Detailed job description and main responsibilities

Main Duties and Responsibilities

·      Responsible for maintaining the departmental income and expenditure accounts.Carrying out annual review of template invoices.

·      Producing and issuing regular financial information, income data, invoices, projections, and reports in conjunction with the finance department, including communication with clients as necessary

·      Preparing costings and quotations for users of QCNW service

·      Checking and recording all invoices for payment

·      Producing regular departmental activity, projections and reports

·      Preparing Service Level Agreements/contracts for NHS and non NHS clients.

·      Handling of orders, including operation of the devolved ordering system.

·      Preparing documents for archiving and maintaining records on spreadsheets

·      Maintaining staff attendance records including Healthroster

·      General office duties including mail, reception, typing, filing and stock control of office and general consumables.

 Communications 

·      Producing and issuing regular financial information, income data, invoices, projections, and reports in conjunction with the finance department, including communication with clients as necessary.

·      Communication with suppliers, Trust supplies department, and Trust finance department regarding orders and receipts.

·      Contributes to regular staff meetings.

·      Communication with other staff of the department to ensure smooth running.

 Responsibility for Patient Care 

·      No direct contact with patients

Planning and organising

·      Planning own work on a day to day basis

·      Updating Service Level Agreements and Schedules

Responsibilities for Physical and / or Financial Resources

·      Responsible for preparing Service Level Agreements / contracts for NHS and non NHS clients.

·      Maintaining the departmental income and expenditure accounts.

·      Responsible for preparing costings and quotations for users of services provided by QCNW

·      Carrying out annual review of template invoices.

·      Producing and issuing regular financial information, income data, invoices, projections, and reports in conjunction with the finance department, including communication with clients as necessary.

·      Checking and recording all invoices for payment.

·      Handling of orders, including operation of the ordering system.

·      Producing regular departmental activity, projections and reports.

Responsibility for Policy and Service Development and Implementation

·      Contributes to preparing office procedures.

·      Contributes ideas in staff meetings.

·      Contributes to the development of the QCNW website.

Responsibilities for Human Resources and Leadership

·      Contributes to preparing office procedures.

·      Contributes ideas in staff meetings.

Responsibilities for data and information resources

·      Responsible for maintaining the departmental income and expenditure accounts.

·      Carrying out annual review of template invoices.

·      Producing and issuing regular financial information, income data, invoices, projections, and reports in conjunction with the finance department, including communication with clients as necessary.

·      Preparing costings, and quotations for users of QCNW service.

·      Checking and recording all invoices for payment.

·      Preparing documents for archiving and maintaining records on spreadsheets.

·      Maintaining staff attendance records including Healthroster

·      Producing regular departmental activity, projections and reports.

Physical Skills and Effort

·      Some light lifting and moving duties are included.

·      VDU work

General Duties for all employees

Hand Hygiene

To assist the Trust in reducing healthcare acquired infections (HCAI’s) all staff should be familiar with all the Trust’s Infection Prevention policies which are appropriate to their role. You are required to attend mandatory training in Infection Prevention and be compliant with all measures known to be effective in reducing HCAI’s”

Safeguarding 

All Stockport Foundation Trust employees are required to act in such a way that at all times safeguards and promotes the health and well-being of children, young people and vulnerable adults.  Familiarisation with and adherence to the policies and procedures relating to child protection and safeguarding of children, young people and vulnerable adults are adhered to. It is the responsibility of all staff to report any concerns and they must therefore be aware of child and adult safeguarding procedures and who to contact within the Trust for further help and guidance.  It is an essential requirement of all employees as is participation in mandatory safeguarding training in accordance with the employees roles and responsibilities.

Work in accordance with the Mental Capacity Act 2005, ensuring decisions about care, consent, and best interests are made in line with legal and ethical requirements

Prevention

To actively work with patients/clients/service users to identify appropriate opportunities in Making Every Contact Count for preventative interventions which may reduce the risk of future harm to health and wellbeing and to provide brief advice and refer or signpost to sources of further information and support which may include advice on lifestyle behaviour and social care needs as well as safety and management of long term conditions.

Data Protection, Confidentiality and Information Governance

The post holder must abide by all relevant Trust and departmental policies including information governance, confidentiality and data protection and, undertake the annual data security awareness mandatory training. The post holder is reminded that any breach of the Trust’s information governance and security policies and procedures, including data protection legislation, will result in disciplinary action.

Data Protection Legislation  – the post holder is required to process all personal data relating to patients and staff, whether in paper, electronic or other media, in accordance with the Data Protection Act 2018 and the General Data Protection Regulations (GDPR), ensuring the security and confidentiality of data at all times. 

The post holder must not for their own benefit or gain, or to divulge to any persons, firm or other organisation whatsoever, any confidential information belonging to the Trust or relating to the Trust’s affairs or dealings which may come to their knowledge during employment.

Health & Safety

Under the Health and Safety at Work Act 1974, the Trust has a statutory responsibility to provide and maintain a healthy and safe environment for its staff to work in. Equally the post holder is required to work within the Trust Health & Safety Policy and fulfil a proactive role towards the management and control of risk.  This entails the identification, assessment and the immediate reporting, using the Trust Incident Reporting System, any incident, accident, hazard or near miss involving patients, service users, carers, staff, contractors or members of the public. 

The Post holder has a personal responsibility to adhere to a statutory and departmental duty of care for their own personal safety and that of others who may be affected by their acts or omissions at work

Harassment & Bullying

As a member of staff you have a personal responsibility to ensure you do not discriminate, harass or bully or contribute to the discrimination, harassment or bullying of any colleague(s) or visitors or condone discrimination, harassment or bullying by others.

Dignity & Respect

All employees have a duty to promote a harmonious working environment in which all persons are treated with dignity and respect, whilst fulfilling our legal obligations under equality legislation and associated codes of practice.

The Trust takes the right of the patient/service user to be treated with dignity and respect seriously.  We will treat every patient/service user and carer as a valued individual, with respect for his/ her dignity and privacy.  Our aim is to give each patient/service user the care we would want for our families and ourselves.

Quality Improvement

Our mission is to make a difference every day helping people to live their best lives. We have a trustwide approach to quality improvement and we expect everyone to contribute to improving our services by always learning and continually improving our services. For all staff, it is about learning from what has worked well as well as what has not, being open to change and improvement and working in smarter and more focused ways to improve our services. The Trust encourages and provides opportunities for staff at all levels to engage in the Trust's approach to quality through quality improvement projects, clinical audit, innovation and quality assurance.

Health and Wellbeing

As a colleague you are expected to:

• Take reasonable steps, make healthy choices and informed decisions to protect yourself, your colleagues, your family, and our patients/service users. 
• Act promptly if you have any health concerns, and dot attend work if you are not fit to do so
• Engage in conversations about your wellbeing.
• Talk with someone at work if you are struggling.

If you have management responsibilities, you are expected to:

• Lead with compassion and have regular conversations about health and wellbeing with those you manage.
• Consider the individual circumstances and needs of colleagues.
• Act promptly on any wellbeing concerns

To undertake any other duties which is deemed appropriate to the band when requested by Senior Staff.

The above indicates the main duties of the post which may be reviewed in the light of experience and development within the service.  Any review will be undertaken in conjunction with the postholder