PRINCIPLE RESPONSIBILITIES 1. To provide comprehensive, high level data, administrative and clerical support to the FNP team to a.....
PRINCIPLE RESPONSIBILITIES 1. To provide comprehensive, high level data, administrative and clerical support to the FNP team to a high level of quality. 2. To offer the family nurses practical assistance in preparing for visits, for example by printing and organising materials and resources, assembling equipment and kit for visits and activities. This includes physical and virtual resources. 3. To set up and maintain efficient office support systems, ensuring that FNP materials and resources are reproduced in a timely manner and efficiently organised to enable maximum clinical contact time for family nurses. 4. To develop a good understanding of the importance of the clinical and performance review requirements of the FNP Information System (Turas) and the local clinical recording systems. 5. To have excellent knowledge of Turas reports and dashboards, supporting new team members in accessing and using the system effectively. 6. To support the supervisor in analysing team data in Turas and clinical records to provide accurate and timely reports as required. 7. To take a lead role in team data, role modelling a culture of learning and data analysis to support the whole team to use data effectively to inform clinical practice. 8. To quality check data in Turas at regular intervals feeding back to the supervisor and team. 9. To prepare and summarise data in preparation for standardised reports. CORE RESPONSIBILITIES General Office 1. To creatively support the development of publicity and other materials for parents and stakeholders for the FNP Programme. 2. To be able to manage telephone and personal contact from clients and relatives, other staff members and external persons with intelligence, foresight, and sensitivity, strongly respecting the need for confidentiality. 3. To be responsible for sourcing, ordering, and managing a range of clinical support and office support resources. 4. To support adherence to local finance, administrative and human resource procedures to enable the team to function effectively. 5. Ad hoc tasks e.g. organisation of FNP graduation event and other promotional and workshop events. 6. Set up and maintain an efficient office, including effective electronic access to assist with virtual working if applicable. Ensure that the systems are regularly reviewed and adjusted to meet changing circumstances in liaison with the supervisor. 7. Ensure that risks to health and safety are minimised in the office, carry out regular checks and address any issues that are identified. 8. Source, order and manage the audit trail of various routine and extraordinary resources and equipment e.g. stationery, clinical equipment, technical items, travel tickets, in line with local policies and procedures. 9. Sort, distribute and where appropriate deal with correspondence and messages both verbal and written to a high quality standard. 10. Be responsible for prioritising own workload efficiently including maintenance of diary, responsiveness to emails, ensuring strict deadlines are met. 11. Keep knowledge and skills up to date. Ensure mandatory training is kept up to date. 12. Be prepared to work with The National Unit and quality support officers across the FNP community nationally. 13. Type material from audio or handwritten notes including correspondence, reports, Board minutes, presentations and other documents using all Microsoft Office packages. CORE RESPONSIBILITIES FNP data and local clinical systems management 1. Utilise computerised data entry equipment and various word processing, spreadsheet, and file maintenance programmes, such as Excel, to enter, store and retrieve information as requested and summarise data for purpose of report preparation. 2. Be responsible for efficient processing and secure storage of all paper records and electronic information systems for all FNP clients and staff members. 3. Manage team member access to ensure they are activated and deactivated on Turas in a timely manner. 4. Input FNP data, as required, in a timely and accurate manner into Turas and work with the FNP supervisor to establish and maintain data management and quality assurance systems and processes. 5. Comply with the FNP requirements for efficient, timely and secure collation and compilation of statistical information from Turas as required by the supervisor, FNP advisory board or FNP National Unit. 6. Check data forms for completeness and accuracy. 7. Ensure the systems for follow-up of inaccurate and/or missing data are agreed with the supervisor and team, that these are robust and can support the role holder to confidently follow up with team members when necessary. 8. Provide accurate monitoring information in a timely way as required by the FNP Lead, supervisor, the team and commissioners. 9. Manage waiting lists, referrals, and tasks within clinical recording systems, assist with exception reporting and liaise with system analysts for reporting purposes. Team Support 1. Support the scheduling and organisation of meetings for the FNP team 2. Prepare agendas, attendance lists, transcribing, and typing minutes of meetings, circulating, and distributing papers as required. 3. Arrange home visits to clients and make reminder calls for visits as requested by the supervisor and family nurses. 4. Book translation services as required for team members. 5. Undertake team support tasks e.g. designing and creating clinical support materials, photocopying, organisation of stock to facilitate easy access for family nurses to take for daily home visits. 6. Ensure timely provision of information to clients and staff in line with service requirements e.g. appointments, meetings. 7. Develop publicity material for parents and stakeholders for the FNP Programme. 8. Manage the team skills practice timetable including managing invitations and requests from stakeholders and interested parties for the whole year. 9. Organising and co-ordinating local FNP events. 10. Collating and organising significant aspects of the annual review report e.g. assisting supervisor with dashboard data, amalgamating final report including contributions from FAB board chair, commissioner, FNP lead, safeguarding, FNP supervisor and family nurses. 11. Support supervisor, as required with team recruitment processes. Inter-Personal Responsibilities 1. Maintain confidentiality and adhere to organisational policies and procedures. 2. Ensure a friendly and welcoming point of contact to all service users, giving prompt attention to their requests, directing enquiries, and signposting as appropriate. 3. Deal with information in a tactful, sensitive, and strictly confidential manner, showing empathy and judgement, in liaison with appropriate professionals as required. 4. Manage phone calls or drop-in visits from clients, team members etc. with sensitivity, passing on information in an appropriate and timely way. NB this may occasionally mean managing distressing information or people in distress. Other 5. Undertake any other duties commensurate with the role as agreed supervisor. 6. Communicates sensitive and confidential information with a wide range of stakeholders.
