Children in Care Admin Co-ordinator

Cambridge

About The Position

East of England Community Health and Care NHS Trust delivers expert healthcare in people’s homes, community hospitals and local settings across the East of England. Our nurses, therapists, clinicians, support teams and partners work together to provide coordinated care that supports independence, recovery and wellbeing. We believe people are best cared for close to home, in the communities where they live and belong. By combining professional expertise with strong local relationships, we help people stay well, feel supported and access the right care at the right time. Expert healthcare, close to home, trusted by our communities. Different ideas, experiences and backgrounds make us stronger and more creative and applications from all walks of life are welcomed. Our processes ensure that all applicants are treated fairly at every stage of the recruitment process. East of England Community Health and Care NHS Trust is committed to creating a modern and inclusive work environment. We actively promote flexible working opportunities where possible to meet the needs and wishes of our workforce and maintain and improve their wellbeing. We also offer flexible working patterns and we would encourage you to discuss this with the recruiting manager before or during the application process if this would interest you. We welcome applications from people who share our values and can help us deliver outstanding care in our local community. Before applying for this vacancy, please make sure you’re familiar with ongoing GOV.uk sponsorship eligibility criteria which will impact the organisations ability to provide sponsorship, whether this is currently or in the future. Please note, our selection processes are in place to ensure we recruit candidates with the right values and skills. Please be advised that the use of AI in applications i monitored. We remain watchful of candidates who misuse these tools to generate an application that doesn’t accurately reflect their skills. Make a Difference Where It Matters Most Are you looking to build your skills while supporting vital services for children and young people? Join our Children in Care Team and play a key role in co-ordinating statutory health services across Cambridgeshire. At Cambridgeshire Community Services, rated Outstanding by the CQC, you’ll be part of a trusted organisation committed to improving outcomes for Children in Care. You’ll work within a supportive, multidisciplinary team of paediatricians, nurses, and administrators, with strong partnerships across agencies and consistently positive feedback from service users. If you’re organised, proactive, and passionate about making a real impact, this is your opportunity to be part of a team dedicated to ensuring children achieve the best possible health and development outcomes The team are looking for an enthusiastic, innovative, highly motivated, dedicated administrator/co-ordinator to work as an integral part of a multidisciplinary/multiagency service to provide an efficient and effective pathway of care in accordance with the Statutory Guidance for Promoting the Health and Wellbeing of Looked After Children (DH & DoE 2015). Why not click on the link to the Job Description and find out more about the role. We look forward to receiving your application!

Responsibilities

Provide a full range of administrative support services to the CiC team involving the receipt of and providing sensitive and complex patient information, and ensuring that Cambridgeshire Community Services’ policies and procedures are adhered to.
Be conversant with the roles of all staff and their relationships with internal / external organisations and being aware of the statutory requirements for Health Assessments for CiC and their timescales.
Support the CiC admin team to undertake all planned tasks and processes and received communications by email, task, telephone and on MS Teams.
Process referrals and request for Initial and Review Health Assessments (IHA’s and RHA’s) from and to Local Authorities, ensuring the receipt/provision of the required documentation.
Allocate and co-ordinate Health Assessments to CiC Community Paediatricians and Nurse team, booking appointment with carers and sending out appointment letters.
Process completed Health Assessments returning them to Local Authorities and carers according to local pathways.
Escalate any breaches of required timescales to Team Lead, Service Manager, Local Authorities and ICB’s
Maintain patient records as per Cambridgeshire Community Services guidelines and input information and data onto computerised systems including SystmOne and develop and maintain complex spreadsheets.
Assist the CiC team in organising multidisciplinary training including CCS staff, Local Authority Staff and foster carers, booking rooms and providing refreshments, as appropriate.
Provide administrative support at meetings including agenda setting, minute taking and circulation.
Cover for other admin colleagues when required.
Be responsible for regular health & safety checks, as instructed, reporting any issues to relevant department. Fire officer duties when on site.
Liaising with the Trust regarding telephones, computers etc.
Prioritise workload and resolve conflicting demands using own judgment to prioritize.
Support the Team Leads, Service Manager and individual team members when required.
Committed to working in a changing environment, responding positively to new demands and changes and be willing to be flexible to the changing needs of the service.
Facilitate clear communication channels between CiC team, Local Authorities, Carers, children and young people, other agencies and staff to enable planned care to take place.
Utilise a range of communication skills e.g., negotiation to gain commitment from others and formal presentations, etc.
Confidence to manage difficult/sensitive phone calls with partner agencies and service users
Access to highly sensitive and at times distressing information resulting in occasional exposure to information of a sensitive or distressing nature when dealing with calls from a distressed member of staff / member of the public
To provide a constant point of contact for the CiC team. Take messages accurately and communicate effectively to team members.
Follow up referrals with Local Authorities and Integrated Care Boards across the country, escalating outstanding assessments when required.
Communicate with Local Authority colleagues to complete exception reporting
Communicate regularly with social care, foster carers, young people, Community Paediatricians and nursing staff to identify any specific needs
Maintain and monitor clinical equipment and stationery supplies, order stock (as appropriate), check deliveries, put away stock and report discrepancies.
Support the training of new staff or students to facilitate their understanding of the role within a multidisciplinary team.
Supervision/ line management of junior staff including recording on ESR
Support Team Leads and Service Manager with recruitment process.
Assist with audit as required.
Complete staff surveys / audits, as required.
Research and supply information as required
Maintain own professional development and take part in 121 management supervision, Appraisal and KSF process, restorative supervision.
Take responsibility for own continual professional development to improve performance, undertaking all Mandatory Training required and any other appropriate training and development activities.
Observe and maintain strict confidentiality with regards to any patient/family/staff/records and information in line with the requirements of the Data Protection Act.
Ensure any data that is taken/shared as part of a phone call or transported, faxed or transferred electronically must be undertaken regarding the Trust Information Governance and Information Security policies.
Adhere to the Trust risk assessment and risk management processes.
Adhere to infection control policies and procedures.
Provide patients and their families /carers with information on standards they should expect from the team.
The post holder is required to participate in relevant emergency preparedness process for their team.