Senior Planning Performance and Quality Administrator

at  Mersey Care NHS Foundation Trust

An exciting opportunity has arisen for an enthusiastic and motivated senior administrator to join our Specialist Perinatal Mental Health Team Community Care Division.
We are looking for someone with demonstrable administrative experience and NVQ4 /Diploma in Business and Administration or equivalent. Knowledge of community and urgent care services and NHS clinical systems is required. Experience of using NHS data systems such as EMIS, RIO, Best, IPM, ESR required.
The post holder will have a key role in maintaining systems and databases to support service planning and the monitoring of performance and quality indicators for Specialist Perinatal and Maternal Mental Health Services (SPMMHS). This will involve data input, ensuring accuracy of data, the retrieval of data and information by developing and creating queries. Developing templates to act as clinical records that pull through national codes for reporting purposes as required. The post holder will input and process information in accordance with procedures.
We expect to recruit a positive, forward thinking individual who is analytical, solution focused, motivated and able to work under pressure. This post will ensure quality data capture and analysis for our service.
Principle Responsibilities
Frequent, recurrent, and ad hoc reporting and configuration on RIO for SPMMHS. Liaising with BiT, support services and relevant working groups to manage changes that are taking place to systems.
Developing monthly and ad hoc reporting for Commissioning for Quality and Innovation.
Weekly performance monitoring and escalation of SPMMHS
Hotspot reporting, developing trajectories, predictions and forecast planning as required on a weekly and a regular ad hoc basis.
Independent problem solving is a requisite part of the PPQ role and the PPQs are consulted by the management team to advise upon and generate tools to predict and forecast possible outcomes in service changes and to respond to surges and plan recovery.
Work independently to create solutions to issues arising. Identify the task, collect, and collate the data and develop reporting templates.
Data cleansing for the SPMMHS on a weekly basis to monitor accuracy, rectify and report on Data Quality errors.
When data input inconsistencies are revealed, it is part of the role to advise senior staff of their responsibility to maintain compliance and ensure Trust data standards.
Receive various reports from Performance Leads for validation. The role involves checking the user interface for discrepancies against BI reporting and highlighting and correcting any inaccuracies.
Developing clinical consultation/document templates linked to national reporting codes.
Mersey Care is one of the largest trusts providing physical health and mental health services in the North West, serving more than 1.4 million people across our region and are also commissioned for services that cover the North West, North Wales and the Midlands.
We offer specialist inpatient and community services that support physical and mental health and specialist inpatient mental health, learning disability, addiction and brain injury services. Mersey Care is one of only three trusts in the UK that offer high secure mental health facilities.
At the heart of all we do is our commitment to ‘perfect care’ – care that is safe, effective, positively experienced, timely, equitable and efficient. We support our staff to do the best job they can and work alongside service users, their families, and carers to design and develop future services together. We’re currently delivering a programme of organisational and service transformation to significantly improve the quality of the services we provide and safely reduce cost as we do so.

Flexible working requests will be considered for all roles.”

• Frequent, recurrent, and ad hoc reporting and configuration on the stand-alone instance of EMIS for the locality.
• Liaising with S&O EMIS/RIO system working group to manage changes that are taking place.
• Developing monthly and ad hoc reporting for Commissioning for Quality and Innovation.
• Weekly monitoring and escalation of RTT and Waits for the SPMMHS.
• Hotspot reporting, developing trajectories, predictions and forecast planning as required on a weekly and a regular ad hoc basis.
• Independent problem solving is a requisite part of the PPQ role and the PPQs are consulted by the management team to advise upon and generate tools to predict and forecast possible outcomes in service changes and to respond to surges and plan recovery.
• Work independently to create solutions to issues arising. Identify the task, collect, and collate the data and develop reporting templates.
• Data cleansing for the Community services on a weekly basis to monitor accuracy, rectify and report on Data Quality errors.
• When data input inconsistencies are revealed, it is part of the role to advise senior staff of their responsibility to maintain compliance and ensure Trust data standards.
• Receive various reports from Performance Leads for validation. The role involves checking the user interface for discrepancies against BI reporting and highlighting and correcting any inaccuracies.
• Developing clinical consultation/document templates linked to national ICD reporting codes for each of Community services.
• Supporting the roll out of electronic records on the clinical system and benchmarking with NICE guidance to ensure compliance.
• Create clinic sessions and domiciliary daily diaries in the clinical system for Community and Wellbeing Services in the locality. Generate slot type templates to ensure data validation for reporting.
• Lead on the collection of Community Data Sets including SEND, MECC and LD.
• Create spreadsheets from Health Informatics Telecom and IT data to inform the performance of SPOA receptionists and referral administrators.
• Responsibility for the costings for aligned service as appropriate.
• Registration Authority agents for Southport & Formby Community Services. Undertake appropriate training to be authorised to carry out identity verification and configure access rights to EMIS users.

In addition, perform a range of administrative tasks to maintain good RA records and processes. Analyse problems, rectify and resolve.

• Required to have a full knowledge and understanding of all the Community & Wellbeing services across the locality.
• Support and advise all members of staff within the SPMMHS including the Service Managers on all aspects of the clinical system

Communication and Relationship Skills

• Receive incoming telephone calls, dealing with enquiries and passing on more complex queries to the appropriate member of staff.
• Ensure all callers receive a prompt, courteous, non-judgmental, and well-informed response.
• Create, produce, and distribute promotional and training materials.
• Assist in sending out confirmation letters and preparing documents and resources for training days and when requested, assisting on the training day.
• Assist in sending out information, appointments, and resources for educational programmes.
• Contact external organisations with regard to promotion of the service.
• Communicate effectively as a team member, with other work colleagues.
• Complete the retrieval of health records for Subject Access requests in a timely manner and in line with Information Governance policy.
• Collate and forward information returns to a pre-arranged time schedule.
• Notify Business Administration Manager and/or Team Leader in a timely manner when changes to clinic schedules and templates on the electronic patient administration system are required.
• Deliver analytical narrative for complex reports and feedback to Trust Management. Disseminate sensitive information based on medical and service reporting.
• Provide and received information which may be complicated, e.g., discussing data queries with data suppliers.
• Provide and receive information on IM&T matters which may be complicated; provides training in own area of expertise.
• Build relationships within multi-disciplinary teams to supply data which underpins their service.
• Challenge senior clinicians with data inconsistencies.

Knowledge, Training & Experience

• Knowledge of data analysis and associated software/computer systems acquired through diploma or equivalent experience/qualification.

Analytical and Judgmental Skills

• Be responsible for accurate input of data using a range of IT applications, validation checks and liaison with Business Administration Manager and/or Team Leader to resolve queries.
• Proactively monitor waiting time and other performance related data and notify appropriate staff members of any likely breaches in set limits.
• Run queries and transfer data from one package to another.
• Manipulate data to assist in the analysis and interpretation of datasets.
• Ensure clinic notes, clinic diaries and meeting room diaries are kept up to date electronically and manually.
• Test the effectiveness of procedures in own area and report issues to the appropriate member of staff.
• Analysis of business function information and complex patient services to provide an understanding of their workings.
• Use judgement from experience to make sense of conflicting information.
• Analyse and assess complex data to provide supporting evidence.
• Dealing with queries relating to data or information, assessing whether standard analyses are robust e.g., undertaking a data cleansing role or comparing data from different sources to ensure quality,

consistency, and accuracy.

Planning and Organisational Skills

• Plan and prioritise day to day work to cope with variable demand and interruptions and ensure it is undertaken and completed within timescales / deadlines.
• Plans activities requiring adjustment due to fluctuating workload, prioritising unpredictable and conflicting demands e.g., dealing with data queries arising from information requests, such as CCG

and NHS England requests.

• Work independently and self-directed.
• Administer systems for quality checks.
• Assist with any campaigns, exhibitions, and training events.
• Plan clinic rotas and departmental meetings on a regular basis including diary management, room booking and equipment.
• Coordinate administrative activities for multi-disciplinary training and education events.
• Organise office filing systems and archiving of records in line with Trust procedures.
• Arrange for service equipment to be checked and maintained as appropriate.

Flexible working requests will be considered for all roles.”

• Frequent, recurrent, and ad hoc reporting and configuration on the stand-alone instance of EMIS for the locality.
• Liaising with S&O EMIS/RIO system working group to manage changes that are taking place.
• Developing monthly and ad hoc reporting for Commissioning for Quality and Innovation.
• Weekly monitoring and escalation of RTT and Waits for the SPMMHS.
• Hotspot reporting, developing trajectories, predictions and forecast planning as required on a weekly and a regular ad hoc basis.
• Independent problem solving is a requisite part of the PPQ role and the PPQs are consulted by the management team to advise upon and generate tools to predict and forecast possible outcomes in service changes and to respond to surges and plan recovery.
• Work independently to create solutions to issues arising. Identify the task, collect, and collate the data and develop reporting templates.
• Data cleansing for the Community services on a weekly basis to monitor accuracy, rectify and report on Data Quality errors.
• When data input inconsistencies are revealed, it is part of the role to advise senior staff of their responsibility to maintain compliance and ensure Trust data standards.
• Receive various reports from Performance Leads for validation. The role involves checking the user interface for discrepancies against BI reporting and highlighting and correcting any inaccuracies.
• Developing clinical consultation/document templates linked to national ICD reporting codes for each of Community services.
• Supporting the roll out of electronic records on the clinical system and benchmarking with NICE guidance to ensure compliance.
• Create clinic sessions and domiciliary daily diaries in the clinical system for Community and Wellbeing Services in the locality. Generate slot type templates to ensure data validation for reporting.
• Lead on the collection of Community Data Sets including SEND, MECC and LD.
• Create spreadsheets from Health Informatics Telecom and IT data to inform the performance of SPOA receptionists and referral administrators.
• Responsibility for the costings for aligned service as appropriate.
• Registration Authority agents for Southport & Formby Community Services. Undertake appropriate training to be authorised to carry out identity verification and configure access rights to EMIS users

In addition, perform a range of administrative tasks to maintain good RA records and processes. Analyse problems, rectify and resolve.

• Required to have a full knowledge and understanding of all the Community & Wellbeing services across the locality.
• Support and advise all members of staff within the SPMMHS including the Service Managers on all aspects of the clinical syste