Administrator

Job title:

Administrator

Company

Step Ahead

Job description

JOB DESCRIPTION

Accounts and Authorisation Administrator

GOSH profile

Great Ormond Street Hospital for Children NHS Foundation Trust (GOSH) is a national centre of excellence in the provision of specialist children’s health care, currently delivering the widest range of specialist care of any children’s hospital in the UK. It is the only specialist Biomedical Research Centre for paediatrics, the largest centre in the UK for children with heart or brain problems, and the largest centre in Europe for children with cancer. It works in partnership with the UCL Institute of Child Health (ICH), part of University College London, and together they form the largest paediatric research and teaching centre in the UK.

The hospital at Great Ormond Street is the only exclusively specialist children’s hospital in the UK. It does not have an Accident and Emergency department and only accepts specialist referrals from other hospitals and community services. The population of children served by the hospital is characterised by those with multiple disabilities and/or health problems and rare and congenital (present at birth) conditions. Many children need the help of different specialist teams. Improvements in health care and diagnosis mean that many children have dramatically improved survival rates and more therapeutic options than was the case 10 years ago. Sadly though, many of the children cared for at GOSH still have life threatening or life-limiting conditions.

The hospital receives over 255,000 patient visits (inpatient admissions or outpatient appointments) a year, and carries our approximately 18,800 operations each year.

The hospital has 383 patient beds, including 44 intensive care beds (21 CICU, 15 PICU and 8 NICU). Many of the children and young people on our wards require high dependency care or are classed as ward intensive care, requiring one-to-one nursing.

Around 4,100 full-time and part-time staff work at the hospital. The ICH has around 600 staff. Many senior staff have roles in both organisations.

The hospital has approximately 50 paediatric specialties, the widest range of any hospital in the UK, which uniquely enables it to diagnose and pioneer treatments for children with highly complex, rare or multiple conditions. It has 19 highly specialised national services.

Job title

Financial Services Administrator

Division

International and Private Patients

Band

Band 3

Responsible to

Financial Services Manager

Accountable to

Head of Client Transactions (NHS & Private)

Hours per week

Bank

Location

Octav Botnar Wing – Level 2

Budgetary responsibility * None

Manages

None

Trust Values and Expected Behaviours

The Trust has developed the Always Values with our staff, patients and families that characterise all that we do and our behaviours with our patients and families and each other. Our Always Values are that we are:

• Always Welcoming
• Always Helpful
• Always Expert
• Always One Team

Each value is underpinned by behavioural standards and employees will be expected to display these behaviours at all times. You can find a full copy of Our Always Values on our intranet.

Scope of the role

The post holder is responsible for the routine provision of the Financial Administration Services for International & Private Patients. To co-ordinate an effective service by staff between sections within a Department and ensure the work is produced in an efficient and timely manner to comply with process guidelines.

The key tasks for this post are to:

• Ensure that patients and their families are provided with an excellent service that is focused on meeting their needs.
• Provide an effective and efficient service to establish funding stream
• Ensure that financial information is recorded accurately.
• Work effectively as part of a team.

The administration service is provided from 7.30am to 6pm Monday to Friday. The post holder will be expected to work weekly contracted hours within this time frame ensuring the office needs are covered at all times – as per rota

Key working relationships

International stakeholders, managers, colleagues, consultants, clients and families

Main duties and responsibilities

• To be the initial point of contact for all pre-authorisation requests
• Ensure all authorisations for treatment are requested and recorded accurately
• To be responsible for the co-ordination of authorisation service with the support of the manager
• Effectively communicate with all stakeholders/consultants as to the status of secured funding.
• Be a key point of contact for embassy relations, upholding the Trust values and building relationships with key embassy medical and administrative staff
• Take responsibility for the management of current and historic authorisation requests, and understanding the impact that this has on Trust debt levels
• Work effectively with the team to ensure a recognised financial service is provided at all times
• Ensure consultants and their secretaries are aware of their responsibilities in relation to receiving prior pre-authorisation.
• Be familiar with the working needs and requirements of International clients regarding cover for treatment or services.
• Liaise with the International Credit Controllers to resolve any queries related to missing letters of authorisation and assist with any related matters.
• Attend reception on clinic days to assist with Finance queries
• Input and manipulate all relevant patient information received onto the Compucare notepad system to facilitate continuity for the Division and patient.
• Investigate financial queries (relating to authorisation i.e. Pharmacy estimators) and analyse data to identify errors and discrepancies and resolve as appropriate – escalating where necessary.

• Deal with and undertake calculations/estimations (sometimes complex) about deposits required for testing and pursue payments
• Deal with telephone enquiries in a professional, efficient and polite manner, taking messages where required.
• Ensure the Authorisation team’s scanning and filing is kept up to date.

• Assist other members of the team where necessary
• To provide cover in periods of colleagues absence
• To undertake any other reasonable tasks required of the post holder by the Accounts and Authorisation Manager, IPP Finance.
• Ensure that polices relevant to the role are implemented and suggest changes or improvement to processes and procedures within the team
• The post holder will be required to wear a uniform on and off site whilst representing the trust

This job description is intended as an outline of the areas of activity and can be amended in the light of the changing needs of the service and will be reviewed as necessary in conjunction with the post-holder.

Directorate/Divisional Information

The International Division operates from the Harris International Patient Centre (currently comprising of Bumblebee Ward, Butterfly Ward and Caterpillar Outpatients), which is a state-of-the-art facility, where we care for children, many from overseas, who require specialist treatment from our world-class teams of doctors, nurses and other medical professionals.

Other information

Great Ormond Street Hospital for Children NHS Foundation Trust is a dynamic organisation, therefore changes in the core duties and responsibilities of this role may be required from time to time. These guidelines do not constitute a term or condition of employment.

Confidentiality

On appointment you may be given access to confidential information which must only be disclosed to parties entitled to receive it. Information obtained during the course of employment should not be used for any purpose other than that intended. Unauthorised disclosure of information is a disciplinary offence.

Risk Management

You will be required to ensure that you implement systems and procedures at a local level to fulfill the requirements of the organisation’s Risk Management Strategy including local management and resolution of complaints and concerns, management of SUIs/incidents and near misses. Your specific responsibility for risk management will be clarified to you by your manager at your local induction.

Emergency Planning

In accordance with the organisations responsibilities under the Civil Contingencies Act 2004, you may be required to undertake alternative duties as is reasonable directed at alternative locations in the event of and for the duration of a significant internal incident, major incident or flu pandemic.

Human Rights

You are required to comply with the regulations of the Human Rights Act 1998 during the course of your employment.

Sustainable Development

You will be required to demonstrate a personal commitment to the Trust’s Sustainable Development Plan and to take personal responsibility for carrying-out your work duties in a way which is compliant with this Plan.

PERSON SPECIFICATION

Evidence for suitability in the role will be measured via a mixture of application form, testing and interview

Essential: EDesirable: D

Degree or equivalent qualification in Physiotherapy

Degree or equivalent qualification in Physiotherapy

Degree or equivalent qualification in Physiotherapy

Degree or equivalent qualification in Physiotherapy

Degree or equivalent qualification in Physiotherapy

Degree or equivalent qualification in Physiotherapy

Degree or equivalent qualification in Physiotherapy

Degree or equivalent qualification in Physiotherapy

EXPERIENCE

Essential/

Desirable

How

Assessed?

Our always values

Education, Training and Qualifications

E

Always welcoming – positive, polite, prompt, responsive

E

NVQ level 3 / Business administration Intermediate Level or equivalent work related experience

E

Always helpful – respectful, supportive, approachable; caring

E

Always expert – Up-to-date knowledge , strive to provide a quality service, proactive

E

Always one team – informative, mindful, appreciative, open, honest

E

European Computer Driving License (ECDL) Advanced Level or equivalent experience

Skills and Abilities

Knowledge & Experience

E

Excellent verbal and written communication skills.

E

Relevant experience of working with administrative systems and operations.

E

Ability to communicate service related information to all International stakeholders (managers, colleagues, consultants, clients and families).

E

Working in partnership with key stakeholders.

E

Ability to provide/receive complex or sensitive information relevant to the post to/from International stakeholders

E

Operation of computerised systems for clinical and financial records.

E

Ability to work successfully with all International stakeholders

E

Taking action on own initiative within broad operational, administrative and financial policies.

E

Ability to demonstrate sound judgment and act on own initiative in situations within set policies and procedures.

E

Experience of working within a customer focused environment.

E

Ability to provide non-clinical advice and information.

E

Knowledge of finance computer systems and of other finance areas e.g. finance coding structures, petty cash, VAT, balancing and reconciling accounts/ledgers.

E

Ability to manage tasks that require concentration while dealing with unpredictable interruptions.

E

Knowledge of administrative processes.

E

Ability to use computer systems for recording patient and financial information.

E

Knowledge of working with healthcare professionals, and an understanding of their requirements.

E

Ability to use Microsoft products including Outlook, Word, Excel and Access.

E

Knowledge of working with Embassies, Insurance companies and other such organisations in a clinical setting

Expected salary

Location

London

Job date

Thu, 25 Jan 2024 08:23:51 GMT

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