Job summary
Part Time - 15 or 22.5 hours per week (Tues, Thu, Fri)
See the impact your admin and communication skills make. Every day.
At Princess Alice Hospice, you have the opportunity to make a satisfying, rewarding contribution for a great cause. We're a friendly team committed to making a difference to the lives of patients, family, and friends through providing excellent clinical administration.
We are looking for a part time Clinical Administrator to support our busy multi-disciplinary teams in their day-to-day work with patients.
A substantial part of the role also involves liaising with colleagues across Princess Alice Hospice, and being the first point of contact for patients, families, and their carers. We are looking for someone who can remain calm in often busy and demanding situations and act on and manage urgent information.
We're big enough to give you opportunities and training. But small enough for you to see the difference you make. As a team we will support you to grow and learn in your role with training, experience, and fantastic benefits.
Main duties of the job
Youll have an excellent phone manner, great organisational skills, accurate typing ability and attention to detail as well as working knowledge of computer systems and programmes including MS Office.
You'll feel comfortable liaising with a variety of people in a compassionate and considered manner. Ideally, you'll have previous administration or secretarial experience and you're looking for a role where you can add value and make a significant contribution to the lives of others. If you're a dynamic and organised person who shares our values, and are looking for a new role in a supportive and inclusive environment, we would love to hear from you!
About us
Princess Alice Hospice is one of the top ten adult hospices in the UK, providing specialist palliative care and support to a community of more than a million people living in Surrey, south west London and Middlesex.
Job description
Job responsibilities
To provide cross-departmental administrative support as directed by the Clinical Administration
Manager, and to be the first point of contact with the department for referrers, patients, families and
carers.
1. Administrative
- As part of the Clinical Admin team, provide full administrative support to the clinical staff within
the department.
- To be part of the central pool answering calls from Health Care Professionals, patients and
carers.
- To provide an effective liaison between clinical staff and departments.
- To maintain and develop all departmental electronic folders and files.
- To accurately maintain patient records.
- To accurately prepare reports and other documentation as required by clinical staff, including
patient letters
- To collate documents/leaflets for sending information packs to patients
2. Dealing with Patients, Carers and Visitors
- To deal with telephone calls and messages from patients, carers and relatives in a sensitive,
compassionate and courteous manner, ensuring that messages are promptly and accurately
relayed to the most appropriate person.
- To carry out duties associated with the referral and / or admission of patients, including the
preparation of all necessary electronic documentation.
- To arrange transport for patients being admitted as requested.
3. Use of in-house patient record software (EMIS)
- To be fully conversant with the in-house patient record software (EMIS), and to enter and
update patient information onto the system, notifying clinical staff as appropriate.
- To scan documents and care plans into EMIS as directed. These may contain sensitive info or
images.
4. Other Duties
- To be part of the central pool answering calls from Health Care Professionals, patients and
carers.
- To provide administration support at daily admission meetings.
- To advise on alternative hospice referrals if patient is outside the PAH catchment area.
- Ensure the correct disposal of all confidential waste.
- To be aware of the accident / incident reporting system (Vantage). Co-ordinate the ordering and delivery of stationery, relevant medical stores and other
equipment as required and ensure it remains fully functional applicable only if working on
the hospice In Patient Unit.
- To act as an ambassador for Princess Alice Hospice at all times
5. Other Responsibilities
- To undertake any other such duties or general tasks and hours of work as may reasonably be
required and to work in other locations within the hospice organisation.
- Lead by example, exemplifying the Hospice values and behaviours Integrity, Compassion,
Accountability, Respect, Excellence.
Job description
Job responsibilities
To provide cross-departmental administrative support as directed by the Clinical Administration
Manager, and to be the first point of contact with the department for referrers, patients, families and
carers.
1. Administrative
- As part of the Clinical Admin team, provide full administrative support to the clinical staff within
the department.
- To be part of the central pool answering calls from Health Care Professionals, patients and
carers.
- To provide an effective liaison between clinical staff and departments.
- To maintain and develop all departmental electronic folders and files.
- To accurately maintain patient records.
- To accurately prepare reports and other documentation as required by clinical staff, including
patient letters
- To collate documents/leaflets for sending information packs to patients
2. Dealing with Patients, Carers and Visitors
- To deal with telephone calls and messages from patients, carers and relatives in a sensitive,
compassionate and courteous manner, ensuring that messages are promptly and accurately
relayed to the most appropriate person.
- To carry out duties associated with the referral and / or admission of patients, including the
preparation of all necessary electronic documentation.
- To arrange transport for patients being admitted as requested.
3. Use of in-house patient record software (EMIS)
- To be fully conversant with the in-house patient record software (EMIS), and to enter and
update patient information onto the system, notifying clinical staff as appropriate.
- To scan documents and care plans into EMIS as directed. These may contain sensitive info or
images.
4. Other Duties
- To be part of the central pool answering calls from Health Care Professionals, patients and
carers.
- To provide administration support at daily admission meetings.
- To advise on alternative hospice referrals if patient is outside the PAH catchment area.
- Ensure the correct disposal of all confidential waste.
- To be aware of the accident / incident reporting system (Vantage). Co-ordinate the ordering and delivery of stationery, relevant medical stores and other
equipment as required and ensure it remains fully functional applicable only if working on
the hospice In Patient Unit.
- To act as an ambassador for Princess Alice Hospice at all times
5. Other Responsibilities
- To undertake any other such duties or general tasks and hours of work as may reasonably be
required and to work in other locations within the hospice organisation.
- Lead by example, exemplifying the Hospice values and behaviours Integrity, Compassion,
Accountability, Respect, Excellence.
Person Specification
Qualifications
Essential
- Good standard of literacy and numeracy
- Administrative / Secretarial qualification e.g. Diploma in Business Administration or equivalent OR written validation of successful completion of MS Office System training to an Intermediate level
Experience
Essential
- Broad experience of working in an administrative/secretarial post.
- Experience of working unsupervised.
- Experience of working in a team.
- Experience of dealing with sensitive and / or confidential information.
- Experience of working in a pressured environment.
- Experience of working with databases.
Desirable
- Experience of similar healthcare environment or the not-for-profit sector.
Person Specification
Qualifications
Essential
- Good standard of literacy and numeracy
- Administrative / Secretarial qualification e.g. Diploma in Business Administration or equivalent OR written validation of successful completion of MS Office System training to an Intermediate level
Experience
Essential
- Broad experience of working in an administrative/secretarial post.
- Experience of working unsupervised.
- Experience of working in a team.
- Experience of dealing with sensitive and / or confidential information.
- Experience of working in a pressured environment.
- Experience of working with databases.
Desirable
- Experience of similar healthcare environment or the not-for-profit sector.
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.
