Single Point of Access - Leatherhead, United Kingdom - Epsom and St Helier University Hospitals NHS Trust

Epsom and St Helier University Hospitals NHS Trust Leatherhead, United Kingdom

3 weeks ago

Permanent

Description

Job summary

Surrey Downs Health & Care

The main purpose of the role is to provide effective management and leadership to the administration, service support function of the SPA and Specialist Services of the SDHC, particularly in relation to:-

Ensure efficient and effective business and service administrative service support is in place.

Responsibility for overall line management and performance of Single Point of Access (SPA) and

Administrative service support teams across SDHC specialist services.

Ensure all administrative requirements, developments, and day to day operations within business

support are implemented.

Build a combination of knowledge and expertise in technical skills within business administration

Carry out internal investigation of business support related breaches and incidents.

Support the implementation of new technologies.

Identify cost and operational efficiencies.

Develop strong engagement and relationships across the service line, with both administrative support and clinical staff.

Cultivate learning and supportive environment where best practice is shared across the service line and adopted as standard operating practice.

Promote a culture of continuous improvement and share this knowledge across the service line improve efficiencies.

To work closely with service leads and clinicians to ensure KPI's are met and service is run

Main duties of the job

Provide overall professional, operational, and strategic leadership and line management to the administrative and SPA support workforce operating across the SDHC to ensure effective and efficient support is available to all specialist services.

Coach and mentor administrative support team lead in all aspects of performance management including sickness, conduct, and capability management.

Provide an effective link between administrative support staff and senior management cascading information as appropriate and briefing senior management on relevant and oversee and undertake robust and effective recruitment of business support staff to meet the needs of the service line.

Develop robust, efficient administrative processes and procedures that meet the requirements of the SDHC.

Alongside the admin managers and team leads, monitor the training and development of administrative support staff against the agreed administration competency

Ensure all 1:1s and appraisals are undertaken in a timely manner with objectives being reviewed at regular intervals throughout the year to measure progression.

About us

Come and join us

We have an exciting opportunity for at Band 6 role to work across SDHC sites providing a pivotal role between our Operational Managers for Specialist Services and to support SPA and Local Specialist Services Administration Team

The Administration teams play a crucial role for entry points to Surrey Downs Health and Care and they ensure that all referrals from hospital, community, primary care and patients themselves are processed as speedily and efficiently as they can be and transferred to one of our service lines. These service lines include our planned care clinics and unplanned care teams such as the community nursing teams and Home First team.

The role is challenging but rewarding as you will also ensure that between SPA and Clinic Administration teams we provide a seamless and continuous service from ensuring the referrals are processed safely and efficiently. This is in line with our plans for collaboration and integration bringing Community closer to home, the administration services continue on their journey to deliver safe and effective care, we will continue to work on further transformation and collaboration that we need to make happen over the next few years in line with our system partners.

Equally, you will be a strong leader, having experience of data systems, IT systems and be experienced at service transformation and taking the team with you.

Job description

Job responsibilities

Management and Leadership

Responsibility for ensuring that:

Provide overall professional, operational and strategic leadership and line management to the administrative and SPA support workforce operating across the SDHC to ensure effective and efficient support is available to all specialist services.

Promote a positive, supportive culture conducive to the effective delivery of administrative support services.

Coach and mentor administrative support team leads in all aspects of performance management including sickness, conduct and capability management.

Provide an effective link between administrative support staff and senior management, cascading information as appropriate and briefing senior management on relevant issues.

Oversee and undertake robust and effective recruitment of business support staff to meet the needs of the service line.

Develop robust, efficient administrative processes and procedures that meet the requirements of the SDHC.

Alongside the admin managers and team leads, monitor the training and development of administrative support staff against the agreed administration competency framework.

Ensure all 1:1s and appraisals are undertaken in a timely manner with objectives being reviewed at regular intervals throughout the year to measure progression.

Support team leads with HR issues, rotas and ensuring adequate cover across all sites.

Liaise closely with all health and non-health professionals within the service line to identify any areas of administrative concern working towards resolution.

To investigate complaints/incidents in relation to admin and clerical function and collate response information in conjunction with the Professional Lead, Quality Governance and Standards.

Deal with service level concerns regarding any issues raised relating to administrative support staff. This will involve liaising with patients who may be upset and using sensitivity and tact try to resolve their concern alleviating the need for a formal complaint to be made.

Establish and maintain effective communication system within areas of responsibilities, both internally and externally.

Responsible for dealing with administration staff recruitment, induction, sickness absence, disciplinary, grievance, conduct. This will also involve ensuring mandatory training is up to date.

To undertake audits as directed

Ensure staff are managed and standards of work are maintained and Trust policies for the management of staff performance are adhered to.

Appraisals of staff directly managed are undertaken and that the appraisal process is maintained throughout the team.

To lead service developments and be responsible for implementing agreed changes in Services, this will include reviewing admin support for services and reviewing processes such as data collection

New and replacement equipment is not used until it has been commissioned in accordance with Trust policy.

Appropriate risk and other assessments are completed and documented in a timely manner in accordance with Trust Policy.

Equipment is maintained and defective equipment is reported and made safe without delay in accordance with Trust procedures

Infection prevention and control procedures are followed by all staff within their area of responsibility.

All staff follow Trust clinical governance requirements.

Administrative

To be responsible for maintaining administrative service support staff personnel records.

To work in an environment where the work patterns may be disrupted by frequent demands from Senior Management Team and any emergency situations and to respond in a timely fashion to corporate requests for information and change.

Leading by personal example to establish a high profile for Governance and excellence across the Service Line working with others to ensure good practice.

To be responsible for admin travel claim and Healthroster sign off Management of Healthroster, booking bank/agency staff of multiple specialist services.

Training staff and use of multiple approved clinical and EPR management system EMIS/SystmOne/iPoint/iCM/iPM or any other new systems required to manage SPA and any specialist services

To report any long term sickness to Occupational Health for review and co-ordination of appointments.

To effectively communicate complex sensitive and confidential information including patient data where required.

Regularly participate in working parties and to lead projects proposing policy change and service design to improve services and create efficiencies including departmental moves and relocation where required.

To skilfully and flexibly plan, prioritise and manage own time.

To carry out project work as deemed necessary

To be responsible for compiling statistics and reports.

To monitor and review all administration systems within the services to ensure efficient working practices to implement efficiency projects.

To be responsible for ordering equipment, consumables or stationary for various services.

To liaise and communicate effectively with all levels of staff within the service and the wider Trust as well as with patients, carers, voluntary and external organisations.

To ensure data submission, analysis, activity reports, operational reports are up to date and users are aware of deadlines, planning and prioritising workload appropriately.

To ensure appropriate risk assessments and other assessments are completed and documented in a timely manner in accordance with Trust policy.

Education

Undertake training and mentoring of staff and other groups as prescribed.

To act as mentor offering professional support for administrative and secretarial staff

and work with managers and clinical leads to ensure that all staff are competent in the use of IT and familiarised with Trust processes and embedded systems.

To take responsibility for identifying own training and development needs, suggestions for improvements to the service and policy changes to the line manager

Compliance with Trust arrangements for continuing professional development

Systems Management

Ensure accurate and up-to-date patient details are maintained on patient information

systems, such as EMIS/SystmOne or any other EPR systems, in line with the Trust

Information Governance policy.

Ensure business support staff have access to system champions in order to resolve issues locally before requiring escalation.

Work with operational managers and corporate partners to ensure data is cleansed in order to produce accurate reporting against areas such as KPIS, waiting lists, incident reports and other necessary clinical information.

Identify the impact of the introduction of technology updates on current processes and produce action plans to ensure minimal impact on service delivery, including the use of EMIS/SystmOne and other trust systems.

Responsible for, and oversight of, data inputted onto the Health Roster, supporting the administrative team and team leads where necessary.

Resource/Finance Management

Oversight and monitoring of all purchase orders to ensure delays do not occur.

Monitoring of all stationery and equipment orders ensuring appropriate stock is always available.

Continuous delivery of value for money and Cost Improvement Program as required by the Trust

Estates Management

Working with operational managers/Clinical Leads to ensure safe working environments across the estates footprint.

Responsibility for ensuring estates related issues including health and safety requirements, nominated fire officers and first aiders are in place, risk assessments and security measures.

Overall responsibility for escalating

Person Specification

Qualifications

Essential

Degree/Diploma or relevant experience

Specialist knowledge of a range of management and operational areas acquired through training or equivalent experience

Desirable

Management qualification

Experiance

Essential

Experience in managing Single point of access or similar services

Experience in leadership/management role

Experience of staff supervision, management of absence and performance management

Experience of working in a constantly changing environment

Able to suggest changes to and implement policies and procedures and able to propose changes to policies and procedures.

Responsible for adapting information systems to meet the changing requirements of the service and able to produce reports as required for role.

Desirable

Experience in staff recruitment and selection; training and development

Skills

Essential

Ability to communicate sensitive information with a range of staff, patients, internal and external organisations as required for role.

Ability to produce reports for a range of stakeholders and collaboration with the clinical and management team that analyse current service provision and gives recommendations

Effective teamwork skills, able to acknowledge own limitations and work with others

Excellent organisational skills with ability to organise self and others.

Able to work with frequent interruptions and to manage an unpredictable workload requiring frequent long periods of concentration.

Ability to analyse complex problems and to develop and implement practical solutions.

Desirable

Knowledge of Health Roster and responsibility for publishing, approving and finalising

Understanding of the meaning of Improving Working Lives

Single Point of Access

2 weeks ago

Frimley Health NHS Foundation Trust Fleet, United Kingdom

To act as a first point of contact for patients and Health Care Professionals through Single Point of Access and provide administrative support to multidisciplinary staff, whilst acting as a focal point for prioritising communication to provide seamless care to patients. · Shift ...
Single Point of Access

1 week ago

Epsom and St Helier University Hospitals NHS Trust Leatherhead, Surrey, United Kingdom

Surrey Downs Health & Care · The main purpose of the role is to provide effective management and leadership to the administration, service support function of the SPA and Specialist Services of the SDHC, particularly in relation to:- · Ensure efficient and effective business and ...
Single Point of Access Clinical Lead

2 weeks ago

Surrey and Borders Partnership NHS Foundation Trust Redhill, United Kingdom

Are you looking for a new and exciting opportunity and make a difference how services are run? Are you interested in supporting others to grow their passion in mental health services? Are you interested in making sure people are getting the best care? Then join our SPA as a Clini ...
Camhs Single Point of Access

1 week ago

Homerton Healthcare NHS Foundation Trust Hackney, United Kingdom

In this role as a Single Point of Access (SPA) Referrals Assistant, you will be required to support the receipt of all service referrals both electronically and via telephone, in addition to the processing of these referrals through a number of complex patient care pathways. You ...
Single Point of Access Administrator

1 week ago

Frimley Health NHS Foundation Trust Fleet, United Kingdom

To act as a first point of contact for patients and Health Care Professionals through Single Point of Access and provide administrative support to multidisciplinary staff, whilst acting as a focal point for prioritising communication to provide seamless care to patients. · To act ...
Camhs Single Point of Access

1 week ago

Barnet, Enfield & Haringey Mental Health NHS Trust Tottenham, United Kingdom

The purpose of the Single Point of Access (SPA) is to assess children and young people being referred to Barnet CAMHS to ascertain the most appropriate service to meet their needs. The post requires significant clinical and organisational skills. You will adhere to the goals of ' ...
Single Point of Access Administrator

1 week ago

Frimley Health NHS Foundation Trust Fleet, United Kingdom

Keep the work place in a clean and tidy state Develop skills so you can effectively communicate with patients of a great age range who may be hard of hearing, demented, confused or have difficulty with English. This will also include dealing with patient family members who may be ...
Single Point of Access Administrator

3 days ago

Step Ahead London, United Kingdom

**Job Title**: Single Point of Access Administrator/Reception Team · **Location**: Cambridge, Mill Road · **Position Type**: Temporary, on going · **Salary **:£10.42p/h · **Start Date**: 11/03/2024, ASAP if after this date · **Working Hours**: Monday-Friday, 8:30 AM - 4:30 PM, 37 ...
Camhs Single Point of Access

3 days ago

Barnet, Enfield & Haringey Mental Health NHS Trust Haringey, United Kingdom

The purpose of the Single Point of Access (SPA) is to assess children and young people being referred to CAMHS to ascertain the most appropriate service to meet their needs. The post requires significant clinical and organisational skills. You will adhere to the goals of 'No wron ...
Single Point Access Supervisor

2 days ago

Tower Hamlets GP Care Group CIC London, United Kingdom

**We have an exciting opportunity for someone to work within our 0-19 Children's Universal Service. **We seek a **Single Point Access (SPA) Supervisor **for our 0-19 Children's Universal Service in Waltham Forest. · Postholder to have day-to-day responsibility for operational man ...
Camhs Single Point of Access

4 days ago

Homerton Healthcare NHS Foundation Trust Hackney, United Kingdom

In this role as a Single Point of Access (SPA) Referrals Assistant, you will be required to support the receipt of all service referrals both electronically and via telephone, in addition to the processing of these referrals through a number of complex patient care pathways. You ...
Single Point Access Supervisor

2 days ago

Tower Hamlets GP Care Group London, United Kingdom

Provide a high quality confidential and comprehensive administrative service. Oversee day-to-day running of 0-19 Single Point of Access team, under the delegation of a service Team Lead/Manager. Coordinate administrative arrangements relating to reporting requirements, to include ...
Customer Access Point Assistant

4 days ago

GL & SON LIMITED London, United Kingdom

Job Purpose · Provide a professional, responsive and courteous service to all residents and customers of the Council conveying a positive image at all times. · Provide an initial screening service for all customers prior to signposting to the most appropriate arena through all ac ...
Administrator - Single Point of Access Team

2 weeks ago

Homerton Healthcare NHS Foundation Trust London, United Kingdom

We are looking for an experienced Administrator to work within the Single Point of Access Admin Team. · You will be providing high standard administrative support to the Adult Community Nurses including the Clinical Assessment Team, District Nurses, Community Matrons, Specialist ...
Crisis Single Point of Access Clinician

2 weeks ago

Barnet, Enfield & Haringey Mental Health NHS Trust London, United Kingdom

As the next phase of the "Think 111 First" service, NHS England have launched a major new campaign to encourage the use of the "111, Press 2" service for mental health. · Locally, in North Central London this service will be hosted in partnership by Barnet Enfield & Haringey Ment ...
Community Camhs Single Point of Access

1 week ago

Homerton Healthcare NHS Foundation Trust Hackney, United Kingdom

In this role as a Single Point of Access (SPA) Administrator, you will be required to support the receipt of all service referrals both electronically and via telephone, in addition to the processing of these referrals through a number of complex patient care pathways. · You will ...
Crisis Single Point of Access Clinician

1 week ago

Barnet, Enfield & Haringey Mental Health NHS Trust London, United Kingdom

For more information relating to the JD and main responsibilities, please refer to the attached JD and Personal Specification. ...
Clinical Support Services Single Point of Access

2 weeks ago

Hounslow and Richmond Community Healthcare NHS Trust Hounslow, United Kingdom

An opportunity has arisen for some enthusiastic and highly motivated individuals to join the Single Point of Access Service. The service is expanding to provider administrative support 24 hours, including weekends. · We are seeking to appoint a dynamic individual to work within o ...
Single Point of Access Clinical Co-ordinator

2 weeks ago

Homerton Healthcare NHS Foundation Trust London, United Kingdom

An exciting and challenging opportunity has arisen for a 6 month fixed term contract within the Integrated Independence Team for an innovative, enthusiastic and experienced Physiotherapist or Occupational Therapist to be a Clinical Co-ordinator within the Single Point of Access. ...
Team Leader- Lambeth Single Point of Access

3 weeks ago

South London and Maudsley NHS Foundation Trust London, United Kingdom

**About the team**: · Lambeth Single Point of Access (SPA) are a team of mental health professionals, support workers and social workers who can help you access; one of three Living Well Centres. These offer short and longer term support from our teams of clinicians, social worke ...