This
role will provide vital support to our clinical services to ensure they are
able to deliver the highest quality of care and support to our patients,
clients, and families. We are looking
for a proactive and supportive administrator with good working knowledge of
EMIS ,our patient record system. You
will also have the ability to continue current ways of working and also assist
in the development of new working methods which will enhance the clinical teams
ability to do their roles within the patient facing environments they work in.
You
will be able to work on your own initiative, with strong organisation and
interpersonal skills. You will also be able to demonstrate good written and
verbal communication skills, including the ability to provide training to staff
on our data systems and other elements of administrative tasks according to
their role. Previous experience of
working within a health care environment will assist in the ongoing work of
this role.
Working
as part of a wider, friendly and committed staff team, this role presents an
exciting opportunity to play an essential part in supporting our quality data
agenda, and also day to day support of the clinical teams.
Candidates
must be able to demonstrate their eligibility to work in the UK.
The Shakespeare Hospice,
based in Stratford upon Avon, offers a diverse range of services to patients,
and their families/carers across South Warwickshire and surrounding
areas. The Hospice is not just about end-of-life care, we provide support
and compassion alongside our patients and their families throughout their
journey from diagnosis through to treatment and survivorship.
Patients and their
families can access one or more specialised services; day hospice, hospice at
home, adult and children's counselling for pre and post bereavement,
transitional care for terminally ill 16-24 year olds, and provide spiritual,
emotional and complementary therapies. We pride our offer as one that is
all inclusive and embraces not only the patient but their complete support
system, family and loved ones.
Job description
Job responsibilities
The Shakespeare Hospice Job Description
Job Title: Clinical Services
Administrator (Working across the Clinical Department)
Band: Band
4 (Agenda for Change)
£25,147
to £27,596 pro rata, dependent upon experience
Hours: Part time: 26 hours/0.69WTE - ideally
spread over 4 or 5 days, Monday to Friday
Responsible to: Clinical
Operations and Quality Lead (COQL)
Accountable to: Head
of Clinical and Operational Services (HCOS)
Department
Base: The Shakespeare
Hospice, Shottery, Stratford upon Avon CV37 9UL
Summary of Role:
The postholder will prepare, coordinate and lead administrative support
required for the clinical teams and will therefore be required to have
excellent administration and communication skills, both written and verbal,
with a positive can do attitude.
The postholder will manage clinical data extraction for the hospice, in
order to provide effective support and monitor performance outcomes across care
services. This will be from a variety of sources utilised by the hospice.
The postholder will be responsible for the co-ordination, development and
maintenance of the organisations electronic patient record system, EMIS,
developing a comprehensive understanding of the functionalities of EMIS.
The postholder will work closely with the COQL to ensure processes are in
place, relating to quality assurance and database development; performing
ongoing review and recommended changes where appropriate, in consultation with users across
the organisation.
The post holder
will uphold our hospice values:
to be responsive, compassionate, supportive, collaborative and innovative.
Main Duties and Responsibilities:
Clinical Administration
To provide telephone support and administrative support to the clinical teams,
dealing with enquiries from a range of sources, both
internal and external, to include both patients/families and key stakeholders.
To ensure that messages are relayed accurately
and within a timely manner.
To support Team Leads with new starters and
induction packages, including organising system set up with IT.
To undertake referral information collection
with a sensitive and empathetic manner, having an ability to communicate with a
wide range of people in often emotionally challenging circumstances.
To provide support for meetings as requested.
To input, update and retrieve/extract data from
the clinical database, EMIS, and a range of other systems used in the clinical
department in an accurate and timely manner.
To support the COQL, working
to fixed deadlines
to produce performance and activity reports
against pre-determined outcomes/KPIs. Contribute to the development and
maintenance of a Clinical Dashboard.
To support the COQL to produce quarterly
statistical data reports for governance purposes. In addition, reports
demonstrating all contractual outcomes for commissioned services and other funders
as required.
Support the patient feedback mechanism within
the hospice, and reporting outcomes and data.
System Management
Manage, maintain, and develop the full range of
EMIS functions
Provide expertise where required in EMIS process
and systems design, care plan and template design and effective use of clinical codes.
Being the Hospice point of contact for internal
edits to EMIS organisational configuration. Making
system design amends as agreed with the COQL.
Create EMIS templates with embedded clinical
codes to ensure reporting on activity for the clinical dashboard.
To train staff and support Super Users for EMIS
Manage general user problems and queries
relating to EMIS, with support of IT department.
Keep abreast of EMIS system developments and
liaise with the Head of Clinical Services and LNCQI to develop and introduce an
internal approach and solutions/initiatives based on interpretation of national
and local policies and procedures.
Responsible for the effective management of NHS
Smartcards. Work with the Registration Authority as a Smartcard Sponsor
to ensure staff are able to access
EMIS appropriately, including the completion of RA
documentation.
Complete Role Based Access Control for new
starters on EMIS Web.
Audit new starters to ensure compliance with
clinical recording of patient information, escalate anomalies to relevant line manager.
Ensuring EMIS Business Continuity processes are
in place and adhered to by staff.
Education
To adhere to all statutory and mandatory
training requirements as designated by the organisation.
To be responsible for your own Continuous
Professional Development (CPD).
To attend and participate in learning and
development opportunities as deemed mutually beneficial for both yourself and
the organisation.
To be involved in the induction programmes for
new staff members and volunteers.
Provide ad hoc refresher training for existing
staff in use of EMIS Web.
To provide support, training and technical
support to the clinical team in the use of EMIS to ensure data accuracy
Attend mandatory training and in-service
training opportunities.
Managerial
To supervise and support other members of the
team, including both staff and volunteers, acting as a role model always
demonstrating the Hospice values.
To demonstrate proficient IT skills in order to maintain and develop data collection and reporting.
To support the COQL in local audit and data extraction/compilation.
To take a proactive approach
towards service development recommendations, using initiative and creativity to support the implementation of new ideas and
ways of working, where mutually agreed with the HCOS, COQL & Team Leaders to be of benefit to patients, staff and the organisation.
Organisational
To demonstrate on a day to day basis the
organisational values of the Hospice, acting as a role model to others.
To ensure that all patient and sensitive
information will be treated confidentially and in line with local and national policies/legislation.
To support the organisation to ensure that all clinical
staff and clinical
volunteers are appropriately equipped and trained to
fulfil their duties.
To undertake administrative tasks for the
purpose of your role and utilise volunteer support as appropriate.
To work in accordance with all Hospice policies
and procedures.
To participate in the Hospice appraisal process,
responsible for complying with mutually agreed personal objectives.
To raise any areas of risk or concern in
accordance with hospice policy, including incident reporting.
To be involved with the wider organisational
aspects of the hospice, such as promotion of the charity and its services. This
may include representing the hospice at certain key events, where clinical
support is required.
Other:
1.
To undertake any other duties commensurate with the
post and as requested by the COQL or HCOS.
2.
This job description is subject to periodic review in
negotiation with the post holder and may be revised/updated as service
requirements change and develop.