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Detailed job description and main responsibilities

MAIN DUTIES AND RESPONSIBILITIES

Royal Free World Class Values

The post holder will offer World Class Care to service users, staff, colleagues, clients and patients alike so that everyone at the Royal Free can feel:

 all of the time  confident because we are clearly

 and cared for  that they are always in safe hands

1.1 Manage enquiries in a sensitive and confidential manner.

1.2 Exercise independent judgement and initiative, based on acquired experience and knowledge, in dealing with phone calls, giving information or taking messages as appropriate.

1.3 Ability to recognise need for escalation to senior members of staff as appropriate.

1.4 Retrieval of notes or interrogation of electronic patient records for investigation from A/E, medical records, wards and departments.

1.5 Collating and maintaining an accurate safeguarding database incorporating monthly and quarterly data.

1.6 Take minutes of relevant meetings as required and distribute minutes as appropriate.

1.7 Managing the DoLS administration process and maintaining the recording of submissions using the spreadsheet and database.

1.8 Liaising with relevant external agencies in a professional capacity and maintaining communication with all wards/departments regarding DoLS and safeguarding alert forms.

1.9 To process and set up courses and classes onto the Electronic Staff Record training database.

1.10 To support the safeguarding training facilitator and safeguarding team (adults and children) through preparation of training resources, booking speakers, booking venues and preparing registers.

1.11 Flagging of people with a learning disability (LD) on electronic patient records.

1.12 Dissemination and management of “missing children” and “unborn” alerts.

1.13 Daily checks of team safeguarding inbox and responding to incoming mail as appropriate.

1.14 Provide administrative support for the Child death process, ensuring documentation is completed; appropriate staff are registered on the system and arrange Joint Agency Response (JAR) & Child Death Review Meetings (CDRM) as required.

1.15 Provide administrative support for paediatric liaison and psychosocial meetings.

1.16 Support the safeguarding team with the audit programme.

1.17 Support the safeguarding team with reports required for the integrated safeguarding committee, the Clinical commissioning groups, safeguarding partnership boards and the Trust annual board report

1.18 Use the incident reporting system to report incidents and to produce reports, including safeguarding alert forms.

1.19 Provide support to team members undertaking case reviews.

• Ordering and maintenance of agreed levels of stationery/non-stock items for the department.

• Report and coordinate any maintenance work and maintenance of office equipment needed within the work environment.

• Ensure a high standard of data quality is maintained, arranging audit support and data validation where appropriate.
• Support the team as required with updating data on relevant shared drives and departmental databases.

• Attend mandatory training required for administrative staff as outlined in the Trust Mandatory Training Framework and any training where updating of skills/knowledge is required.
• Be proficient in the use of all electronic systems in relation to patient data and undertake training as required if new technology/electronic systems are introduced, to ensure competencies are maintained and efficiencies of the administrative processes maximised.
• Participate in yearly staff appraisal, identifying professional development objectives and learning requirements.

GENERAL RESPONSIBILITIES

Infection Control

Infection control is everyone’s responsibility. All staff, both clinical and non clinical, are required to adhere to the Trust’s Infection Prevention and Control policies and procedures and the Health Act (2006) Code of Practice for the prevention and control healthcare associated infections and make every effort to maintain high standards of infection control at all times thereby reducing the risk of Healthcare Associated infections.

It is the duty of every member of staff to take personal responsibility for the prevention and control of infection, as laid down in the Trust’s polices and procedures which reflect the statutory requirements of the Hygiene Code.

• To work in close collaboration with the Infection Control Team.
• To ensure that monitoring of clinical practice is undertaken at the agreed frequency.
• To ensure that the ward environments are cleaned and maintained to the highest standards; ensuring that shortfalls are rectified, or escalate as necessary.
• To ensure that all relevant monitoring data and issues are provided to the Directorate’s Governance structures.
• To ensure that all staff are released to attend infection control-related educational sessions and staff with specialist roles, e.g. link practitioners, are released to undertake their duties.

Health and Safety at Work

The post holder is required to:

• Take reasonable care for the health and safety of himself/herself and other persons who may be affected by their actions or omissions at work.
• Co-operate with the employer in ensuring that all statutory and other requirements are complied with.

Confidentiality & Data Protection

The post holder has a responsibility to comply with the Data Protection Act 1998 and maintain confidentiality of staff, patients and Trust business.

If you are required to process information, you should do so in a fair and lawful way, ensuring accuracy is maintained. You should hold information only for the specific registered purpose and not use or disclose it in any way incompatible with such a purpose.

You should disclose information only to authorised persons or organisations as instructed. Breaches of confidentiality in relation to information will result in disciplinary action, which may include dismissal. Employees are expected to comply with all Trust policies and procedures and to work in accordance of the Data Protection Act 1998. For those posts where there is management or supervision of other staff it is the responsibility of that employee to ensure that their staff receive appropriate training (e.g. HISS induction, organising refresher sessions for staff when necessary.)

Conflict of Interest

The Trust is responsible for ensuring that the services for patients in its care meet the highest standards. Equally, it is responsible for ensuring that staff do not abuse their official position, to gain or benefit themselves, their family or friends.

Equality and Diversity

The Trust values equality and diversity in employment and in the services we provide. It is committed to promoting equality and diversity in employment and will keep under review our policies and procedures to ensure that the job related needs of all staff working in the Trust are recognised. The Trust aims to ensure that all job applicants, employees or clients are treated fairly and valued equally regardless of sex, marital status, domestic circumstances, age, race, colour, disablement, ethnic or national origin, social background or employment status, sexual orientation, religion, beliefs, HIV status, gender reassignment, political affiliation or trade union membership. Selection for training and development and promotion will be on the basis of the individual’s ability to meet the requirements for the job.

You are responsible for ensuring that the Trust’s policies, procedures and obligation in respect of promoting equality and diversity are adhered to in relation to both staff and services.

Vulnerable Groups

• To carry out responsibilities in such a away as to minimise risk of harm to children, young people and vulnerable adults and to promote their welfare in accordance with the Children Act 2004, Working Together to Safeguard Children (2006) and No Secrets guidance (DH 2000).
• To demonstrate an understanding of and adhere to the trust’s child protection policies.

Smoke Free

The Trust implements a Smoke Free policy that applies to all staff. Staff are not allowed to smoke while wearing a recognisable Trust uniform or visible trust identification badge, and not allowed to smoke anywhere on hospital grounds. Staff are not allowed to take additional breaks in order to smoke. They may smoke during designated breaks but only out of uniform and off site. Staff contravening this policy may be subject to disciplinary procedures.

Standards of dress

All staff are expected to abide by the Trust’s guidance on standards of dress.

This job description outlines the current main responsibilities of the post. However the duties of the post may change and develop over time and may therefore be amended in consultation with the post holder.