Senior Planning Performance and Quality Administrator - United Kingdom - North West Boroughs Healthcare NHS Foundation Trust

Description

Senior Planning Performance and Quality Administrator

Band 4

Main area Administrative Services Grade Band 4 Contract Permanent: 0.8 WTE Hours

• Part time
• Flexible working
• Home or remote working

Site Hollins Park Hospital Town Warrington Salary £23,949 - £26,282 per annum Salary period Yearly Closing 03/07/2024 23:59 Interview date 15/07/2024

Job overview

An exciting opportunity has arisen for an enthusiastic and motivated senior administrator to join our Specialist Perinatal Mental Health Team Community Care Division.

We are looking for someone with demonstrable administrative experience and NVQ4 /Diploma in Business and Administration or equivalent. Knowledge of community and urgent care services and NHS clinical systems is required. Experience of using NHS data systems such as EMIS, RIO, Best, IPM, ESR required.

The post holder will have a key role in maintaining systems and databases to support service planningand the monitoring of performance and quality indicators for Specialist Perinatal and MaternalMental Health Services (SPMMHS). This will involve data input, ensuring accuracy of data, the retrieval of data and information by developing and creating queries. Developing templates to act as clinical records that pull through national codes for reporting purposes as required. The post holder will input and process information in accordance with procedures.

We expect to recruit a positive, forward thinking individual who is analytical, solution focused, motivated and able to work under pressure. This post will ensure quality data capture and analysis for our service.

Main duties of the job

Frequent, recurrent, and ad hoc reporting and configuration on RIO for SPMMHS. Liaising with BiT, support services and relevant working groups to manage changes that are taking place to systems.

Developing monthly and ad hoc reporting for Commissioning for Quality and Innovation.

Weekly performance monitoring and escalation of SPMMHS
Hotspot reporting, developing trajectories, predictions and forecast planning as required on a weekly and a regular ad hoc basis.

Independent problem solving is a requisite part of the PPQ role and the PPQs are consulted by the management team to advise upon and generate tools to predict and forecast possible outcomes in service changes and to respond to surges and plan recovery.

Work independently to create solutions to issues arising. Identify the task, collect, and collate the data and develop reporting templates.

When data input inconsistencies are revealed, it is part of the role to advise senior staff of their responsibility to maintain compliance and ensure Trust data standards.

Receive various reports from Performance Leads for validation. The role involves checking the user interface for discrepancies against BI reporting and highlighting and correcting any inaccuracies.

Developing clinical consultation/document templates linked to national reporting codes.

Working for our organisation

Mersey Care is one of the largest trusts providing physical health and mental health services in the North West, serving more than 1.4 million people across our region and are also commissioned for services that cover the North West, North Wales and the Midlands.

We offer specialist inpatient and community services that support physical and mental health and specialist inpatient mental health, learning disability, addiction and brain injury services. Mersey Care is one of only three trusts in the UK that offer high secure mental health facilities.

At the heart of all we do is our commitment to 'perfect care' – care that is safe, effective, positively experienced, timely, equitable and efficient. We support our staff to do the best job they can and work alongside service users, their families, and carers to design and develop future services together. We're currently delivering a programme of organisational and service transformation to significantly improve the quality of the services we provide and safely reduce cost as we do so.

Flexible working requests will be considered for all roles."

Detailed job description and main responsibilities

• Frequent, recurrent, and ad hoc reporting and configuration on the stand-alone instance of EMIS for the locality.

• Liaising with S&O EMIS/RIO system working group to manage changes that are taking place.

• Developing monthly and ad hoc reporting for Commissioning for Quality and Innovation.

• Weekly monitoring and escalation of RTT and Waits for the SPMMHS.

• Hotspot reporting, developing trajectories, predictions and forecast planning as required on a weekly and a regular ad hoc basis.

• Independent problem solving is a requisite part of the PPQ role and the PPQs are consulted by the management team to advise upon and generate tools to predict and forecast possible outcomes in service changes and to respond to surges and plan recovery.

• Work independently to create solutions to issues arising. Identify the task, collect, and collate the data and develop reporting templates.

• Data cleansing for the Community services on a weekly basis to monitor accuracy, rectify and report on Data Quality errors.

• When data input inconsistencies are revealed, it is part of the role to advise senior staff of their responsibility to maintain compliance and ensure Trust data standards.

• Receive various reports from Performance Leads for validation. The role involves checking the user interface for discrepancies against BI reporting and highlighting and correcting any inaccuracies.

• Developing clinical consultation/document templates linked to national ICD reporting codes for each of Community services.

• Supporting the roll out of electronic records on the clinical system and benchmarking with NICE guidance to ensure compliance.

• Create clinic sessions and domiciliary daily diaries in the clinical system for Community and Wellbeing Services in the locality. Generate slot type templates to ensure data validation for reporting.

• Lead on the collection of Community Data Sets including SEND, MECC and LD.

• Create spreadsheets from Health Informatics Telecom and IT data to inform the performance of SPOA receptionists and referral administrators.

• Responsibility for the costings for aligned service as appropriate.

• Registration Authority agents for Southport & Formby Community Services. Undertake appropriate training to be authorised to carry out identity verification and configure access rights to EMIS users.
In addition, perform a range of administrative tasks to maintain good RA records and processes. Analyse problems, rectify and resolve.

• Required to have a full knowledge and understanding of all the Community & Wellbeing services across the locality.

• Support and advise all members of staff within the SPMMHS including the Service Managers on all aspects of the clinical system

Communication and Relationship Skills

• Receive incoming telephone calls, dealing with enquiries and passing on more complex queries to the appropriate member of staff.

• Ensure all callers receive a prompt, courteous, non-judgmental, and well-informed response.

• Create, produce, and distribute promotional and training materials.

• Assist in sending out confirmation letters and preparing documents and resources for training days and when requested, assisting on the training day.

• Assist in sending out information, appointments, and resources for educational programmes.

• Contact external organisations with regard to promotion of the service.

• Communicate effectively as a team member, with other work colleagues.

• Complete the retrieval of health records for Subject Access requests in a timely manner and in line with Information Governance policy.

• Collate and forward information returns to a pre-arranged time schedule.

• Notify Business Administration Manager and/or Team Leader in a timely manner when changes to clinic schedules and templates on the electronic patient administration system are required.

• Deliver analytical narrative for complex reports and feedback to Trust Management. Disseminate sensitive information based on medical and service reporting.

• Provide and received information which may be complicated, e.g., discussing data queries with data suppliers.

• Provide and receive information on IM&T matters which may be complicated; provides training in own area of expertise.

• Build relationships within multi-disciplinary teams to supply data which underpins their service.

• Challenge senior clinicians with data inconsistencies.
Knowledge, Training & Experience

• Knowledge of data analysis and associated software/computer systems acquired through diploma or equivalent experience/qualification.

Analytical and Judgmental Skills

• Be responsible for accurate input of data using a range of IT applications, validation checks and liaison with Business Administration Manager and/or Team Leader to resolve queries.

• Proactively monitor waiting time and other performance related data and notify appropriate staff members of any likely breaches in set limits.

• Run queries and transfer data from one package to another.

• Manipulate data to assist in the analysis and interpretation of datasets.

• Ensure clinic notes, clinic diaries and meeting room diaries are kept up to date electronically and manually.

• Test the effectiveness of procedures in own area and report issues to the appropriate member of staff.

• Analysis of business function information and complex patient services to provide an understanding of their workings.

• Use judgement from experience to make sense of conflicting information.

• Analyse and assess complex data to provide supporting evidence.

• Dealing with queries relating to data or information, assessing whether standard analyses are robust e.g., undertaking a data cleansing role or comparing data from different sources to ensure quality,
consistency, and accuracy.

Planning and Organisational Skills

• Plan and prioritise day to day work to cope with variable demand and interruptions and ensure it is undertaken and completed within timescales / deadlines.

• Plans activities requiring adjustment due to fluctuating workload, prioritising unpredictable and conflicting demands e.g., dealing with data queries arising from information requests, such as CCG
and NHS England requests.

• Work independently and self-directed.

• Administer systems for quality checks.

• Assist with any campaigns, exhibitions, and training events.

• Plan clinic rotas and departmental meetings on a regular basis including diary management, room booking and equipment.

• Coordinate administrative activities for multi-disciplinary training and education events.

• Organise office filing systems and archiving of records in line with Trust procedures.

• Arrange for service equipment to be checked and maintained as appropriate.

Person specification

• NVQ4 /Diploma in Business and Administration or equivalent demonstrable experience
• 5 GCE's grade C or above including Mathematics and English Language or equivalent
• Expert knowledge of NHS data systems such as EMIS, Best, iPM, eCPA, ESR and Health Roster
• Knowledge of data analysis and associated software/computer systems acquired through diploma or equivalent experience/qualification
• Inputting and manipulating data/information into computer databases
• Knowledge of effective admin systems and ability to apply to work
• Advanced working knowledge of all Microsoft office applications e.g., Excel, Access, Word, PowerPoint
• Knowledge and awareness of working with people making health related changes
• Knowledge of community and urgent care NHS services

We celebrate diversity and promote equal opportunities; we are committed to challenging and eliminating racism and other forms of discrimination and advancing and promoting equality of opportunity in the provision of services and creating an inclusive environment for all employees. We believe that everyone has the right to be treated with dignity and respect.

We take positive action to support disadvantaged groups and also particularly encourage applications from BAME, disabled and LGBT people that are under-represented in our workforce. Furthermore we welcome applications from reservists and ex-armed forces as we recognise the benefits of the values, skills, training and experience that they bring to their work with us. We encourage all applicants to share their equality information with us.

As a Disability Confident Employer, we offer a guaranteed interview scheme for applicants who consider themselves to be disabled who meet the minimum (essential) criteria for the role in the person specification. If you would like your application to be considered under the Trust's guaranteed interview scheme you can indicate this in the personal information section of your online application form.

Please ensure you check the email account from which you apply for all correspondence. All information regarding your application will come from not NHS Jobs. Only those applicants who demonstrate clearly how they meet our person specification will be shortlisted for interview.

Should you require a reasonable adjustment to our recruitment process please contact the recruitment team to ensure that measures can be put in place to support you.

We reserve the right to close any vacancy earlier than advertised in exceptional circumstances once we have received a high volume of applications.

The Trust expects all post holders who require an enhanced DBS for their role subscribe to the DBS Update Service. You will be required to enrol for this service for a fee of £13 per year and maintain registration. Trans applicants who require a DBS check and do not want to reveal details of their previous identity can contact the DBS Sensitive Applications Team or email ) with their application number once they have completed their DBS application form. The team is able to prevent any previous identity showing on the DBS Certificate, unless the applicant has a conviction under their previous details in which case this will need to be disclosed.

Flexible working requests will be considered for all roles.

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Name Samantha Evans Job title Team Manager Email address Telephone number Additional information

Tracey Williams (Operational Lead