JOB DESCRIPTION TEMPLATE 1. JOB IDENTIFICATION Job Title: Reports to (insert job title): Department, Ward or Section: CHP, Directorate or Corporate Department: Job Reference: Corporate Affairs Claims Administrator Corporate Affairs Manager Corporate Affairs HR and OD Directorate MLPR368 No of Job Holders: 1 Last Update (insert date): 2. JOB PURPOSE To be responsible for the day-to-day management and monitoring of claims, Fatal Accident Inquiries within the Scottish Ambulance Service. To act as the day to day link with the Central Legal Office (CLO) in order to obtain expert legal advice on a wide range of issues on behalf of senior management and clinical staff and to accurately convey complex information between these professions. To provide administrate support in dealing with Freedom of Information requests into the department and provide cover within the department during periods of absence. E.g. annual leave and sickness 3. DIMENSIONS The post holder will be responsible for an approximate number of claims as follows:- Total Number Active Approx No. of New Claims/month Claims 100 5-8 Fatal Accident Inquiries 2-4 p.a. Freedom of Information requests 70 per year 3-4 1
4. ORGANISATIONAL POSITION The post reports to the head of Corporate Affairs and Engagement. 5. ROLE OF DEPARTMENT The Corporate Affairs department oversees Complaints, MSP/MP letters, Parliamentary Questions, Freedom of Information requests, claims, Fatal Accident Inquiries and PFPI activity. 6. MAIN TASKS, DUTIES AND RESPONSIBILITIES The main tasks, duties and responsibilities of the post holder are: Claims: To receive formal notification from third party solicitors for litigation claims relating to clinical/medical negligence, employee accidents or public liability and to work with the Corporate Affairs Manager who will be responsible for instructing NHS Solicitors. To initiate investigations and assist NHS Solicitors by gathering information relevant to the case, arranging for statements from staff concerned in the allegations of negligence and relaying information back to the Solicitors. To monitor claims to ensure that progress is being made with investigations and that staff involved directly in claims are assisting with investigations and complying with requests for information, such 2
as medical reports, statements or other documentation. To take immediate action to comply with formal orders issued by Sheriff Court/Court of Session To establish and co-ordinate precognition interviews between staff and NHS Solicitors, and to trace staff no longer employed or who have retired from service. To establish, monitor and maintain accurate and secure systems, both paper-based and computerised, to record all claims. To seek request cheques for payment of agreed compensation levels and legal expenses and issue to Solicitors in settlement of claims. General Legal To progress investigations on behalf of the Central Legal Office in relation to Fatal Accident & Sudden Death Inquiries, liaising with relevant staff, Crown and Procurator Fiscal Service, Police and CLO, as necessary. To receive and action court orders issued by Court of Session/Sheriff Courts, ensuring they are dealt with in compliance with strict deadlines, and ensure that invoices are issued for processing charges. Freedom of Information o To be responsible for registering and keeping track of FOI requests, working with the Senior Information Officer to ensure that the information requested is tracked down in a timely manner, recorded on a databse and issued within 20 days. o Provide administrive support to the Senior Information Officer and Corporate Affairs Manager in respect of FOIs. Personal Development To extend the post holder s knowledge by attendance at courses / conferences and by accessing the latest relevant literature to ensure up-to-date knowledge. To actively seek out learning opportunities appropriate to the role. To maintain an up to date knowledge of all aspects of the job. Health & Safety Assists line manager(s) as required with risk assessment of tasks carried out and ensures that safe working practices are followed at all times in line with Service Policy and current legislation. Ensures that any accidents, near misses or hazards are reported immediately to line manager using the Health & Safety Accident & Incident Reporting Form, the Vehicle Accident Report Form and/or REPD Incident Report Form as appropriate. Induction Standards and Code of Conduct Your performance must comply with the Mandatory Induction Standards for Healthcare Support Workers in Scotland 2009; and with the Code of Conduct for Healthcare Support Workers, both as amended from time to time, which are attached (further copies can be obtained on-line at: www.workinginhealth.com/standards/healthcaresupportworkers or from your Human Resources Department). Failure to adhere to the Standards or to comply with the Code may result in poor performance measures or disciplinary action and could lead to dismissal; or if you are self-employed, such failure will be deemed to be breach of an essential term of your contract, allowing us to terminate with or without notice. The post holder will also be expected to cover for short periods of absence within the department including Reception if required. 3
7a. EQUIPMENT AND MACHINERY Microsoft Office applications: Word for general word processing, design of forms, production of reports etc Access for design of databases for the input and analysis of data and database applications Good working knowledge of all office equipment including desktop computer, printer, fax, photocopier, binder, laminator and shredder. 7b. SYSTEMS Establish, develop and maintain a range of IT solutions to manage data obtained for legal claims activities. 8. ASSIGNMENT AND REVIEW OF WORK Litigation claims are intimated by written correspondence only by third party solicitors, therefore the workload is unpredictable and prioritised on a daily basis. The post holder is required to work with a high degree of autonomy to carry out their duties but seeks guidance from the Corporate Affairs Manager where necessary. The post holder is accountable to the Corporate Affairs Managerr and will meet formally at Team meetings on a regular basis and informally as required to discuss the status of work undertaken. 9. DECISIONS AND JUDGEMENTS As the post holder works with a degree of autonomy, they will be required to review and prioritise their workload and be able to react to conflicting demands. The post holder is required to maintain a high level of discretion and confidentiality at all times and remain non-judgemental of conflicting opinions or allegations expressed by or against staff. 10. MOST CHALLENGING/DIFFICULT PARTS OF THE JOB As the legal system tends to dictate the rate at which each claim is investigated and progressed, there will be peaks in the activity of claims or they may progress slowly as investigations and negotiations are drawn out over a number of years. Some claims may lay dormant for a number of years before becoming active, for example reaching the triennium or leading up to court hearings, where a number of actions are required to be met over a short period time. The post holder must be well motivated to maintain control over the system of progressing claims thus ensuring that actions are carried out at the appropriate times and to remain familiar with all claims. The post holder will be required to meet with medical and nursing staff or other staff to obtain 4
or provide information relating to claims in which they are directly involved and must be able to convey sensitive information in a professional, emotive and tactful manner to staff who can find allegations against them distressing or upsetting. Tracking down the requested information for Freedom of Information requests can also be challenging, given the wide spread estate of the Scottish Ambulance Service. The post holder is required to prioritise their workload and be able to respond to conflicting demands and constantly changing priorities. 11. COMMUNICATIONS AND RELATIONSHIPS The post holder will observe confidentiality in accordance with the Data Protection Act and Scottish Ambulance Service policies. Internal Communications and Relationships Within the department The post holder communicates on a daily basis with the Corporate Affairs Manager on all aspects of the post-holders work The post holder will communicate with the Senior Information officer on a daily basis with regards Freedom of Information work and with the Corporate Affairs team to ensure that complaints that could turn into claims are noted. Within the Organisation The post holder communicates both verbally and in writing on a daily basis with a wide variety of staff throughout the Scottish Ambulance Service including o Ambulance staff o Area Service Managers o Heads of Service External Communications and Relationships The post holder communicates with other professional bodies and organisations as deemed necessary and required to meet the demands of the legal claims workload - NHS Scotland Central Legal Office Solicitors - Third Party Solicitors - Crown Office & Procurator Fiscal Service/ Police - Sheriff Courts/Court of Session Modes of Communication Communication, both oral and written with a wide range of staff from all disciplines both within the Scottish Ambulance Service and with a number of external agencies is essential to this post. Therefore, establishing and maintaining good relationships with staff allows the post holder easier access to information vital to the work required of this post. 12. PHYSICAL, MENTAL, EMOTIONAL AND ENVIRONMENTAL DEMANDS OF THE JOB Physical The post holder will be required to spend frequent periods of time examining medical and legal records/reports for the purpose of understanding and interpreting actions required to be taken. 5
The post holder requires a high level of concentration and is subjected to frequent interruptions. The post holder will spend frequent periods of time at a computer typing, updating and inputting information into databases and requires a high level of concentration and accuracy and is subjected to frequent interruptions. Mental Demands Concentration, decision making and organisational skills to cope with competing demands. The nature of the work that is required of this post means that the post holder is routinely exposed to highly sensitive, complex and often highly contentious medico-legal information which will remain strictly confidential to a small group of people within the Scottish Ambulance Service. Emotional Demands The post holder must convey sensitive information in a professional, emotive and tactful manner to staff who can find allegations against them distressing or upsetting. Environmental Requirement to use VDU more or less continuously. 13. KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB Educated to HNC level or equivalent Knowledge and understanding of the legal system. Wide-ranging knowledge of NHS functions. Understanding of Data Protection Act/Access to Health Records knowledge Excellent communication skills both verbal and written. Excellent Information Technology skills including knowledge of creating and adapting database systems or spreadsheets. Problem solving/decision making skills Ability to communicate information to staff in a professional and sensitive manner. Excellent time management skills and well developed ability to prioritise work and work to tight deadlines. 14. JOB DESCRIPTION AGREEMENT I agree that the above Job Description is an accurate reflection of my duties and responsibilities at the date of signing. Job Holder s Signature: Manager s Signature: Date: Date: 6