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Detailed job description and main responsibilities

Suitable for someone who is keen to understand processes pertaining to Mental Health Complex Care and Treatment. The post holder will be able to accurately capture and document high level discussions, be confident with processing sensitive clinical information, and be proficient in drafting high level documents and reports.Ìý

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Qualifications required

• Relevant Administration/IT courses to BTEC or equivalent level, or;
• Educated to at least NVQ Level 4 or equivalent level of experience of working at a similar level in a health setting.

Experience required

• Evidence of a minimum of at least four years’ administrative experience in a health and social care setting, ideally mental health
• Working with sensitive, complex clinical information and data
• Working knowledge and experience of using Microsoft Word and Excel competently
• Working collaboratively with other agencies
• Ability to work on own initiative and organise own workload with minimal supervision, often working to tight and changing timescales

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Key Responsibilities:

Complex Care Panel
• Ìý ÌýYou will be responsible for receiving applications for Complex Care and Treatment for Surrey individuals from GP’s and SABP Professionals via email. At times, you will be required to liaise directly with referrers to request further information, to ensure applications are complete and accurate for presentation at the Panel.
• Ìý ÌýYou will accurately process and log the applications received and save these electronically as directed by the Placements Managers, in a methodical way that other members of the team can access.Ìý
• Ìý ÌýYou will be responsible for accurately collating a monthly Panel Agenda, compiled of the applications received and processed for the month.Ìý
• Ìý ÌýYou will minute the Complex Care Panel meeting and ensure the key points and actions are accurately and concisely summarised, as dictated by the Panel’s Chair.
• Ìý ÌýYou will support the Chair of the Complex Care Panel by drafting high level response letters from the minutes of the meeting, which will subsequently be reviewed and approved by the Chair. Once approved, you will send the response letters electronically to the correct individuals in a timely and secure way.
• Ìý ÌýYou will be expected to work independently in regard to the Complex Care Panel’s administrative process, but seek support when required.
• Ìý ÌýShould queries arise that you feel unable to respond to/resolve, you will liaise with your team colleagues and ensure the query is responded to in a timely way.Ìý
• Ìý ÌýWhen there are outstanding matters pertaining to the Complex Care Panel, you will ensure effective communication with team colleagues.
• Ìý ÌýYou will ensure that all relevant procedures are adhered to.
• Ìý ÌýWhen required, you will appropriately access clinical information contained within the Trust’s patient based information systems.Ìý
• Ìý Ìý You will support the Delegated Commissioning Team to achieve implementation of the Complex Care and Treatment Operational Guidance, by ensuring tasks are planned, managed and delivered effectively.Ìý

Administrative Duties
Invoices
• Ìý ÌýTo be responsible for the timely processing of invoices received for people’s Complex Care and Treatment, via Shared Business Services (SBS). This will include the scrutiny of high cost invoices to ensure they are for the correct person, at the agreed amount and for the agreed duration.Ìý
• Ìý ÌýTo ensure the processing of invoices is accurately captured on a local electronic database, providing good record keeping.
• Ìý ÌýWhere required, to review clinical documentation that relates to the invoices being charged (under guidance from a Placements Manager). Ìý
• Ìý ÌýTo be a central point of contact, either electronically or via the telephone where required, for Providers who have invoice queries/request updates. Ìý

Data
• Ìý ÌýTo maintain the Team’s electronic database/spreadsheet as required, ensuring it is kept up to date. This will include capturing people’s admission and discharge dates and updating their demographic information, as required.
• Ìý ÌýInput or extract data, as required, into/from non-clinical data systems (such as local electronic database) and clinical data systems (such as SystmOne) to support the regular compiling of reports.Ìý
• Ìý ÌýTo gather information and with guidance, input this into a reporting template on a monthly basis.

Other
• Ìý ÌýTo collate Individual Service Agreements (ISA) for people who have had funding agreed, by inserting key details and documents into a contractual template.
• Ìý ÌýTo support the Team with the Provider Quality Review process, by reviewing Provider documents and inputting this into a template. This may require travel to hospital sites.

Communication and RelationshipsÌý
• Ìý ÌýWork effectively alongside the Placement Managers and Team Manager to support the efficient running of the team’s processes.
• Ìý ÌýActively participate in the smooth running of the team by working closely with colleagues, SABP/GP professionals, external providers of Complex Care and Treatment and any other appropriate individuals. This will be with a professional and sensitive approach, whilst maintaining professional boundaries.Ìý
• Ìý ÌýUse email applications such as Microsoft Outlook and NHS Mail in order to send, receive and distribute email correspondence appropriately and in accordance with the Trust’s Acceptable Use of Information and IT Policy and Guidance.Ìý
• Ìý ÌýMaintain confidentiality protocols at all times.Ìý
• Ìý ÌýDemonstrate an understanding of the importance of effective team working and have the ability to adapt and use initiative as the need arises.Ìý

GeneralÌý
• Ìý ÌýTake/receive phone calls, capture and record messages accurately and share these with the Placements Managers promptly, to ensure that suitable action is taken.Ìý
• Ìý ÌýBe responsible for monitoring the Team’s shared email account, passing pertinent information onto team members as appropriate.
• Ìý ÌýReceive and process sensitive, clinical information for people on the Team’s caseload and store this appropriately on the designated electronic system.
• Ìý ÌýUsing established processes, the post holder will support the Team to collate agendas for meetings and minute these accurately and concisely.
• Ìý ÌýOrganise meetings on behalf of the Team as required.Ìý
• Ìý ÌýProvide a full range of office tasks including filing, photocopying, faxing and scanning.
• Ìý ÌýThe daily use of Microsoft Office packages such as Microsoft Outlook, Word and Excel.Ìý
• Ìý ÌýTo work with Placement Managers to ensure they are made aware of any unexpected issues that are notified to the Team’s email account.Ìý
• Ìý ÌýAll staff will have knowledge of and adhere to the Data Protection Act and will not disclose to any person or organisation, any confidential information that comes into their possession in the course of their employment.
• Ìý ÌýTo demonstrate a commitment to abide by Trust Policies and procedures including compliance with all aspects of the organisation’s code of conduct and Health & Safety legislation.
• Ìý ÌýTo fully participate in the Trust’s performance review and personal development planning process on an annual basis.
• Ìý ÌýUndertake training as necessary in line with the development of the post and as agreed with line manager as part of the personal development planning process.
• Ìý ÌýTo achieve and demonstrate agreed standards of personal and professional development within agreed timescales.Ìý
• Ìý ÌýTo contribute to the review and development of the team’s processes and documents.Ìý
• Ìý ÌýTo undertake any other duties at the request of the line manager which are commensurate with the role.