Trauma Administration Co-ordinator Role. E11 1NR
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Bart’s Health NHS Trust is one of Britain’s leading healthcare providers and the largest trust in the NHS. It was created on 1 April 2012 by bringing together three trusts: Barts and The London NHS Trust, Newham University Hospital NHS Trust and Whipps Cross University Hospital NHS Trust. The new trust has a turnover of approximately £1.1 billion and approximately 15,000 employees.
Together our hospitals – Newham University Hospital in Plaistow, St Bartholomew’s (Barts) in the City, The Royal London in Whitechapel, Whipps Cross in Leytonstone – deliver high quality clinical care to the people of east London and further afield.
Barts Health provides a full portfolio of services that serve the needs of the local community, and are home to some of Britain’s leading specialist centres including cancer, cardiac, trauma and emergency care. Barts Health also has one of the UK’s busiest children’s hospitals and internationally renowned surgical facilities.
Our vision is to create a world-class health organisation that builds on strong relations with our partners and the communities we serve – one dedicated to ending the historic health inequalities in east London. We will build an international reputation for excellence in patient care, research and education. And as members of UCLPartners, the largest academic health sciences system in the world, we will ensure that our patients are some of the first in the country to benefit from the latest drugs and treatments.
We are looking for the best talent to lead our ambitious new healthcare organisation. In return, the Barts Health will provide unsurpassed professional development opportunities, enabling investment in a range of new initiatives that would mean:
• doctors and nurses in training will be able to gain experience in different hospitals along the whole patient pathway;
• there would be greater opportunity for career progression – we could retain good staff who might otherwise leave to gain promotion;
• becoming world-class will enable us to recruit some of the best doctors and researchers in the world, who in turn can share their knowledge and experience;
• Joining forces with other partners in an Academic Health Science System will mean that staff would be better able to secure funds and pool their talents to develop new technology, techniques and treatments.
Job title: Trauma Administrator Co-ordinator
Clinical academic group: ECAM
Division Emergency Care and Trauma
Service Group: Trauma
Salary band: Banding to be confirmed by Job Matching
Responsible to: Trauma Nurse Coordintor/Service Manager Emergency Department
Accountable to: Clinical Lead for Trauma
Hours per week: State total hours a week the role requires37.5 Hours
Location: Whipps Cross Hospital
Budgetary responsibility:Directly – support with raising invoices in relation to role
Manages: Direct reports: Tony Sebastian CL Trauma
Mary Holland SM Trauma
Indirect reports: Imran Khan SDM Acute
Aim of the role
• Provides on- site support to Trauma Service and Trauma Team.
• Augments and supports the multidisciplinary team involved in trauma management to provide seamless care across Hospital/Divisional boundaries.
• Ensures timely collection and data input for Trauma patients on Site.
• Works colabativerly with Trauma Centre and attends divisional and Network meetings ensuring clear communication of changes are fed back to Site Trauma teams to action.
• Provides local support for Audits and projects
• Assists with admin ED breach validation
Key working relationships
Service Manager for Trauma
Clinical Lead for Trauma
Multidisciplinary Team (internally/externally)
Business intelligence Unit
Clinical Coding/Medical Records
Patient at Risk Team
Intensive Care Unit Staff
Site management Team
Main duties and responsibilities
Trauma Administrator Co-ordinator
Administration and Clerical
1. Timely and accurate input of TARN data for Site.
2. Liaising with the Major Trauma Centre to identify patients transferred and input their data onto system
3. Checking data submissions and composing monthly reports to show performance comparison – escalating to line manager when site submission does not correlate with Network reports.
4. Providing clerical support at the Trauma divisional meetings and management of diary
5. Support the Clinical Lead for Trauma with governance log
6. Supporting Site Trauma Peer review with clerical support for action plans, updating guidelines/policies and composition of review evidence.
7. Work with Emergency Reception manager to provide intermittent support with daily validation of 4hour breach reports.
1. Escalates to Line manager and Clinical Lead for trauma where services does not meet the needs of patients
2. Evaluates change to improve quality of care.
3. Promotes healthy and safe working environment.
1. Support Clinical Lead for Trauma organising Education events for Trauma
2. Identifies and pursues own educational and professional development.
3. Attends conferences/trauma network meetings and feedback to site with service developments
1. Demonstrates excellent communication skills required to work in a multi-disciplinary team working and responding to change
2. Works well on own intuitive and flexible to change
3. Acts as advocate for promoting Trauma on Site
Audit and Research
1. Provides clerical support to division and service for Audit and research
2. Collates results for evaluation
3. Participates in the multidisciplinary research undertaken by the Trauma Service.
The post holder must at all time work in accordance with Trust and local policies.
The post holder must at all times respect patient confidentiality, in particular, the confidentiality of electronically stored personal data in line with the requirements of the Data Protection Act.
The post holder is expected to promote and implement the Trust’s Equal Opportunities Policy.
The post holder must be aware of individual responsibilities under the Health and Safety at Work Act and identify and report, as necessary, any untoward accident, incident or potentially hazardous environment.
The post holder is expected to develop IT skills.
The post holder may be required to undertake duties at any location within the Trust in order to meet service needs.
Hours of work may involve a full shift pattern as the service develops and expands.
This job description is intended as a guide to the main responsibilities of the post and not as an exhaustive list of duties and tasks. The post-holder may be required to undertake other duties appropriate to his/her grade, which are not listed above, at the direction of his/her manager. The job description may be amended from time to time after consultation with the post-holder.
The Trust operates a No Smoking policy.
Effort, skills and working conditions
Able to perform duties of role with any reasonable aids or adjustments
Transporting notes, setting up meeting rooms and mild exertion.
• Working to tight, often unpredictable deadlines
• Management of own workload
• Understanding and solving problems
• Excellent communication skills
• Based in an acute hospital setting
• Support Clinical Lead and Service Manager with complaints/incidents
• Office and ward based
• Working required with large variety of professionals
Performance management and appraisal
All staff are expected to participate in individual performance management process and reviews.
Personal development and training
Barts Health NHS Trust actively encourages development within the workforce and employees are required to comply with trust mandatory training.
Barts Health’s education academy aims to support high quality training to NHS staff through various services. The trust is committed to offering learning and development opportunities for all full-time and part-time employees.
No matter where you start within the NHS, you will have access to extra training and be given every chance to progress within the organisation. You will receive an annual personal review and development plan to support your career progression and you will be encouraged to develop your skills and experience.
Barts Health values based leadership
Our leaders ensure a focus on health where patients are at the centre of all we do. They work to create a culture where innovation is promoted and encouraged. They lead by example and demonstrate value based decision making as being integral to the ways of working within the Trust.
Barts Health leaders are role models who demonstrate those attitudes and behaviours which will make us unique. Our leaders are passionate about delivering high quality patient care, take pride in the work that they do to and are committed to the delivering the Barts Health NHS Trust 10 pledges of:
1. Patients will be at the heart of all we do.
2. We will provide consistently high quality health care.
3. We will continuously improve patient safety standards.
4. We will sustain and develop excellence in research, development and innovation.
5. We will sustain and develop excellence in education and training.
6. We will promote human rights and equalities.
7. We will work with health partners to improve health and reduce health inequalities.
8. We will work with social care partners to provide care for those who are most vulnerable.
9. We will make the best use of public resources.
10. We will provide and support the leadership to achieve these pledges.
Our leaders are visible leaders who believe in spending time listening and talking our staff, patients and partners about the things that are important to them and the changes they would like to make to continuously improve patient care.
Barts Health leaders work with their teams to develop organisational values, embed them in our ways of working and create the cultural changes required to ensure that we consistently provide an excellent patient experience, regardless of the point of delivery, in an environment where people want to work, regardless of where they work or what they do.
Health and safety at work
The postholder has a duty of care and personal obligation to act to reduce healthcare-associated infections (HCAIs). They must attend mandatory training in infection prevention and control (IP&C) and be compliant with all measures required by the trust to reduce HCAIs. All post holders must comply with trust infection screening and immunisation policies as well as be familiar with the trust’s IP&C policies, including those that apply to their duties, such as hand decontamination, personal protective equipment, aseptic techniques and safe disposal of sharps.
All staff must challenge noncompliance with infection, prevention and control policies immediately and feedback through the appropriate line managers if required.
Safeguarding adults and children
Employees must be aware of the responsibilities placed on them to maintain the wellbeing and protection of vulnerable children and adults. If employees have reason for concern that a patient is ‘at risk’ they should escalate this to an appropriate person i.e. line manager, safeguarding children’s lead, matron, ward sister/change nurse, site manager, and consultant.
Conflict of interest
The trust is responsible for ensuring that the service provided for patients in its care meets the highest standard. Equally it is responsible for ensuring that staff does not abuse their official position for personal gain or to benefit their family or friends. The trust’s standing orders require any officer to declare any interest, direct or indirect with contracts involving the trust. Staffs are not allowed to further their private interests in the course of their NHS duties.
Confidentiality and data protection
All employees are expected to comply with all trust policies and procedures related to confidentiality and data protection 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 staffs receives appropriate training (e.g. HISS induction, organising refresher sessions for staff when necessary).
If you have responsibility for a budget you are expected to operate within this and under the trust’s standing financial instructions (available in the intranet’s policies section) at all times.
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 will aim 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.
Smoke Free Trust
Barts Health NHS Trust is a smoke free health provider. This means that smoking or vapping and charging electronic cigarettes is not permitted anywhere on our hospital grounds or premises. Our Smoke Free Policy aims to support smokers who are ready to stop and create a smoke free environment. As a healthcare provider it’s important we do everything we can to reduce smoking among patients, visitors, staff and the risk of harm to others. All employees are expected not to smoke in their uniform or with Trust ID cards on public display. Frontline clinical staff are expected to advise patients about the risks of smoking and support them by offering a referral to the smoking cessation service and for inpatients also offer nicotine replacement therapy (e.g. nicotine patches) or medicines; to help alleviate the discomfort of nicotine withdrawal. Smokers are up to four times more likely to stop smoking successfully with support than by going it alone and are more motivated to stop smoking whilst in hospital.
NHS managers’ code of conduct
As an NHS manager, you are expected to follow the code of conduct for NHS managers (October 2002).
Qualifications and knowledge
GCSE’s English/Maths or equivalent post graduate certificate
ICT skills demonstrates skills and experience in use of various ICT programmes
1 year administration experience supporting an organisation and team
Demonstrates experience in supporting service development projects/Audits
Data quality experience
Demonstrates ability from previous experience working on own initiative
Analysis of complex data to produce succinct information appropriate for its audience
Strong communication skills – written and verbal
Advanced Excel Spread sheet skills
Demonstrates achievements in managing change
Experience of participating in clinical governance initiatives
Ability to develop new ways of working
An effective completer / finisher
Knowledge of developing and using databases
Knowledge / skills in MS Office Professional
Used to producing analysis in numerical or graphical formats to a high standard
Communicates the vision and brings it alive – describes what the future needs to look like in terms of service improvement and modernisation
Demonstrates a commitment to the highest ethical and professional values and a belief in government funded healthcare
Able to take conscious steps to manage self under pressure – creating time for reflection and support for self and others
Able to manage own energy and pace efforts
Recognise others’ anxieties and problems – encourage them to find ways of dealing constructively with stress
Able to absorb and deal constructively with feedback and seek support as necessary
Personal and people development
Evidence of continuous development of personal and professional skills
Excellent verbal and written communication and presentation skills suitable for a range of audiences, including chairing of meetings.
Able to clarify key points from diverse and complex sets of information.
Able to move easily between the detail and the big picture on issues in understanding and explaining the complexity of challenges and possible solutions
Models, and is able to encourage others in being innovative in finding ways of improving the quality of services
Experienced in giving presentations to diverse audiences
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