Commissioning Support Officer - ICB

4
Team
Individual Patient Activity
Reports to
Commissioning or Contracts Support Manager
Accountable to
Senior Commissioning/Business Manager

Our Vision

To be pivotal in fully supporting the delivery of major improvements in health and wellbeing.

Our Values

Honesty, integrity and transparency in everything we do

Everyone matters: patients, staff and customers

Highest quality and excellence in our services

Working as partners with our customers

A complete focus on adding value

The post holder will be responsible for providing and co-ordinating daily administrative and commissioning support to the IPA/CHC processes in the delivery of the National Framework for Individual Patient Activities, including Personal Health Budgets, Joint Funded, Complex Care, Continuing Healthcare and Funded Nursing care on behalf of the Merseyside CCG's.
This will include acting as a point of contact for all commissioning queries relating to the delivery of this service, maintaining accurate data processes in line with the requirements of the customer. To ensure all commissioning and business critical activities are maintained.
Job Purpose/Summary

1. Communication & Relationship Skills
· Send and receive audio and visual correspondence between patients, relatives, providers and internal or external staff on a variety of IPA matters and procedures, effectively and sensitively liaise with anxious patients and relatives, including where cultural or language barriers exist
· Communicate complicated administrative/commissioning/contractual information to staff from internal and external departments and contacts
· Communicate complex, sensitive and often contentious information with a range of stakeholders, where persuasion or negotiation skills are required
· Support the induction of new staff, with on the job training of processes and procedures to effectively enable new staff to learn from experienced staff
· Support the development and motivation of colleagues to achieve objectives
· Maintains effective working relationships with own and other departments, · Advanced keyboards skills for regular use of computer systems/touch or audio typing

6. Responsibility for Patient/Client Care
· Regular contact with patients
· Provides non-clinical advice, information and guidance to patients, carers, relatives and external providers/stakeholders about appointments, admissions and commissioned services

7. Responsibility for Policy/Service Development
· Follows existing policies and procedures
· Implements policies and procedures in own area
· Proposes changes to procedures in own area

8. Responsibility for Financial & Physical Resources
· Supports the maintenance of office supplies, using defined electronic purchasing software
· Personal duty of care in relation to equipment, resources
· Safe use of equipment other than(including) equipment used personally;
· Safe use of highly complex equipment

9. Responsibility for Human Resources
· Demonstrates commissioning, administrative, secretarial duties to new starters or less experienced staff
· Provides day to day supervision and coordination of administrative staff and duties
· Trains and supports other non-clinical staff on departmental procedures and policies

10. Responsibility for Information Resources
· Updates, maintains, stores clinical or non-clinical records, commissioned services etc on internal database systems and other required electronic recording methods e.g. excel
· Takes and transcribes formal minutes
· Creates databases to collect and monitor information; maintains and updates databases, requirement to develop or create reports and documents

11. Responsibility for Research & Development
· Completes staff surveys
· Actively develops own knowledge and skills to support Continued Professional Development (CPD)

12. Freedom to Act
· Works independently within defined IPA policies and procedures,
· Works under own initiative
· Manages own workload determined by service need and importance

13. Physical Effort
· Light physical effort
· Keyboard work and telephony over long periods

14. Mental Effort
· Concentration for administrative and commissioning support duties,
· Work pattern predictable - within office hours (Mon-Fri 9am-5pm)
· Regular interruptions from staff, patients, relatives and external agencies

15. Emotional Effort
· Limited exposure to distressing or emotional circumstances
· Typing documents of a distressing nature, may deal with distressed patients or bereaved relatives.
· Deals with staffing issues

16. Working Conditions
· Open office environment or similar conditions
· VDU and telephone use

This is not an exhaustive list of duties and responsibilities, and the post holder may be required to undertake other duties, which fall within the grade of the job, in discussion with their manager. This job description will be reviewed regularly in the light of changing service requirements and any such changes will be discussed with the post holder.
This job description is intended as an outline indicator of general areas of activity and will be amended in the light of the changing needs of the organisation. It will be reviewed in conjunction with the post holder as service need requires.

Person Specification

Job Title
Commissioning Support Officer
Band
4
Team
Individual Patient Activity
Reports to
Commissioning/Contracts Support Manager
Accountable to
Senior Commissioning/Business Manager

Essential
Desirable

· Knowledge of commissioning and administrative procedures and systems, the majority of which are non-routine, acquired through training and experience to Vocational Level 3 or equivalent;
· Proven experience in administration of meetings including accurate minute taking and working with the meeting Chair to ensure tasks, actions and minutes are effectively monitored and escalated, where appropriate
· High standards of attention to detail
· Knowledge and experience to deal with non-routine issues such as problem solving for an area of work or specific tasks
· Developing alternative or additional procedures within own area of expertise
· Supporting colleagues with changes in processes or procedures
· Working on own initiative to strict deadlines meeting the needs of the service at all times
· Knowledge of specialist functional/medical/legal terms, organisational policies and procedures

3. Analytical & Judgemental Skills
· Exercises judgement and initiative when dealing with enquiries within own area of expertise.
· Analyses information to resolve problems for patients, carers, agencies and staff, within own area expertise (e.g. Commissioning Support)

4. Planning & Organisational Skills
· Plan and organise own workload in conjunction with the other non-clinical team members.
· Prioritises workload in relation to service need and importance
· Arranges and Administrates meetings
· Ability to manage multiple diaries
· Organises events, conferences, MDT meetings., Significant administrative/ secretarial experience including initiating and maintaining office systems.

Demonstrable experience in dealing with the public and dealing with sensitive and confidential information

Minute Taking
Experience of contract monitoring and commissioning pertinent to Individual Patient Activity

Understanding of CHC framework

Qualifications
Educated to NVQ 3 level in a Business or Finance related subject or equivalent level of qualification or significant equivalent previous demonstrable and proven experience.

Skills, Knowledge & Competencies
Intermediate knowledge of IT systems and software programmes such as Outlook, Word, Excel, PowerPoint and Access.

Understanding of Confidentiality and Data Protection Act.

Clear and concise communicator with excellent writing, data entry and presentation skills: capable of constructing and delivering clear information/ instructions to staff and service users

Ability to work under pressure in a busy working environment and able to multi-task

Effective team working

Able to delegate and inform
colleagues across levels of seniority

Understanding of and commitment to equality of opportunity and good working relationships

Ability to work without supervision

Ability to work on own initiative, organising and prioritising own and others' workloads to changing and often tight deadlines

Ensure consistently high standards of attention to detail and quality of work

Advance knowledge of Excel including the ability to produce complex pivot tables

Knowledge of NHS issues and Experience of working in a health care organisation or other public sector organisation

Personal Qualities
Ability to proactively establish and maintain professional working relationships with people from a wide range of personal and professional backgrounds

Self-motivated with a positive 'can do' attitude.

An ability to maintain confidentiality and trust

Professional, calm and efficient manner

Commitment to continuing professional development

Positive and flexible approach to work, ability to identify future issues, suggest solutions and forward plan

Commissioning Support officer (Brokerage) . Dealing with telephone and email enquiries from clinical staff and care providers clients regarding packages of care, care placements, invoice queries. Checking of information for accuracy prior to negotiation with placement providers, care providers, clients and their representatives using a variety of communication methods. Experience of IT systems - including word and excel. Good interpersonal skills to be able to communicate and negotiate appropriately. Attention to detail and ability to check data carefully. Home based working. NB: This post is with NHS Cheshire and Merseyside, not Sefton Council.