Referral Co-ordinator

Job overview

• The postholder will be responsible for providing a proactive, comprehensive administrative service to a multi-disciplinary team, enabling the team to operate effectively and efficiently.
• This role will be working closely with the management of the referral team and its administrative tasks which include management of the service screening process, ensuring incoming referrals contains the necessary information to be entered onto the database.
• The post holder will work in collaboration with the Ward Manager to oversee the referral process, monitoring and tracking to ensure that the service achieves the data quality, clinical activity and income targets and is compliant with the appropriate Trust policies & initiatives.
• To oversee systems supporting the Eating Disorder Inpatient Unit and to ensure that facilities are managed effectively. To manage and provide professional leadership for the provision of administrative and related support services ensuring that these are of high quality, appropriately targeted and developed within a recognised framework. This will involve close and joint working with the ward manager, other managers and clinical staff.
• To be one of the first points of contact for patient/families/carers and professionals, ensuring a good patient experience and positive image of the service.

Main duties of the job

• To provide an effective, professional and confidential administration service to the ward.
• To assist people in a helpful, diplomatic and tactful manner.
• To act independently to ensure daily tasks and on-going workloads are prioritised and completed within agreed timescales, multi tasking where needed.
• Screening and processing referrals within the same working day.
• To book and organise referral screening meetings.
• Book ward rounds, meetings, interpreters and translation of correspondence, where appropriate.
• Minute meetings where appropriate.
• Support the clinical team, monitor and maintain accurate waiting lists.
• To contribute to the compliance of Health and Safety requirements as requested.
• Support admin trainees and temporary staff, access ICT and relevant Trust policies.
• Line management the Ward Administrator.
• Monitor, update and report comprehensive service-related activity data.
• Responsible for checking of funding arrangements for all care options within the service.
• Co-ordinate day to day admin support for the service and assist with the development of administrative processes.
• Support the service wide administrative cover arrangements. Support Ward Manager complete E-roster in a timely manner.
• Supporting with the recruitment and selection as and when required.

Detailed job description and main responsibilities

Administrative

• To provide a professional and confidential administration service, to include typing; preparing correspondences; proof reading documents; photocopying; filing; scanning; dealing with post; emails and having access to team members’ outlook calendars.
• To assist people in a helpful, diplomatic and tactful manner; screening and re-routing calls, as appropriate. Taking clear, concise messages and dealing with general enquiries, where appropriate.
• To act independently to ensure daily tasks and on-going workloads are prioritised and completed within agreed timescales. Manage multiple tasks within the working day whilst maintaining quality standards.
• Screening referral within the same working day.
• To book and organise referral screening meetings as required. Liaising with Clinicians and contacting families, referrers and carers.
• Ability to work in an unpredictable pattern, dealing with frequent interruptions.
• Organise the booking of ward rounds, meetings, interpreters and translation of correspondence, where appropriate.
• Attend meetings and produce minutes.
• Trace patient NHS details via the National Tracing System.
• In conjunction with the clinical team, monitor and maintain accurate waiting lists.
• To contribute to the compliance of Health and Safety requirements as requested by management.
• To participate in the preparation of events, conferences and projects.
• Support admin trainees and temporary staff, ensuring access to ICT and the relevant Trust policies.
• To contact Trust Estates and Facilities Department to report any faults or works that need to be undertaken.
• Support the management of administrative assistant.
• Assist the service with monitoring, updating and reporting comprehensive service-related activity data.
• Responsible for checking of funding arrangements for all care options within the service.
• Co-ordinate day to day admin support for the service and assist with the development of administrative processes.
• To participate in any training and developmental needs as required by the Ward Manager.
• Support the service wide administrative cover arrangements.
• In conjunction with the Ward Manager complete the service E-roster in a timely manner ensuring that data is collected and submitted.
• Supporting with the recruitment and selection as and when required.

Service Requirements:

• To provide cover for colleagues, as required, within PMOA sites.
• Assist teams with the development of patient information and team leaflets.
• Updating staff competences on e-roster, creating reports from e-roster such as competences, annual leave and sickness
• To assist in service user and carer feedback surveys
• To line manage staff, as required.

Personal Development:

• To participate in development and training identified through the appraisal and

supervision process.

• To attend and participate in all identified mandatory training.

Other:

• To ensure all duties are carried out in line with Trust policy.
• To carry out other duties appropriate to the grade as required.
• To keep up-to-date with relevant Trust policies and developments within the NHS, e.g. Business Continuity Plans, Care Quality Commission.