Detailed job description and main responsibilities

Main Duties and Responsibilities

On a day-to-day basis, provide a full range of administrative support services to the CiC team involving the receipt of and providing sensitive and complex patient information, and ensuring that Cambridgeshire Community Services’ policies and procedures are adhered to. 

Be conversant with the roles of all staff and their relationships with internal / external organisations and being aware of the statutory requirements for Health Assessments for CiC and their timescales.

Support the CiC admin team to undertake all planned tasks and processes and received communications by email, task, telephone and on MS Teams.

Process referrals and request for Initial and Review Health Assessments (IHA’s and RHA’s) from and to Local Authorities, ensuring the receipt/provision of the required documentation.

Allocate and co-ordinate Health Assessments to CiC Community Paediatricians and Nurse team, booking appointment with carers and sending out appointment letters.

Process completed Health Assessments returning them to Local Authorities and carers according to local pathways.

Escalate any breaches of required timescales to Team Lead, Service Manager, Local Authorities and ICB’s

Maintain patient records as per Cambridgeshire Community Services guidelines and input information and data onto computerised systems including SystmOne and develop and maintain complex spreadsheets.

Assist the CiC team in organising multidisciplinary training including CCS staff, Local Authority Staff and foster carers, booking rooms and providing refreshments, as appropriate.

Provide administrative support at meetings including agenda setting, minute taking and circulation. 

Cover for other admin colleagues when required. 

Be responsible for regular health & safety checks, as instructed, reporting any issues to relevant department. 

Fire officer duties when on site.

Liaising with the Trust regarding telephones, computers etc. 

Prioritise workload and resolve conflicting demands using own judgment to prioritise. 

Support the Team Leads, Service Manager and individual team members when required. 

Committed to working in a changing environment, responding positively to new demands and changes and be willing to be flexible to the changing needs of the service. 

Communication 

Facilitate clear communication channels between CiC team, Local Authorities, Carers, children and young people, other agencies and staff to enable planned care to take place. 

Utilise a range of communication skills e.g., negotiation to gain commitment from others and formal presentations, etc.

Confidence to manage difficult/sensitive phone calls with partner agencies and service users

Access to highly sensitive and at times distressing information resulting in occasional exposure to information of a sensitive or distressing nature when dealing with calls from a distressed member of staff / member of the public

To provide a constant point of contact for the CiC team. Take messages accurately and communicate effectively to team members. 

Follow up referrals with Local Authorities and Integrated Care Boards across the country, escalating outstanding assessments when required.

Communicate with Local Authority colleagues to complete exception reporting

Communicate regularly with social care, foster carers, young people, Community Paediatricians and nursing staff to identify any specific needs 

Frequent concentration with interruptions; work pattern can be both predictable / unpredictable.  Interruptions with enquiries will occur during daily activities, some of which may require immediate attention. 

Budgetary Responsibility 

Maintain and monitor clinical equipment and stationery supplies, order stock (as appropriate), check deliveries, put away stock and report discrepancies. 

People Management

Support the training of new staff or students to facilitate their understanding of the role within a multidisciplinary team.

Supervision/ line management of junior staff including recording on ESR

Support Team Leads and Service Manager with recruitment process.

Research & Development Activity 

Assist with audit as required.

Complete staff surveys / audits, as required.
 
Research and supply information as required 

Clinical and Practice Governance

Maintain own professional development and take part in 121 management supervision, Appraisal and KSF process, restorative supervision. 

Take responsibility for own continual professional development to improve performance, undertaking all Mandatory Training required and any other appropriate training and development activities. 

Observe and maintain strict confidentiality with regards to any patient/family/staff/records and information in line with the requirements of the Data Protection Act.

Ensure any data that is taken/shared as part of a phone call or transported, faxed or transferred electronically must be undertaken regarding the Trust Information Governance and Information Security policies.   

Adhere to the Trust risk assessment and risk management processes.

Adhere to infection control policies and procedures.

Provide patients and their families /carers with information on standards they should expect from the team. 

The post holder is required to participate in relevant emergency preparedness process for their team.