Documents to download

Apply online now

Further details / informal visits contact

Name
Martin Nyagumbo
Job title
Team Manager
Email address
martin.nyagumbo2@nhs.net
Telephone number
01923 633380
Additional information

Olivia Mahoney

Single Point of Access and Patient Flow Service Administrative Manager
07966 554209