Job summary
- Main area
- Virtual Ward
- Grade
- NHS AfC: Band 3
- Contract
- Permanent: To support the day to day running of the ward over 7/7 service
- Hours
- Part time - 22.5 hours per week (22.5 hours per week)
- Job ref
- 216-AM-A6331681-A
- Employer
- University Hospitals Plymouth NHS Trust
- Employer type
- NHS
- Site
- University Hospitals Plymouth
- Town
- Plymouth
- Salary
- £22,816 - £24,336 £22,816 - £24,336 Per Annum
- Salary period
- Yearly
- Closing
- 04/07/2024 23:59
Employer heading
Virtual Ward Co-ordinator
NHS AfC: Band 3
Job overview
This is an exciting development opportunity for an experienced administrator to bring their experience and knowledge to the integrated Virtual Ward Team as a Virtual Ward Coordinator.
Virtual ward is a safe and efficient alternative to NHS bedded care. Virtual wards support patients who would otherwise be in hospital to receive the acute care and treatment they need in their own home. This includes either preventing avoidable admissions into hospital or supporting early discharge out of hospital.
The delivery of digitally enabled care (virtual care) including virtual wards is a national priority embedded within current health and social care policy. In the 2022-23 priorities and operational planning guidance, systems were asked to deliver virtual ward capacity equivalent to 40-50 virtual ward ‘beds’ per 100k population by December 2023. This post provides an opportunity to drive and transform the system by embedding the use of digital technology to release pressure on acute care and improve patient outcomes.
Please note that this post is located on site at University Hospitals Plymouth NHS Trust and is not a working from home opportunity.
Previous applicants need not apply.
***Preference will be given to internal Trust staff, as well as ‘Priority’ and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***
Main duties of the job
As we move towards a new era of integrated care and working collaboratively across organisational boundaries, the need for dynamic, focused teamwork is vital.
Working with the Acute Medical Nursing Team you will monitor and ensure the management of patients is efficient and effective, considering the individual needs of the patient and the requirements of the service. A key part of the role will be providing administrative support to all clinical and non-clinical colleagues involved, link in with community teams and other services as requested and work across the wide range of IT systems.
The successful applicant will work closely with the Deputy Service Line Manager and Virtual Ward manager and key stakeholders including Primary care, Community Services, Acute hospital services and others to develop services.
Working for our organisation
We are a people business – where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure.
PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY.
If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100.
We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams.
It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
Detailed job description and main responsibilities
- Monitor and run virtual ward email inbox
- Receive referrals in conjunction with clinical team
- Consult Virtual ward clinical team if there are discrepancies in referrals
- Register/ manage/ discharge patients on patient management systems required for virtual ward.
- Invite new patients for clinical outpatient sessions in conjunction with booking rules and guidelines.
- Book follow-up appointments that have been requested when instructed to do so by the virtual ward team, using appropriate guidelines, e.g. bloods
- Liaise with community Coordinator re face to face follow ups, Intravenous capacity.
- Telephone patients/ relatives/ carer’s as required.
- Take appropriate actions when clinic capacity alters, e.g. cancellations, over-bookings etc.
- Notify appropriate staff members of changes/cancellations to clinics.
- Work within the framework of the Trusts Waiting List Policy and AGN (Admin Guidance notes) notes notifying the line manager of relevant issues in a timely manner
- Priorities own workload including the overseeing of clinics, discharge letters, medical reports, documents and ensuring that any outward documentation is sent to the correct place.
- Follow up diagnostic results including scans.
- Assist with the improvement and presentation of data collection using appropriate computer software to achieve effective results.
- Update and report datasheet during absence / leave.
- Provide support in respect of clinical audit responsibilities.
- Maintaining comprehensive knowledge of computer systems and sharing knowledge of this with other team members.
- Manage performance reports received from Management Team. Amend detail as appropriate or inform them of any problems or queries.
- Receive and deal with confidential telephone enquiries from patients. Be able to handle patient complaints.
- Follow procedures for: requesting case notes & raising thin files, organizing contents of case notes, requesting/amending transport bookings, requesting and printing of patient documentation.
- Ensure all case notes/thin files arriving into and departing from the department are traced on iPMS.
- To take an active role in training and mentoring other staff members as requested. Cover opposing areas if requested by line manager.
- Place appropriate stock and non-stock orders at the request of virtual ward team.
- Assist in ensure staff appraisals and staff mandatory training are up to date and conducted in a timely manner.
- To assist in the recruitment and selection process
- Cover colleagues during times of absence or increased workload as requested.
- Assist in maintenance of overall management of the Rota
- Assist with the management of the ward clerks leave requests using Health Roster system or its alternative
- Assist with the management of sickness according to the Trust Sickness Policy
- Work closely with the virtual ward management team
- Carry out any other clerical duties as determined by the virtual ward.
COMMUNICATIONS & WORKING RELATIONSHIPS
- Receive and deal with confidential telephone enquiries from patients. Be able to handle patient complaints.
- Liaise with various departments and professionals within the hospital and outside agencies via verbal and written communication.
- To be a team member within the office and able to multi skill within the various areas.
- To work closely with other admin and clerical staff within the division.
- To comply with all infection control policies and guidance, attend relevant updates and report issues of concern to their line manager.
PLEASE SEE JD FOR FULL PRIMARY DUTIES AND AREAS OF RESPONSIBILITY
Person specification
KNOWLEDGE & EXPERIENCE
Essential criteria
- • Good level of ability to use computerised systems
- • Proven demonstrable administration experience
- • Demonstrable level of excellent communication skills
- • Demonstrable experience in working in a public facing role.
Desirable criteria
- • Previous demonstrable experience with System 1, IPM and other clinical systems
- • Previous demonstrable supervisory experience
- • Demonstrable appraisal experience
QUALIFICATIONS
Essential criteria
- • NVQ Level 3 Business and Admin (or equivalent demonstrable experience)
APTITUDE & ABILITIES
Essential criteria
- • Good communication skills, written and verbal, with ability to demonstrate fluency, clarity and effectiveness at all levels
- • Able to work under pressure and meet deadlines
- • Accuracy
- • Time management skills
- • Organisational skills
- • Ability of work on own initiative but also as a member of a team demonstrating the ability to work unsupervised within stated guidelines
- • Able to analyse and resolve problems in a professional manner
- • Good telephone manner
- • Tactfully communicate written and verbal information with patients and staff
DISPOSITION / ATTITUDE / MOTIVATION
Essential criteria
- • Team member with leadership skills
- • Able to work calmly and methodically within a busy environment and from busy workload
- • Proactive, takes own initiative
- • Remain professional at all times
OTHER FACTORS
Essential criteria
- • Flexibility to cover colleagues during absences
- • Demonstrate an understanding of confidentiality
Employer certification / accreditation badges
Applicant requirements
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.
Documents to download
Further details / informal visits contact
- Name
- Louise Huntley
- Job title
- Deputy Service Line Manager
- Email address
- [email protected]
- Telephone number
- 01752 431021
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