Special Panel Administrator | Mersey Care NHS Foundation Trust

We have an exciting opportunity for an experienced Administrator to join our Community Equipment Team. We have a full time position (37.5 Hours) working Monday - Friday at band 3.

The successful candidate will input and process financial information and complete routine financial transactions in accordance with relevant procedures. .

Participate in solving service users/referrers equipment related queries; ensuring equipment is safe for use including service and maintenance to meet manufactures and Health and Safety guidelines

The successful candidate will act on own initiativein arranging delivery equipment within Mersey Care and manage own workload with minimal supervision.

The successful candidate willprovide a comprehensive administrative support to Liverpool Community Equipment Service and will support the ordering and delivery of appropriate goods and services.

They will be computer literate and highly proficient at using Microsoft Office applications including Word, Excel, and Outlook.

The successful candidate will be fully involved and support the service which includes attending meetings and taking minutes.

The post holder will respond to emails and manage communications between service users and referrers/ families in a timely and professional manner. Participate in solving service users/referrers equipment related queries.

Have responsibility in assisting in the accurate, timely and efficient processing of accounting documents e.g. invoices, debtors requests, in accordance with the policies and procedures.

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.

Health and safety:

1. Attend Health and Safety Training pertaining to role and undertake any risk assessments in line with Health and Safety Guidelines.

2. Responsible for ensuring specialist equipment is repaired in a timely manner and arrange for the service and maintenance of equipment in line with manufacturers guidelines

3. Escalate any concerns regarding equipment safety to line manager/supervisor

Planning and organising:

1. Preparation of Special Panel paperwork ensuring all documentation is complete and correct to present to Special Panel members.

2. Monitoring of budget throughout panels ensuring they are correct and reflective of monies spent.

3. Organise and process post panel paperwork to ensure outcome of panel decisions are conveyed to clinicians, and orders are raised within the timescale.

4. Participates and assists in organising/planning driver schedules for special equipment deliveries.

5. Organised and uses resources in an efficient, safe and appropriate manner, ensures data is stored in line with Data Protection and information can be retrieve quickly.

6. Organises own workload within strict deadlines and able to work on own initiative.

7. Actively participates in the periodic review of oracle orders and chases up deliveries when necessary

8. Have a clear understanding of current service and locally agreed targets, ensuring key performance indicators are achieved by working in conjunction with the management teams.

Analytical and judgmental skills:

1. Anticipates obstacles and thinks ahead to the next step, will make decisions within role

2. Performs data entry and updates data on bespoke systems

3. Recognises inconsistencies in orders will discuss problems and possible solutions with line manager/supervisor and will alert referrer to issue.

4. Analyses documents (referral forms/panel paperwork/service and maintenance records) and investigates discrepancies and takes appropriate action.

5. Participates in development of office procedures.

6. Works flexible to ensure the needs of the service are met at all times.

7. Uses information systems with specific responsibility to ensure a high standard of information recording is maintained for audit purposes.

Policy and service development:

1. Follows Trust policies, may participate in discussions on proposed changes to local policy and department procedures

2. Works within the policies and procedures of Merseycare Standard Financial Procedures.

3. Constantly working towards efficiency.

4. Assist the CEDAS Senior Administrator in the implementation of changes to working practices and procedures.

5. Taking ownership of service provision (ideas, explores more efficient and effective ways of working).

Financial and physical resources:

1. Personal duty of care in relation to equipment/safe use of equipment.

2. Assist in the preparation of monthly and year end accruals and assist in the preparation of monthly budget reports.

3. Produce standardised computer generated reports and/or statistical information as requested by CEDAS Managers

4. Service/maintenance and PPM of equipment is addressed, running monthly reports and highlights any budget pressures

5. Liaise with budget holders in the accurate coding of supplier and customer invoices as directed by the CEDAS senior administrator.

6. Provides innovative ideas for improving working practices

7. Liaise with suppliers for quotes for specialist equipment and repair of specialised items.

Information resources:

1. Uses a range of IT applications, inputting clinical referrals and arrange deliveries on the bespoke systems stock management.

2. Contributes to updating client details in line with local procedure.

3. Maintaining and correcting data pertaining to role and guidelines to ensure data quality, ensuring information is accurate, correct and confidentiality is met at all times.

4. Ensuring all data is filed/archived in line with Merseycare Policy.

Training and education:

1. Be able to demonstrate a commitment to own personal development

2. Undergo all mandatory training pertaining to role

3. Participate in any in house training and development pertaining to role

4. Demonstrates duties/own activities to new starters, less experienced bank or temporary staff.

5. Undertake work-based bespoke training and assessment pertaining to role, and keep skills up to date with regular refresher training.

6. Participates in regular supervision, engage in reflective practice and be committed to continued development.

Clinical Governance/Research and Audit

1. Identify and report incidents relating to safe use of equipment

2. Participate in investigating and resolving any complaint relating to equipment

3. Participate in Patient Experience Survey, Friends and Family, Driver Survey, obtain feedback and discuss service improvement with line manager/supervisor/colleagues through team meetings and focus groups.

4. Required to undertake audits of own workloads, in conjunction with the requirements of the management team: i.e. telephone audits, quality information.

5. Ensure service users have the appropriate information/direction to help them access services

6. Participate in gathering data for audits relating to equipment/stock management.

Communication:

1. Contribute to the development of relationships between Procurement/Accounts Payable team and internal and external customers e.g. suppliers in order to establish and maintain a positive impression of the team.

2. Liaise with internal and external customers, ensuring sensitivity when dealing with distressing situations.

3. Receive and process incoming and outgoing telephone calls, taking messages and responding appropriately to maintain effective communication channels.

4. Maintain confidentiality at all times.

5. Liaise with CES Admin to ensure service scheduling of equipment is met in accordance with supplier's guidelines and raise any issues of concern.

6. Exchange information with client/staff/services to resolve any issues that may arise

7. Provide and receive information requiring tact/sensitivity and empathy.

8. Required to be aware of cultural and/or language difficulties.

9. Actively listens to patients and service users and when necessary signposts to services that can support them