Home First Senior Administrator- Surrey Downs H&C

Home First Senior Administrator- Surrey Downs H&C

Epsom and St Helier University Hospitals NHS Trust

We have an exciting opportunity for a Senior Administrator within the Surrey Downs Home First team.

This is a full time fixed term post with occasional weekend working on a roster with a day off in the week.

If you are interested in this opportunity please do submit an application. If you wish to find out further information then please do make contact.

Main duties of the job

• Contribute to the continual review, evaluation and embedding of all administrative systems, procedures and associated policies ensuring the delivery of an efficient and robust administrative service to support the Home First Service.
• Support the development of the Home First services as it continues to grow and develop as a service ensuring the service delivers the best support for the patient journey and excellent patient care.
• Ensure the accurate recording of data and reporting processes to enable the timely and correct reporting of service data and performance dashboards.
• Participate in the recruitment and line manage a team of administrators who are responsible for delivering a high quality efficient administration service to support the smooth running of the Home First Services.
• Support the organisation in achieving the vision of excellence in everything we do by promoting equal opportunities, fairness, equity and inclusion through best practice working, monitoring, training and evaluation.

Job responsibilities

• Administration team operation
• Support the coordination of the Home First HUB inbox, patient trackers, daily SITREPS and reports ensuring they are completed accurately and efficiently maintaining high standards of administrative support to the Home First Service.
• Participate in the development and updating of standard operating procedures (SOPs) for all administrative processes for Home First.
• Support the planning, coordinating and workflow across the Home First Service. Work with other members of the Admin team to allocate and re-allocate tasks on a daily basis as required as organisational priorities change across the Home First service.
• Contribute to the process of rota planning and flexible working within the team to ensure that key tasks and services are covered at all times across the Home First Service.
• Ensure that all patient and professional enquiries from stakeholders are dealt with by the administrative team in an efficient, polite and confidential manner and/or passed onto the relevant member of staff for action to support the patient pathways through the Home First Service.
• Participate in the recruitment and development of the admin staff in line with changing service needs and budget, participating in the recruitment tasks; sitting on interview panels and inducting new members of staff.
• Support the starters induction and leavers processes of Home First; liaising with Clinical Leads, HR and IM&T and other stakeholders as appropriate and to ensure information governance and other policy standards are maintained.
• Participate in the communication and information cascade across the service using the appropriate communication tools always maintaining the highest professional standards developing excellent communications within the administrative team, Home First service and with patients and stakeholders.
• Responsible for the formal supervision and performance management reviews of a delegated administrator within the Home First service, identifying training and skills development needs to feed the training plan.
• To support the evaluation, monitoring and development of skills within the administrative team to enable the full range of tasks to be completed as required.
• To prioritise and take responsibility for own workload and recognize and support colleagues who need guidance and assistance across the Home First service.
• Responsible for the implementation and monitoring of annual leave and absence management processes, PDR compliance and statutory and mandatory training attendance and other HR policies for the delegated administrators within the Service.
• Maintain emergency contact details for emergency planning and safe working practices of peripatetic staff including issuing of Lone working devices.
• Participate in the initial stages of performance management, grievance and discipline procedures, when appropriate.
• Participate in the investigation of any internal or external complaints relating to the administration service in line with SDHC complaints policy.
• Estates, Procurement, Medical Devices and Business Continuity
• Ensure that all estates repairs are reported in line with SDHC and the Trust procedures escalating any works required or repairs not being delivered in a timely manner.
• Ensure any non-clinical accident or incident involving admin personnel or a member of the public is reported in line with the SDHC policy, completing documentation in the correct time frame.
• Monitor the functioning of IM&T and communications technologies across the service and ensure any issues are reported in a timely manner.
• Ensure that all purchasing and procurement is carried out in line with SDHC procurement policies and processes using the SBS and NHS Supply Chain systems.
• Ensure that appropriate level of non-clinical and clinical equipment and materials are available to meet service needs.
• Undertake regular monitoring of all site equipment ensuring it is maintained in good working order.
• Undertake regular monitoring of accommodation in accordance with health and safety regulations.
• Assist in the coordination, completion and reporting of audits of site based equipment, estate and services received.
• Monitor the process for the loan of patient equipment ensuring the availability of devices and liaising with key stakeholders.
• Undertake actions as required on Medical Devices Agency safety notices or hazard warning notices.
• Support the Management team in the development of clinical service business continuity plans.
• Be aware of the emergency planning and business continuity policies and plans.
• Support to Home First Service
• Maintain a knowledge base of all services and activities delivered by the Home First Service and the wider SDHC clinical services.
• Support as required the management team across the Home First Service delivering specific tasks and projects.
• Maintain awareness of terms of agreed contracts and service level agreements.
• Arrange meetings on behalf of Home First. Compile agendas, room booking and minutes taking as required.
• Support and monitor best practice to ensure statistical data is collated and entered into the correct trackers.
• Support the completion of audits and quality assurance reviews for Home First service as required.
• Act as IT Champion for the Home First service.
• Support the @home Service Coordinator as required.
• Participate and support in the planning and implementation of new systems and processes.
• Support managers and clinical teams in the elimination of waste activities and planning service redesign.
• Ensure standardised process including record keeping, filing and data maintenance.
• Support the clinical managers and clinical teams in maintaining evidence for the continued compliance to the Care Quality Commission standards.
• Complete payroll information, checking expense claims, and additional hours correctly.
• Ensure that invoices for goods and services received are processed for payment expediently.
• Performance Management
• Ensure accurate and clear records are maintained by the team.
• Keep up to date with relevant developments in administrative systems and processes.
• Work autonomously within departmental and SDHC guidelines, seeking advice when necessary.

Person Specification

Experience

• Setting up data collection, databases and producing reports.
• Understanding of financial processes.
• Flexible approach to working.
• Ability to provide a wide range of administrative tasks.
• Advanced Microsoft Office skills.

Qualifications

• Educated to A level, NVQ level 3, RSA Higher or equivalent.
• Good basic maths and English.

Other

• Car Owner/Driver or Ability to travel between bases and other geographical areas.

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.

Employer name

Epsom and St Helier University Hospitals NHS Trust

£31,081 to £33,665 a year Pro Rata Per Annum inc Outer HCAS