Delegated Commissioning Administrator

Surrey and Borders Partnership NHS Foundation Trust

9d ago

Job
Full-time
Mid Level
People, HR & Administration
Healthcare

AI generated summary

You need relevant admin/IT qualifications, 4+ years' experience in health care, and proficiency in Word and Excel. Collaborate well and manage your workload independently.
You will process Complex Care applications, liaise with referrers, manage invoices, maintain records, minute meetings, support data entry, and ensure effective team communication.

Requirements

Relevant Administration/IT courses to BTEC or equivalent level, or; Educated to at least NVQ Level 4 or equivalent level of experience of working at a similar level in a health setting.
Evidence of a minimum of at least four years administrative experience in a health and social care setting, ideally mental health
Working with sensitive, complex clinical information and data
Working knowledge and experience of using Microsoft Word and Excel competently
Working collaboratively with other agencies
Ability to work on own initiative and organise own workload with minimal supervision, often working to tight and changing timescales

Responsibilities

You will be responsible for receiving applications for Complex Care and Treatment for Surrey individuals from GPs and SABP Professionals via email.
At times, you will be required to liaise directly with referrers to request further information, to ensure applications are complete and accurate for presentation at the Panel.
You will accurately process and log the applications received and save these electronically as directed by the Placements Managers, in a methodical way that other members of the team can access.
You will be responsible for accurately collating a monthly Panel Agenda, compiled of the applications received and processed for the month.
You will minute the Complex Care Panel meeting and ensure the key points and actions are accurately and concisely summarised, as dictated by the Panels Chair.
You will support the Chair of the Complex Care Panel by drafting high level response letters from the minutes of the meeting, which will subsequently be reviewed and approved by the Chair.
Once approved, you will send the response letters electronically to the correct individuals in a timely and secure way.
You will be expected to work independently in regard to the Complex Care Panels administrative process, but seek support when required.
Should queries arise that you feel unable to respond to/resolve, you will liaise with your team colleagues and ensure the query is responded to in a timely way.
When there are outstanding matters pertaining to the Complex Care Panel, you will ensure effective communication with team colleagues.
You will ensure that all relevant procedures are adhered to.
When required, you will appropriately access clinical information contained within the Trusts patient based information systems.
You will support the Delegated Commissioning Team to achieve implementation of the Complex Care and Treatment Operational Guidance, by ensuring tasks are planned, managed and delivered effectively.
To be responsible for the timely processing of invoices received for peoples Complex Care and Treatment, via Shared Business Services (SBS).
This will include the scrutiny of high cost invoices to ensure they are for the correct person, at the agreed amount and for the agreed duration.
To ensure the processing of invoices is accurately captured on a local electronic database, providing good record keeping.
Where required, to review clinical documentation that relates to the invoices being charged (under guidance from a Placements Manager).
To be a central point of contact, either electronically or via the telephone where required, for Providers who have invoice queries/request updates.
To maintain the Teams electronic database/spreadsheet as required, ensuring it is kept up to date.
This will include capturing peoples admission and discharge dates and updating their demographic information, as required.
Input or extract data, as required, into/from non-clinical data systems (such as local electronic database) and clinical data systems (such as SystmOne) to support the regular compiling of reports.
To gather information and with guidance, input this into a reporting template on a monthly basis.
To collate Individual Service Agreements (ISA) for people who have had funding agreed, by inserting key details and documents into a contractual template.
To support the Team with the Provider Quality Review process, by reviewing Provider documents and inputting this into a template.
This may require travel to hospital sites.
Work effectively alongside the Placement Managers and Team Manager to support the efficient running of the teams processes.
Actively participate in the smooth running of the team by working closely with colleagues, SABP/GP professionals, external providers of Complex Care and Treatment and any other appropriate individuals.
This will be with a professional and sensitive approach, whilst maintaining professional boundaries.
Use email applications such as Microsoft Outlook and NHS Mail in order to send, receive and distribute email correspondence appropriately and in accordance with the Trusts Acceptable Use of Information and IT Policy and Guidance.
Maintain confidentiality protocols at all times.
Demonstrate an understanding of the importance of effective team working and have the ability to adapt and use initiative as the need arises.
Take/receive phone calls, capture and record messages accurately and share these with the Placements Managers promptly, to ensure that suitable action is taken.
Be responsible for monitoring the Teams shared email account, passing pertinent information onto team members as appropriate.
Receive and process sensitive, clinical information for people on the Teams caseload and store this appropriately on the designated electronic system.
Using established processes, the post holder will support the Team to collate agendas for meetings and minute these accurately and concisely.
Organise meetings on behalf of the Team as required.
Provide a full range of office tasks including filing, photocopying, faxing and scanning.
The daily use of Microsoft Office packages such as Microsoft Outlook, Word and Excel.
To work with Placement Managers to ensure they are made aware of any unexpected issues that are notified to the Teams email account.
All staff will have knowledge of and adhere to the Data Protection Act and will not disclose to any person or organisation, any confidential information that comes into their possession in the course of their employment.
To demonstrate a commitment to abide by Trust Policies and procedures including compliance with all aspects of the organisations code of conduct and Health & Safety legislation.
To fully participate in the Trusts performance review and personal development planning process on an annual basis.
Undertake training as necessary in line with the development of the post and as agreed with line manager as part of the personal development planning process.
To achieve and demonstrate agreed standards of personal and professional development within agreed timescales.
To contribute to the review and development of the teams processes and documents.
To undertake any other duties at the request of the line manager which are commensurate with the role.

FAQs

What qualifications are required for the Delegated Commissioning Administrator position?

Candidates must have relevant Administration/IT courses to BTEC or equivalent level, or be educated to at least NVQ Level 4 or have equivalent experience in a health setting.

How much administrative experience is needed for this role?

A minimum of at least four years of administrative experience in a health and social care setting, ideally within mental health, is required.

What type of software skills are necessary for this position?

Proficiency in Microsoft Word and Excel is essential, as well as experience in using email applications such as Microsoft Outlook and NHS Mail.

Will I have to handle sensitive clinical information?

Yes, the role involves processing sensitive clinical information, so a strong understanding of confidentiality protocols is crucial.

What are my main responsibilities related to the Complex Care Panel?

Main responsibilities include receiving and processing applications, liaising with referrers, minute-taking of panel meetings, drafting response letters, and ensuring effective communication regarding outstanding matters.

Will I be required to manage invoices?

Yes, you will be responsible for the timely processing of invoices for Complex Care and Treatment, including scrutiny and record-keeping.

Is travel required for this role?

Travel may be necessary for reviewing Provider documents as part of the Provider Quality Review process.

How will I be expected to communicate with team members and providers?

You will need to work collaboratively with your team, SABP/GP professionals, and external providers with a professional and sensitive approach while maintaining professional boundaries.

Are there opportunities for personal development in this position?

Yes, all staff are expected to participate in annual performance reviews and personal development planning, along with undertaking necessary training as agreed with the line manager.

What general office tasks will I be responsible for?

You will handle tasks such as filing, photocopying, faxing, scanning, taking phone calls, monitoring the shared email account, and organizing meetings.

Surrey and Borders Partnership NHS Foundation Trust

For a better life

Science & Healthcare

Industry

1001-5000

Employees

2005

Founded Year

Mission & Purpose

We are the leading providers of specialist mental health, learning disability and drug and alcohol services for people of all ages in Surrey and north east Hampshire. Our core purpose is to work with people and lead communities in improving their mental and physical health and wellbeing for a better life through delivering excellent and responsive prevention, diagnosis, early intervention, treatment and care. Our services are provided in community settings, hospitals and residential homes with an emphasis on providing local treatment and support close to people's homes wherever possible.