Job Title: Community Equipment Service Assistant Storekeeper

JOB IDENTIFICATION

Department: Occupational Therapy

Responsible to: Community Equipment Service Storekeeper

Accountable to: Occupational Therapy Services Manager

Job Holder Reference:

Number of Job Holders: 6

JOB PURPOSE

Under the direction of the Storekeeper to assist in the day-to-day operation of the integrated Community Equipment Service by maintaining stock availability; receiving and coding equipment delivered to the central Store and distributing stock to buffers to pre-set stock levels; responding to requisitioner requests from Macmillan Nurses, District Nurses and OT’s by delivering, fitting and reviewing suitability of equipment; collecting equipment to return to Store; cleaning, repairing and maintaining equipment; disposing of damaged or faulty equipment; ensuring planned preventative maintenance programmes and repairs are undertaken as required; to do this within best practice under Health and Safety and Infection Control provisions; and to operate dedicated IT based asset management systems.

The overall aim of OT is to enable people and their carers to participate meaningfully in everyday activities, maximising independence and minimising risk

JOB SUMMARY

To assist with the day-to-day operation of the Community Equipment Service (CES) under the direction of the Storekeeper

To assist in the provision of the Community Equipment Service to patients/clients and report outcomes to requisitioners under the direction of the Storekeeper

To contribute to the delivery and development of the wider OT Service in the Western Isles, working towards recognition nationally as a service of excellence in remote and rural OT practice with the support of the Storekeeper

To adhere to Health Board, Departmental, Local Authority and other relevant standards, policies and procedures, COT Professional Standards for OT Practice and COT Code of Ethics and Professional Conduct

Such other duties as may be deemed necessary in the light of developments or needs of the service

ORGANISATIONAL CHART

4.MAIN DUTIES and RESPONSIBILITIES OF THE POST

SERVICE PROVISION

Under the direction of the Storekeeper, to assist with transport, delivery, fitting, demonstration and checking correct use of equipment in response to requistioner requests and using basic clinical reasoning, knowledge and skills and demonstrating physical capacity to load and unload specialist equipment from button hooks to hospital beds; drive a large delivery vehicle in all weathers, all road conditions, manoeuvring on-off ferries and accessing remote properties along croft tracks; and undertake minor repairs, accurately using manual and powered tools.

Under the direction of the Storekeeper, to assist with the uplift, transport, cleaning and storage of equipment in response to requisitioner requests

Under the direction of the Storekeeper, to make prior arrangements with patient/clients, families/carers and requisitioners for delivery and uplift of equipment

Under the direction of the Storekeeper, to undertake carer training and patient/client and carer education as required within a pre-determined framework for the correct and safe use and maintenance of equipment

Under the direction of the Storekeeper, to provide verbal and written instructions on equipment and adaptations to recipients and requisitioners

Under the direction of the Storekeeper, to assist with the safe, timely and efficient operation of the CES and the safe and correct operation of the Community Equipment Store and buffers, fixtures, fittings and equipment and general tidiness in line with operational guidelines developed by the OT Services Manager in liaison with Health and Safety and Infection Control staff

Under the direction of the Storekeeper, to be responsible for the safe and correct operation of the Community Equipment Service vehicle (van, trailer etc)

Under the direction of the Storekeeper, to assist with maintaining adequate equipment supplies in line with pre-determined stock levels in the central store and in buffer stores throughout the islands

Under the direction of the Storekeeper, to assist with receiving, checking, bar-coding, recording and safe and correct storage of equipment

Under the direction of the Storekeeper, to assist with cleaning equipment in line with protocols developed and audited by Infection Control

Under the direction of the Storekeeper, to assist with ensuring that electrical and mechanical checks on new equipment, planned maintenance and repairs are undertaken and recorded on the asset register

Under the direction of the Storekeeper, to assist with disseminating and actioning Safety Action Notices and other relevant information to minimise risk eg product recall advisories from manufacturers, by recalling equipment from the community, responding to product information requests, undertaking specified checks etc

CLINICAL GOVERNANCE

To adhere to standards for the operation of the Community Equipment Service with the Storekeeper and promote these to appropriate users of the service

Under the direction of the Storekeeper, to adhere to recommendations from risk assessments in clinical and training situations, hospital and community settings

Under the direction of the Storekeeper, to assist with audits to review current working practice, service provision and effectiveness against national and local standards, including client satisfaction

To actively contribute to quality assurance through assisting in the implementation of national and local evidence based standards and responding to patient satisfaction data and being involved in other initiatives to improve service quality as directed by the Storekeeper

Under the direction of the Storekeeper, to review own performance to achieve adherence to Board, Departmental and COT standards.

COMMUNICATION

Comply with the Board’s Communication Strategy & Media Handling Policy.

To communicate effectively using interpersonal, verbal and non-verbal skills, and to the highest professional standards in all contacts and situations, including at a level and in a style appropriate to individual needs including special requirements eg Gaelic only, dysphasia, hearing impairment, cognitive impairment

To communicate information to patients and carers where empathy, emotional support and re-assurance are required

To advise the Storekeeper in situations where conflict or informal complaints have occurred and to agree responses to these situations

To communicate effectively patient related information in all contacts and situations, to ensure effective collaborative working and adhering to confidentiality and data protection requirements

To effectively use information technology to meet local and national standards of documentation and performance to record client interventions

To utilise videolink facilities as part of co-ordinated intervention delivery.

EDUCATION, TRAINING and CONTINUING PROFESSIONAL DEVELOPMENT

To assist the Storekeeper with induction and training in the operation of the Community Equipment Service for requisitioners and other agencies across a range of staff grades and students, skills and experience

To review and reflect upon own practice through participation in and effective use of professional and operational supervision and appraisal with the Storekeeper and to seek advice and support as required

To maintain and update own standards of practice, identifying any shortfalls or need for further experience/training and regularly update own Continuing Professional Development records as required with the support of the Storekeeper

To attend OT staff meetings and other meetings as required

To identify relevant training programmes/further study and attend courses and events as agreed with the Storekeeper

MANAGEMENT and ADMINISTRATION

Under the direction of the Storekeeper, to undertake delegated administrative work eg raising orders for equipment for signature; recording budgetary data; completing, obtaining signatures and submitting GRN’s; and maintaining files of all paperwork

Under the direction of the Storekeeper, to assist in the maintenance of a regularly up-dated, IT based register of approved requisitioners

Under the direction of the Storekeeper, to assist in maintaining records of equipment and relevant adaptations, and other service activity eg orders and delivery notes, requisitions, Safety Action Notices

Under the direction of the Storekeeper, to assist in the maintenance of other personal and service records for the OT Services Manager eg IR1’s

Under the direction of the Storekeeper, to assist in the maintenance and up-dating of all devolved IT based systems for asset management and the e-catalogue

SYSTEMS and EQUIPMENT

Systems

Departmental and Board Policies and Procedures
Community Equipment Service policies, procedures and guidelines, particularly Health and Safety, Manual Handling, Infection Control, Lifting Operations and Lifting Equipment Regulations
Community Equipment Service software (bar coding, e-catalogue and asset register)
Risk register and risk assessments

Equipment

Office equipment, IT, digital camera, circa £1500 value
Manual and small power tools, including power washer, circa £850 value
Aquaphase washer, circa £20,000 value

All DN and OT equipment (core, assessment and special) identified in the e-catalogue and asset register, wherever located, circa £125,000 value

Specially adapted CES vehicle, circa £30,000 value

DECISIONS and JUDGEMENTS

Operational as directed/supported eg ensuring service provision and operational tasks are completed correctly and on time, planning efficient delivery and uplift routes including inter-island travel when required, locating addresses, dealing with urgent requests, basic problem solving, time management

COMMUNICATIONS and RELATIONSHIPS

Communicating formally and informally with individuals and groups with empathy, sensitivity and to the highest professional standards
With requisitoners, across a range of professions and throughout the islands, receiving requisitions for delivery and up-lift of equipment, and keeping them advised of progress and outcomes
Within OT Department, with all staff, across all grades, groups and services about CES and service delivery
With Storekeeper about operational issues, regular supervision, to receive delegated work and review needs.

Supporting Evidence:

Mental Effort: Occasional concentration but with unpredictable interruptions, occasional intense (in depth mental attention with proactive engagement with the subject ie more than observe and record);unpredictable workload (immediate response and change from one activity to another at third party request with no prior knowledge of an interruption)

Key Areas (examples):

Patient/client contact: own time management with flexibility to accommodate unplanned, urgent demands occurring regularly throughout the day eg by phone and patients, families and staff; observation, basic clinical reasoning, including constantly attending to risk and safety during contact; dealing with inquiries and complaints; giving information, advice, negotiating solutions and counselling; exposure to circumstances involving loss, family breakdown, child issues, challenging and aggressive behaviour; adapting communication style to eg Gaelic, cognitive difficulties, non-verbal

Other work activities and areas: maintaining flexibility to accommodate unplanned, urgent demands; increasing use of IT eg recording clinical activity, e-mailing, spreadsheets; videolinked meetings; demands of constant change and expectations in health and social care delivery; providing peer support in loss and other distressing circumstances; dealing with novel and non-routine situations; team dynamics

Office: developing and maintaining concentration during complex phone contacts and more sustained work; attending to need for privacy, eliciting key information and communicating empathy during phone and face-to-face contact

Travel: map reading and locating properties in remote settings; dealing with unexpected ferry and flight delays and cancellations; sustaining prolonged effort during sequential visits to make best use of travel to remoter areas.

Emotional Effort: Exposure several times a week, directly and indirectly ie reported information to frequent distressing (unwelcome news to staff, patients and carers; care of terminally ill; difficult family circumstances; exposure to severely injured bodies), less than monthly to highly distressing information (unexpected death or family breakdown)

Key Areas (examples):

Patient/client contact: dealing with constant change, challenges, demands and expectations, shifting from cognitive to affective demands and effort; supporting loss of patients’ physical and cognitive capacity, general health, life and limb, role, finance, home, family members; trauma; lone working; coping with challenging and aggressive behaviour

Other work activities and areas: providing peer support in loss and other distressing circumstances; dealing with novel and non-routine situations; lone working; coping with challenging and aggressive behaviour

Office: dealing with constant change, challenges, demands and expectations, and re-prioritising work throughout the day in response to urgent and competing demands

Travel: lone travel

PHYSICAL DEMANDS OF THE JOB including working conditions

Light (2-5 kilos) and moderate (6-15 kilos) moving equipment for several short periods (up to 20 minutes but rarely longer) several times a day

Daily exposure to unpleasant and highly unpleasant working conditions (eg dirt, dust, smell, noise, weather, verbal aggression + body fluids, foul linen, fleas, fumes): monthly exposure to hazards (uncontrollable and unsafe situations eg physical aggression)

Key Areas (examples):

Patient/client contact: carrying equipment to wards, homes and other treatment areas or care settings, along drives, paths and up stairs; bending, stooping and maintaining awkward positions to fit equipment chairs, beds, bath, showers, toilets and kitchen areas, and also fit equipment in these areas, including the use of basic manual tools; facilitating transfers and mobility; lone working; home issues eg remoteness, dogs, lack of safe access, alcohol and drug use, family dynamics; contact with body fluids, soiled clothing, unsuitable, unhygienic and unsafe homes;

Other work activities and areas: lone working; documenting in office, vehicle and homes; carrying documentation and attending meetings in hospital, homes and other settings; using manual and small power tools to fit, maintain and repair equipment; working with cleaning chemicals and materials; excessive heat and cold; daily outdoor working; use of videolink; frequent telephone and mobile use; increasing use of IT eg recording clinical activity, researching current evidence for practice, e-mailing

Travel: lone driving delivery vehicle; variable road conditions eg single lanes with passing places in some areas; remote, distance and defensivedriving particularly in adverse weather and prolonged darkness; use of ferries between islands carrying materials, documentation, IT and equipment; ferry cancellations at no notice due to adverse weather

Island living: remote, rural and island setting eg constant proximity to patients, families, carers and co-workers; prolonged winter darkness; adverse winter weather; increased costs eg fuel, transport.

MOST CHALLENGING / DIFFICULT PARTS OF THE JOB

new and evolving service
lone working
expectations of requisitioners and others using the service
heavy physical work, intermittent but regular effort
making on-the-spot decisions and judgements
daily exposure to distressing circumstances and at least monthly exposure to highly distressing circumstances, directly and indirectly
weekly exposure to hazards such as aggression
delivering integrated health and social care in an environment of continuous change and raised expectations

KNOWLEDGE, TRAINING and EXPERIENCE REQUIRED see Personal Specification

STANDARD ELEMENTS

Confidentiality:

This involves taking the necessary precautions when transmitting information only disclosing it to those who have the right and the need to know it.

All personal health information is held under strict legal and ethical obligations of confidentiality. NHS Staff must follow guidance (NHS Code of Practice on Protecting Patient Confidentiality) before disclosing any patient information. All staff must respect confidentiality of all matters that they may learn relating to their employment, other members of staff, patients and their families.

Health and Safety:

Assist in maintaining own and others’ health, safety and security.

This involves:

a)Complying with Board health and safety policies, procedures and participating in madatory training.

b)Maintaining a safe working environment and reporting any issues of concern as appropriate.

NHS Western Isles attaches the greatest importance to the health and safety of its employees. It is the Board policy to do all that is reasonable to prevent personal injury and hazard to health by protecting staff and others including the public from foreseeable hazards compatible with the provision of proper services to patients. The Board expects its entire staff to take reasonable care of their own health and safety and that of others who may be affected by their acts or omissions at work. More detailed information is given in departmental safety policies where appropriate.

Equal Opportunities:

Ensure own actions support equality, diversity and rights.

This involves:

(a)Acting in ways consistent with the Board’s policies and procedures.

(b)Treating those you come into contact with equitably and with respect.

JOB DESCRIPTION AGREEMENT

I, (Print Name)…………………………………………………….. confirm that the job description(s) /person specification(s) attached have been discussed with me and are an accurate and up-to-date account of the duties and responsibilities and skills/qualifications required to undertake the post.

Job Holder’s Signature:Date:

Head of Department Signature:Date:

WESTERN ISLES NHS BOARD

AGENDA FOR CHANGE

PERSONAL SPECIFICATION

JOB IDENTIFICATION

Job Title: Community Equipment Service Assistant Storekeeper

Department: Occupational Therapy

QUALIFICATIONS, TRAINING: ESSENTIAL

Formal technical qualification SVQ level 2 or equivalent or documented evidence of development through relevant short training courses or equivalent experience gained within a care setting. / 
Current UK driving licence / 
Computer literacy

QUALIFICATIONS, TRAINING: DESIRABLE

ECDL or other IT training to achieve computer literacy / 

KNOWLEDGE AND SKILLS: ESSENTIAL

Basic awareness of providing care for those with a range of diagnoses
Basic awareness of OT role, range of work
Basic awareness of a range of OT equipment
Knowledge of Health and Safety / Moving and Handling and risk management applied to practice
Ability to use effective oral and written communication skills.
Ability to work single handed in a range of situations
Ability to work under pressure and meet priorities and deadlines while responding to frequent interruptions and any unpredictable situations with support
Ability to review own performance

KNOWLEDGE AND SKILLS: DESIRABLE (to be developed in post)

Awareness of Data Protection, Health and Safety / Moving and Handling and Disability Discrimination Act
Awareness of health and social care provision in the Western Isles

EXPERIENCE: ESSENTIAL

Work experience in health/social care setting involving patient/client contact
Working independently within set procedures and under regular instruction with delegated tasks

EXPERIENCE: DESIRABLE

Basic functional observation
Stock control and asset management

DISPOSITION: ESSENTIAL

Positive, assertive, flexible, adaptable and resilient
Physical fitness to meet the requirements of the post
Commitment to client centred, non-discriminatory, anti-oppressive, inclusive practice
Commitment to peer support, team and co-operative working, and skill sharing
Commitment to lifelong learning and effective use and dissemination of training
Commitment to the development and promotion of the OT profession and this OT service as one of excellence in remote and rural OT practice
Willingness to travel for work purposes
Willingness to attend off-island training and development opportunities.

OTHER: ESSENTIAL

Access to vehicle insured for business use / 