Operational Admin Team

6 days ago

Swindon, United Kingdom Great Western Hospitals NHS Foundation Trust Full time

**Hours**: 22.5 per week

Would you like to work for an exciting and dynamic service within the NHS?

We are looking to recruit an experienced administrator with excellent IT skills, who will be working with teams of health care professionals.

This post will involve providing administrative support to the Discharge Support Team (DST) and the Clinical Site Management (CSM) Teams. You will work independently under the supervision of the Operational Admin Team (OAT) Team Manager, supporting the team to facilitate safe and effective patient discharges, and operational management of the hospital, as an integral part of the Multi-Disciplinary Team (MDT).

Please contact Jeanette Etherington, Performance & Operations Manager on 01793 646125 for further information.

Key responsibilities will include proactive co-ordination and support of the discharge plan; this will include maintaining an oversight of the documentation used within the team, referrals to partner organisations, communicating with MDT members and to act as first point of contact for internal and external enquiries, as well as providing timely and accurate information regarding the current site position throughout the day, enabling the CSM team to present this data at the regular Site Meetings.

The administrator will support partnership working across disciplines and agencies with the flow management of patient discharge pathways in line with Governance priorities and Trust objectives.

The administrator will provide high level data to the Trust Executive team and daily on call management team, to facilitate timely decision making and maintaining the operational functioning of the organisation, and patient safety at all times.

Our STAR values are at the heart of everything we do. You can expect to see them in the way we act and the way we treat each other. Our values make us who we are. We will expect your values and behaviours to reflect the STAR Values of the organisation:
Service We will put our patients first
Teamwork We will work together
Ambition We will aspire to provide the best service
Respect We will act with integrity
1. To deliver comprehensive administrative support to members of DST and CSM, when requested.
2. To produce, manage and update a daily report for all patients who are medically fit for discharge and to attend daily conference calls with local authorities and external parties to facilitate safe and effective service users’ discharge, using bespoke systems including NerveCentre and Careflow (previously Medway).
3. Ensuring that the discharge pathway of the triaged service user is clearly documented on hospital IT systems and any change in pathway plan is shared appropriately.
4. To compile the Daily Operational Report prior to each site meeting, pulling accurate information from multiple sources, and ensuring an accurate operational position is communicated internally, and to our external partners.
5. To attend all site meetings at the scheduled times, and log all actions and outcomes discussed during the meetings.
6. Enter and extract data, when needed from designated data sources, for report and audit purposes.
7. Coordinate, process, monitor and record notification referrals for local authority service users using a variety of IT systems.
8. Validate and quality control data from referrals and record accurately on designated systems.
9. Manage the Repatriation Database, receiving referrals from external hospitals, and internal referrals out to other hospitals, ensuring the waiting list is communicated to the CSM Team, and escalations to delays are made in a timely manner. Ensuring patients that have been allocated beds (in or out) are updated and marked as completed on the database.
12. Performing routine administrative tasks for the department, this will include the flow of paperwork in and out of the office, such as photocopying, scanning, filing and archiving etc.
13. Produce reports with the use of Microsoft IT packages (Word, Excel and PowerPoint) ensuring they are presented accurately and to the highest possible standard.
14. Ensuring all urgent and confidential communications are received and distributed in a timely manner.
15. To act as a single point of contact for DST, dealing and responding effectively with complex queries ranging from stakeholders to ward staff, passing on relevant information to appropriate team members sensitively and autonomously.
16. To ensure the service user administration flow is in sequence with discharge plan and to expedite referrals appropriate to the designated pathway.
17. Prioritising own workload and be able to work autonomously using own initiative.
18. Contributing to ensuring the effective day to day running of DST and the CSM Team.
19. To distribute data daily in regard to DST case load and discharges.
20. To participate in weekend working to deliver 7-day provision.
21. Arranging promotion of services at an operational and strategic level.
22. Screen and respond to teleph

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