Complex Discharge Service Administrator

Job overview

The post is within Discharge Service at Kings College Hospital, Denmark Hill site which consist of  discharge co-ordination for adult wards and provision of a single point of access for delivery of the discharge to assess function.

The post holder will  provide a quality administrative service to professionals involved in the admission and safe discharge of adult patients in and out of King’s College Hospital. To be responsible for the accuracy of patient information as it transfers from King’s data systems to those of the Local Authority ensuring accurate data quality.  To act as a member of the Internal Flow Hub Admin Triage  and promptly deal with telephone and email queries in a professional and timely manner.

Main duties of the job

Answering the telephone in a professional manner and directing telephone queries to the relevant team member, taking messages where applicable. To respond and deal with email queries promptly, efficiently and politely, resolving local issues and referring to other relevant staff as appropriate always maintaining strict confidentiality. To maintain an accurate record on various spreadsheets/trackers and ensuring this information is updated as and when required. To maintain and utilise relevant hospital and social services’ systems, ensuring information is accurate and up to date. To assist the discharge team with printing and scanning of documents when required. To utilise diaries, rotas, movement boards and relevant information to ensure effective communication throughout the team, including setting up meetings and taking minutes when required. To maintain department filing systems in good order and to ensure all papers, correspondence and documents are filed correctly and promptly, assisting with file merging, porting or archiving as required. To work within the time-frames of the Care Act (2014) and be considerate of relevant Department of Health policies that impact the discharge process. To observe and maintain the confidentiality of patient records and staff information.

Working for our organisation

King’s College Hospital NHS Foundation Trust is one of the UK’s largest and busiest teaching Trusts with a turnover of c£1.8 billion, 1.5 million patient contacts a year and more than 15,000 staff based across South East London. The Trust provides a full range of local and specialist services across its five sites. The trust-wide strategy of Strong Roots, Global Reach is our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we aim to take Team King’s to another level.

We are at a pivotal point in our history and we require individuals who are ready to join a highly professional team and make a real, lasting difference to our patients and our people.

King’s is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone’s contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust’s carbon emissions, waste and pollution wherever possible.

Detailed job description and main responsibilities

· To process referrals and other information and requests to a high level of accuracy in accordance with the Internal Flow Hub Standard Operating Procedures ensuring it is passed to the appropriate professional/team within specified time-frames. To assist with the further development of the Internal Flow Hub processes to address any changes to the government’s Hospital discharge standards. 

· To build and maintain communication lines with those defined in the Key Relationships via Trust email and Electronic Patient Record systems, Social Services electronic systems, in person and via the telephone.

· To regularly monitor and deal with team and individual email inbox activity as set out by process maps. 

· To answer and deal with queries promptly, efficiently and politely, resolving local issues and referring to other relevant staff as appropriate, always maintaining strict confidentiality.

· To maintain and utilise relevant hospital and social services’ databases, ensuring information is accurate and up to date.

· To utilise diaries, rotas, movement board and relevant information to ensure effective communication throughout the team.

· To collect, sort and distribute mail, take and pick up and process work/information from others. 

· To maintain department filing systems in good order and to ensure all papers, correspondence and documents are filed correctly and promptly, assisting with file merging, porting or archiving as required.

· To scan and upload documentation to the Trust and Social Services’ electronic databases.

· To ensure that stock deliveries are unpacked, checked for accuracy and put away neatly on the day of delivery.

· To develop robust resource management systems to ensure that Borough leaflets and posters are ordered in a timely fashion and displayed and made available as requested. 

· Support the recording of statistical and performance management information and to assist in the collation of data for statistical purposes.

· To process small grants (up to £50.00) from the Patient Emergency Support Fund – Adults (formerly known as the Samaritan Fund) monies as requested by the Fund Advisors and their delegates.

· To ensure that all patient property is secured and documented in accordance to departmental policy ensuring that a signature is obtained for release of the property.

· To work within the timeframes of the Care Act (2014)  and be considerate of relevant Department of Health policies that impact the discharge process.

· To observe and maintain the confidentiality of patient records and staff information

· To ensure that all administrative desks, visitors book desk and main entry corridor are maintained in a presentable manner.

· To assist other Administrative Support Officers when they are on leave or when another area is particularly busy.

· To interact and liaise with everyone under the terms of King’s Behaviour Standards.

Person specification

Qualification

Essential criteria

• Educated to at least to GCSE standard or equivalent with A-C Grade in English

Qualification / Experience

Essential criteria

• ECDL or proven equivalent experience in MS package, email and internet browsers

Experience

Essential criteria

• Administrative/office experience within the NHS in a hospital environment

Skills

Essential criteria

• An ability to understand structures, processes and policies in relation to own role and the team’s service

IMPORTANT

• Check your email account regularly as this is how we will communicate with you
• If you delete the job from any of your accounts, you may be prevented from accessing further communications
• To enquire about your application or inform us of any changes in your circumstances, please contact the named person on this advert
• Please provide email addresses for referees where possible
• Please review the documentation on our recruitment microsite, particularly the Trust’s criminal records checking policy
• All staff have a responsibility for safeguarding children and vulnerable adults and for ensuring they are aware of the specific duties relating to their role.
• Please note that the closing date is given as a guide. On occasion, we might close a vacancy early due to a high number of applications being received. You are advised to submit your application as early as possible to avoid disappointment.

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