Job Description. Directorate Community JD Last updated 11 June 2013 Location Colchester Hours 37.5 pw

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1 Job Description Job Title Administration Job Evaluation ref # TBC Team Leader Single Point of Access / Coordination Centre Directorate Community JD Last updated 11 June 2013 Location Colchester Hours 37.5 pw Responsible to: Accountable to: Qualifications: Key Working Relationships Clinical Nurse Manager Director of Patient and Family Services A Level standard qualifications GCSE grade C & above - English & Maths Business Administration - NVQ Level 3 or above or equivalent. IT qualification ECDL or equivalent. Patients and Carers All Admin staff All Clinical Staff All External Health and Social Care Agencies across the Voluntary and Statutory Sectors. External Suppliers Equipment services Job Summary To provide administration leadership to Single Point of Access / Co-ordination Centre primarily covering 4 keys areas:- 1. Scheduling responsible for producing, maintaining and covering the roster for the Nursing and Admin Teams within Single Point of Access / Co-ordination Centre, delegating where necessary. Arrange cover for absence or annual leave or delegate this responsibility to colleagues in your absence. 2. Procurement / Finance responsible in ensuring all items of essential stock & equipment are provided or replaced in order to maintain service levels & support service provision within the centre. Authorise timesheets and extra hours worked within the admin team. 3. Administration overall responsibility for the smooth administrative operation of Single Point of Access / Co-ordination Centre. Carry out day to day administrative duties for the centre as required including overseeing the maintenance of the palliative care register and timely accurate updating of electronic records. Oversee the production of statistics for both hospice and commissioning purposes. 4. Management Provide training and ongoing support to the Administrators. Carry out all HR aspects of line management for the administrators, including Staff Development Reviews, Return To Work interviews and the organisation of team

2 meetings. Deal with confidential information regarding the administration team seeking advice from managers or HR as required. Train and support volunteers in the service. Key responsibilities Scheduling 1. To plan, produce & maintain the Nursing rota for a 24/7 nursing team consisting of Registered and Assistant Nurses a minimum of 4 weeks in advance recognising the need to ensure patient safety and adequate staff rest periods. 2. Analyse the nursing staff ratios to ensure patient safety is maintained at all times. 3. Acts on delegated responsibility using judgement based on knowledge of patient caseload and skill mix and pre-determined staffing levels to identify the need to book additional staff. This would include going over and above establishment i.e. in order to ensure patient safety. 4. Plan and agree the annual leave for the nursing team at the start of the annual leave year to ensure equity for all team members for final sign off by the Community Service Manager / Clinical Nurse Manager. 5. Deal with any annual leave requests / changes. 6. Maintain accurate holiday and absence records for all Single Point of Access / Coordination Centre staff, submitting required returns to HR / payroll. 7. Plan training time into the nursing rota, in conjunction with the Clinical Nurse Managers, in order to ensure that staff adhere to mandatory training requirements. 8. Maintain training records for the Single Point of Access/ Coordination Centre team 9. Identify the financial implication of uncovered shifts and endeavour to cover the full roster within the constraints of the staff available. 10. Delegate responsibility for covering the rota in own absence to a nominated colleague. Procurement 1. To research prices and purchase essential stock and equipment for the service, including nursing consumable, uniforms, stationery, office equipment. 2. To maintain stock and equipment at the required levels, replenishing as necessary and updating the equipment log. 3. Ensure that all equipment is properly maintained and serviced in liaison with the Clinical Nurse Managers/ Community Services Manager, reporting faults to the contractors if required.

3 4. Maintain budgetary control of office equipment, stationery, uniforms. Refer to the Community Services Manager for orders/invoices over 500. Administration 1. Make and receive calls and provide appropriate information to caller, passing onto clinical staff as required. 2. To provide full secretarial and clerical support to the clinical members of the team instigating remedial actions to resolve problems where appropriate. This will include audio-typing, production of reports, minute taking & presentations, preparation of documents & rotas, dealing with incoming post, prioritising and distributing it as per procedure. 3. Provide a central point of communication for queries to the centre and liaise with the clinical team / service manager as appropriate. This includes taking incoming calls from patients, families and professionals and liaising with external agencies. 4. To communicate with patients, families, friends and professionals on the telephone, face-to-face and electronically. 5. To be responsible for the overall maintenance of the end of life care register, as directed by the Community Services Manager. 6. Support and direct volunteer Administrators as necessary in their day to day duties. 7. Induct and demonstrate procedures to new Administrators and volunteers. 8. Support the clinical team by co-ordinating the administrative side of the centre s work. 9. Ensure communication systems are in place in order to keep colleagues at all levels abreast of developments within the centre and the wider organisation. 10. Arrange meetings and attendance at teaching sessions for both clinical and administrative staff, including provision of any required documentation. Maintain records of attendance. 11. Maintenance of electronic records and registers, both electronic and paper based in accordance with statutory requirements i.e. Care Quality Commission, escalating concerns to the immediate attention of the Community Services Manager. 12. Arrange professional activities for clinical staff, e.g. supervision, SDR s, CPD, updating personnel records via HR as required. 13. Participate in audit as required.

4 Management 1. Have a clear overview on a day to day basis of where the clinical staff are as well as Administrators, in order to ensure the smooth running of the service. 2. Undertake delegated work as directed by the Clinical Nurse Managers i.e. one off projects. 3. Day to day rota management for both administration and clinical teams. 4. To complete a monthly spreadsheet for HR and finance advising of staff sickness and absence. 5. Check timesheets against actual hours worked to ensure payroll information is accurate. 6. To manage the supply, ordering and distribution of all stationery items within a controlled budget. 7. Assist in recruitment and selection of Administrative staff, Assistant Nurses and Volunteer staff. 8. Manage the administration team including co-ordinating annual leave to ensure that adequate cover is maintained at all times, undertaking SDR s, selection and recruitment, and ensuring adequate training is given, to develop individuals to their full potential. 9. Plan induction for all new staff to the service including following through probation paperwork. 10. Take responsibility for issues, receipt and return of all St Helena Hospice property for joiners and leavers within the service. 11. Providing a point of reference for all non-clinical queries from team members e.g. Health and Safety procedures and taking action as required. 12. Undertake on-going responsibility for personal development and training as required by the responsibilities of the role and as directed by Manager.

5 General Provide cover for colleagues as directed by the relevant Team Leader The post-holder will have access to confidential data on staff, patients, supporters and services within St Helena Hospice. Failure to maintain confidentiality will lead to disciplinary action, which could ultimately lead to dismissal. The post holder may be required to participate in the assessment of risk and thereby contribute towards clinical and corporate governance agenda as appropriate. The post will be subject to regular annual staff development review The post holder will be expected to produce work of a high standard and to promote quality at all times. St Helena Hospice is committed to Equal Opportunities for all present and potential members of staff and patients. Therefore St Helena Hospice expects all employees and volunteers to understand, support, and apply this policy through their working practices which requires all individuals to be treated with respect, dignity, courtesy, fairness and consideration. To obtain a copy of the Equal Opportunities policy contact the personnel department The post holder will be expected to keep themselves updated on all matters relating to Hospice procedure and policy. To inform volunteers about developments at St Helena Hospice, and give regular, positive feedback from the wider team on their value to the Hospice. The post holder must familiarise themselves with matters relating to health and safety management as they affect them personally and/or the Hospice, reporting any potential risks to life or property immediately in accordance with the Hospice s Health and Safety policy and procedures. They must use all equipment provided to undertake their role safely. Refrain from smoking in any area of the Hospice premises not designated a smoking area. Where you are a member of a professional body you are required to conform to the professional standards set by that body. You are required to ensure your registration is current and practice continuous professional development The philosophy of the Hospice is based on an interdisciplinary approach and employees and volunteers are required to participate in this concept. The post holder is legally required to have regard to the Mental Capacity Act 2005 Code of Practice. This is an outline Job description and may be subject to change, according to the needs of the service, in consultation with the post holder. Signed (employer) Date Signed (employee) Date

6 Person Specification Category Essential Desirable Qualifications Experience Knowledge Communication skills A Level standard of education English and Maths GCSE grade C & above. IT qualification, ECDL or equivalent. Business Administration - NVQ Level 3 or above or equivalent Proven experience in scheduling and production of work rotas Procurement and stock control Working in a busy team environment demanding flexibility, organisation & prioritisation competencies Management of people A range of software applications e.g. Microsoft Office inc Powerpoint, Word, Outlook Creation & maintenance of databases & spreadsheets A wide range of secretarial procedures Staff Rosters Management processes such as Recruitment and Selection and Appraisals A range of administrative policies and procedures relevant to role Clear and unambiguous Ability to communicate with staff at all levels Confident to communicate with people in distress Sensitive, Tolerant, Tactful Experience of working in an administrative post in a health care setting Experience of working in an inter-disciplinary team Experience in managing people Knowledge of hospice philosophy

7 Personal Attributes Assertive Calm under pressure Ability to prioritise Flexible / Adaptable Team Worker Initiative Willingness to develop new skills to meet the needs of the organisation Problem solver Management skills Innovative Creative

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