Job summary
We have an exciting opportunity for a Clinical Administrator to join our team.
The role will be to provide administrative and secretarial support to the Community Team and all members of the Multi-professional team. You will be based in the Community Office at St Clare Hospice. You must be able to demonstrate an understanding of the nature of Hospice Care and be willing to develop, improve and enhance systems as appropriate, to improve the service delivered to patients, carers and health care professionals.
Please read the job description for further details.
In return for your commitment, we offer a competitive salary and benefits package, generous leave allowance, pension and life assurance scheme, Employee Assistance Programme, free parking and the option to continue your membership of the NHS pension scheme. We offer excellent development opportunities and are committed to supporting individuals in their learning
Main duties of the job
Provide
administrative and secretarial support to the Community Services and all
members of the Multi-professional team.
Be
able to demonstrate an understanding of the nature of Hospice Care.
Deliver
an efficient and competent level of accurate call handling for patients,
families and healthcare professionals.
Be
willing to develop, improve and enhance administration processes as
appropriate.
Be
a team player with the ability to work independently when required,
prioritising the work schedule throughout the day.
About us
At St Clare
Hospice our vision is that every adult with a life limiting condition in our
local communities should have access to palliative care services wherever and
whenever they need them, so that they can make the most of every moment, no
matter how long they have left to live.
Our many different services provide patients, their families and carers,
with physical, emotional, social, psychological and spiritual support, at home,
or here at the Hospice.
To provide an administrative
service to all members of the multi-professional team, in particular the
Community Palliative Care Team, Hospice at Home Team and Wellbeing hub.
Job description
Job responsibilities
To
provide administrative and secretarial support to the overall Community Team, Wellbeing
Hub and all members of the Multi-professional team.
To
communicate regularly with a wide range of clinical and non-clinical staff
within and outside St Clare Hospice.
To
in-put and maintain robust data on all patient referrals and activity during
patient care episodes and following death or discharge.
To
support clinical team to ensure appropriate lettersfor patients are typed
up and sent within the agreed timescale usually same working day,
Patient/carers questionnaires are sent out in a timely manner.
To
work as part of a team but also prioritise the work schedule and have the
ability to work confidently on your own.
To
work closely with the community services manager, as required.
To
provide activity and other reports as required.eg SystmOne reports /GSF/ caseloads.
To
teach and assist clinical staff to in-put accurate patient information onto the
clinical system (SystmOne).
To
advise and assist callers and signpost as appropriate.
To handle emotional
calls in a sensitive and compassionate manner.
To
be responsible for collating all relevant information in relation to patient
referrals, episodes of care and follow up plans.
To
communicate with and develop good working relationships with other outsides
agencies, accessing and providing accurate information as required. For example,
local GP surgeries, District Nursing Teams.
To
assist in the timely provision of appropriate paperwork for Payroll such as
mileage and time forms.
To
take notes in meetings as required e.g. clinical team meetings, working groups
etc.
To
meet and greet patients and carers as required. To have compassion and
sensitivity when communicating with distressed patients, relatives and carers.
To
help teach, support and take responsibility for managing the volunteer
administrators working in community team.
Coordinate
the registration and attendance of members of our community to education
workshop events in the wellbeing hub.
Coordination
of the electronic patient lists to liaise with GP Practices ready for cliniciansattendance
of remote/virtual meetings.
Coordinate
MDT meetings enter meeting notes and update plan of care in electronic patient records.
To
provide support in other departments in the absence of allocated administrative
support
To
develop, improve and enhance systems as appropriate, to improve the service
delivered to patients, carers and health care professionals.
To
work outside of usual office hours as needed and rota demands.
To
provide data information relating to the service as per management request.
Person Specification
Personal Qualities and Attributes
Essential
- Team player
- Ability to use own initiative and work independently
- To have a calming influence whilst working under pressure
- Ability to manage varied workload
- Commitment to equality and valuing diversity and understanding of how this applies to own area of work
- Commitment to the aims and charitable objectives of St Clare Hospice
- Committed to own continuing professional learning and development
Experience
Essential
- Experience of providing administrative support in a clinical setting
- Previous work in a health/social care setting
- Experience of using databases
- Experience of using MS office/Word, Excel, outlook
- Experience of working autonomously
- Worked closely with clinical teams including utilising team diaries as appropriate
- Able to arrange, attend and minute take at meetings
Desirable
- Medical secretary - min 1-2 years
- Experience of using SystmOne
Knowledge
Essential
- High standard of keyboard Skills
Other requirements
Essential
- Ability to be flexible to cover the service
Skills and Abilities
Essential
- Excellent communication skills (written & verbal)
- Knowledge of administrative processes
- Setting up basic data bases
- Ability to prioritise and work to deadlines
- Able to deal with a wide range of people
- Able to communicate clearly & unambiguously
- Able to cope with direct and indirect patient/carer contact which at times may be distressing
- Ability to be able to communicate internally and externally and coordinate meetings/events
Qualifications
Desirable
- GCSE grade A - C English or equivalent
- Typing qualification
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details
Employer name
St Clare Hospice
Address
Hastingwood Road
Hastingwood
Harlow
Essex
CM17 9JX