CAMBRIDGESHIRE COUNTY COUNCIL: JOB DESCRIPTION JOB PURPOSE: ROLE DIMENSIONS

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1 POSITION: Senior Administrator for MCA DoLS and Guardianship SERVICE: Adult Social Care GRADE: Administration Job Family Level 2 19,817-23,945 CAMBRIDGESHIRE COUNTY COUNCIL: JOB DESCRIPTION REPORTS TO: Joseph Yow DIRECTORATE, OFFICE: LOCATION: Shire Hall People and Communities JOB PURPOSE: ROLE DIMENSIONS To be responsible jointly with another Senior Administrator for the administration and co-ordination of the processes and statutory systems for the delivery of Cambridgeshire County Council s duties in relation to the role of Supervisory Body as prescribed by the Mental Capacity Act and Deprivation of Liberty Safeguards Schedule A1 legislation. To provide an efficient and responsive first line service to all Cambridgeshire's Managing Authorities, other Supervisory Bodies staff, Independent Mental Capacity Advocates, Relevant Persons Representative and the relevant person by telephone, written and electronic media. Full Time Hours: 37 To work alongside another MCA DoLS Senior Administrator and mutually support each other in the administrative role for the delivery of Cambridgeshire County Council s duties in relation to the role of Supervisory Body. CORPORATE & JOB SPECIFIC ACCOUNTABILITIES SERVICES/PARTNERS Provide timely and effective administrative support for MCA DoLS, Section 7 Guardianship of the Mental Health Act (MHA) and the AMHP s register and more specifically to: Receive, acknowledge and record written requests for authorisations under the Deprivation of Liberty Safeguards within the standard timescale and refer them to the MCA DoLS Manager. Assist the Best Interests Assessors and MCA DoLS manager in a) organising assessments b) issuing standard authorisations c) appointing (when required) Independent Mental Capacity Advocates and Relevant Persons Representatives d) organising reviews and re-assessments

2 e) reminding different managing authorities (care homes / hospitals) of expiring authorisations Administer and record urgent and standard referrals on AIS in relation to the Deprivation of Liberty Safeguards as required. Timetable and track progress of all pending assessments, authorisations and reviews to ensure compliance with statutory timescales as prescribed by the Deprivation of Liberty Safeguards' legislation. Maintain an electronic and written record of all DoLS' assessments undertaken and also the granting and non-granting of authorisations for DoLS and ensuring all such records are kept up-to-date. Assist Best Interests Assessors and MCA DoLS manager with prioritising referrals (weekly) Be responsible for overseeing document & data management (paper and electronic), including filing and distributing documents Oversee the collection, collation and manipulation of information using CCC information systems, to generate reports, prepare letters, memos and documents. For example, inputting all referrals received onto AIS and then at later date when allocated in the specially designed database. Undertake general clerical and administrative tasks and support the team and service as required. Follow the granting or non-granting of authorisations for DoLS by the DoLS' panel, to disseminate notification letters to the Managing Authority, the Relevant Person and the Relevant Person s Representative, any IMCA involved and every interested person named in the Best Interests Assessor s report as somebody they have consulted when carrying out their assessment. Formulate and maintain an administrative structure to manage renewals of people subject to Guardianship under the Mental Health Act 1983/2007 Offer administrative support in maintaining the AMHPs register for Cambridgeshire Track and record both IMCA & Paid Representative reports when received by DoLS Team, when possible indicate when less reports were received than expected by relevant advocacy group to MCA DoLS Manager. Please note that responsibilities under AIS will at some point transfer to Mosaic. Financial Support (20%) Assist the MCA DoLS Manger with monitoring of the MCA budgets in accordance with County Council financial processes, systems and instructions. Interrogate, process and maintain financial information making recommendations for appropriate action. Ensure that County Council financial processes and systems are complied with when raising invoices and processing orders. Undertake financial support duties as required to support the efficient delivery of services.

3 Deal specifically with financial queries and liaise with Cambridgeshire CCG as required for payment of S12 Approved Medical Practitioner s fees. When required create or reactivate suppliers (either independent BIA(s) and/or S12 Approved Medical Practitioner(s)) in order to process invoices for assessments completed by respective assessor. Management Support (20%) Oversee that meetings and events are properly planned and arrangements co-ordinated, ensure performance targets are met. Ensure records of meetings are taken and follow up action undertaken as necessary. Maintain data quality on CCC s database (AIS) by running referral reports, correcting errors, to produce management information reports, identifying any necessary amendments to the system and undertaking system administration functions as necessary. Assist with the monitoring of Council and Service policies and procedures and contribute to the development of the DoLS service and promotion of initiatives (including creating presentations, marketing and promotional materials). Be responsible for producing statistical reports from the DoLS database and/or AIS on a regular and ad-hoc basis, and circulating these to managers and senior management team within Cambridgeshire County Council as instructed, and to assist in the development of Mental Capacity Act compliance monitoring systems and procedures for the department. Supervision and Development of Others (5%) Assist in the recruitment, selection, induction, learning and development of Level 1 administrators. Health & Safety (5%) Ensure the maintenance of a healthy and safe working environment Take action to reduce the risk to self and others.

4 POSITION: SERVICE: Adult Social Care CAMBRIDGESHIRE COUNTY COUNCIL: PERSON SPECIFICATION Senior Administrator for MCA DoLS and Guardianship Administration Job Family Level 2 GRADE: 19,817-23,945 QUALIFICATIONS GCSE or A Level, or NVQ 3 IT Qualified RSA/ECDL REPORTS TO: DIRECTORATE, OFFICE: LOCATION: Joseph Yow People and Communities Shire Hall NVQ 4, Degree Visual Basic for Applications (VBA) KNOWLEDGE AND EXPERIENCE Experience in working with data base, spreadsheet formulas and mail merge Experience in working to tight time-scales and dead-lines Experience of producing manual and computerised statistical reports Experience of working to clearly defined procedures and processes Demonstrate office administrative experience Awareness of Data Protection Knowledge of budget management Ability to show technical knowledge of one or more of the following Word, Excel, PowerPoint, AIS and at a later date Mosaic. Demonstrable experience in a social care setting Knowledge of medical/social care assessment processes Awareness of the Mental Capacity Act 2005 and its amendment; Deprivation of Liberty Safeguards and associated legislation such as the Mental Health Act. Demonstrable experience in working in a local government or public services environment Experience in maintaining a tracking system for assessments or similar

5 SKILLS Self motivated and able to use own initiative Committed to working as part of a team Excellent communication and organisational skills Ability to cope within a high work pressured environment Ability to prioritise own work-load/competing task Effective verbal and written communication skills Ability to produce reports in usable graphic/chart format Ability to work within agreed time-scales and produce work to agreed standards Ability to give advice concisely and effectively with various professional disciplines and at all levels in the organisation Safeguarding Approachable and adaptable Demonstrate an understanding of the safe working practices that apply to this role.