HEART OF KENT HOSPICE

Administrator

Information:

This job is now closed

Job summary

Administrator Family Support Team (FST)

Hours: Part time 25 hrs per week (Monday Friday)

Salary:£22,382 p.a (full time 37.5 hrs per week pro rata equates to £14,921 p.a in relation to 25 hrs per week.

Interview Date: Sunday 15th October 2023

Providing high quality administrative and clerical support toa multi-professional team, comprising of two Heads of Departments, Counselling, Social Work, Spiritual Care, Welfare Advice, and the Compassionate Neighbours service.

As part of the specialist palliative care services provided by the Hospice, the FST provide psycho-social and spiritual care that contributes to the holistic care provision to patients and their families.

To ensure the provision of a comprehensive high-quality service the team administrators role is essential in ensuring the department works efficiently, is co-ordinated, organised, and that we respond to clients and colleagues in an effective and organised way.

The administrator has a central role in managing referral systems, data inputting, supporting the FST team and volunteers. Being the first point of contact for patients and families wanting to access FST and supporting basic triage work and signposting. Being highly organised, motivated, able to work independently and as part of a team are vital. This is an office based role and will need someone with an excellent telephone manner and who is able to talk to people who may be in distress

Main duties of the job

Youll be using your excellent client service skills as the first point of contact for patients, their loved ones and health professionals. Youll have a proven record of handling sensitive conversations and communicating with professionalism, clarity and empathy. Youll also be highly organised and skilled in prioritising and managing your time. The workload is varied and includes a mix of routine tasks and urgent requests. Reacting positively and adapting to changing demands on your time are key skills in this role. Previous work in an administration or secretarial role is essential. Experience of working in a clinical setting, familiarity with clinical terminology, electronic patient record systems and an understanding of palliative care would be an advantage.

Informal enquires welcome by emailing Lyndsey Stukalov-Stone (lyndsey-S@hokh.co.uk) or Beverley Hodson (beverley.hodson@hokh.co.uk) Joint Heads of Family Support Team on 01622 792200

All interested candidates are required to complete an application form. NO AGENCIES please.

DBS Check required

We warmly welcome and encourage participation from all irrespective of culture, race, ethnicity, disability, religious or spiritual beliefs, gender, age, sexual orientation, sexual identity or employment status.

Registered Charity No 298164

About us

We have been providing exceptional care to people living with a terminal illness in Maidstone, Aylesford, Tonbridge, Malling and surrounding areas since 1991. We support patients with both cancer and non-cancer diagnoses, and those closest to them, and all our services are provided free of charge.

Our vision is that everyone living with a terminal illness in our community will have the best quality of life, for as long as they live. Our highly trained colleagues and volunteers do everything to help our patients live in comfort, with independence and dignity in their own homes, local care homes or in our Hospice. All our care is underpinned by our core values of compassion, integrity, respect and teamwork.

As a local charity independent of the NHS we are reliant on our supporters and donors, our services cost £5 million to run, with over £4 million raised through the generosity of our local community. Our supporters fundraise in so many ways for us from taking part in Hospice events and physical challenges, to local business support, to giving in memory of a loved one (and so many more other ways), their generosity is incredible. We pride ourselves on being a value driven behaviour-based organisation, a willingness to embrace the Hospice Cultural Framework is paramount in all that we do.

Details

Date posted

26 September 2023

Pay scheme

Other

Salary

£22,382 a year

Contract

Permanent

Working pattern

Part-time

Reference number

B0118-23-0017

Job locations

Preston Hall

Aylesford

Kent

ME20 7PU


Job description

Job responsibilities

Key Responsibilities

  • First telephone point of contact and reception duties.
  • Full administrative support to the FST team inc supporting 2x managers, social workers, welfare advisors, counsellors, spiritual care team and compassionate neighbours service.
  • Manage referral system and caseload database.
  • Ensuring bereavement response within 6 weeks to include a letter to audit regularly and ensure a robust and effective system.
  • To ensure the office is well stocked, organised order leaflets, equipment and ensure effective management of office systems regarding leave, rotas, contact sheets and management of phones. Training new staff on systems to include Icare our patient database system.
  • Contribute to the planning, preparation and delivery of key events held at or on behalf of the Family Support Team.
  • Ability to work to deadlines and able to manage workload to meet department need.
  • Excellent customer service skills, ability to communicate and engage with people at all levels.

Job description

Job responsibilities

Key Responsibilities

  • First telephone point of contact and reception duties.
  • Full administrative support to the FST team inc supporting 2x managers, social workers, welfare advisors, counsellors, spiritual care team and compassionate neighbours service.
  • Manage referral system and caseload database.
  • Ensuring bereavement response within 6 weeks to include a letter to audit regularly and ensure a robust and effective system.
  • To ensure the office is well stocked, organised order leaflets, equipment and ensure effective management of office systems regarding leave, rotas, contact sheets and management of phones. Training new staff on systems to include Icare our patient database system.
  • Contribute to the planning, preparation and delivery of key events held at or on behalf of the Family Support Team.
  • Ability to work to deadlines and able to manage workload to meet department need.
  • Excellent customer service skills, ability to communicate and engage with people at all levels.

Person Specification

Qualifications

Essential

  • At least GCSE grades A to C in English and Maths

Experience

Essential

  • Experience of working in busy office environment

Desirable

  • experience of working with people who face a terminal or life limiting illness or working with people who are experiencing loss, grief/bereavement

Skills

Essential

  • Confident and accurate computer literacy skills. Familiarity with current office applications (Excel, Access, Word, Power point). Using databases to log and keep information accurately up to date, in a timely manner.
  • Excellent people skills friendly, sensitive, empathetic, and approachable.
  • Excellent communication skills - both verbal and written - able to communicate and build relationships with an array of people.
Person Specification

Qualifications

Essential

  • At least GCSE grades A to C in English and Maths

Experience

Essential

  • Experience of working in busy office environment

Desirable

  • experience of working with people who face a terminal or life limiting illness or working with people who are experiencing loss, grief/bereavement

Skills

Essential

  • Confident and accurate computer literacy skills. Familiarity with current office applications (Excel, Access, Word, Power point). Using databases to log and keep information accurately up to date, in a timely manner.
  • Excellent people skills friendly, sensitive, empathetic, and approachable.
  • Excellent communication skills - both verbal and written - able to communicate and build relationships with an array of people.

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

HEART OF KENT HOSPICE

Address

Preston Hall

Aylesford

Kent

ME20 7PU


Employer's website

https://www.hokh.org/ (Opens in a new tab)

Employer details

Employer name

HEART OF KENT HOSPICE

Address

Preston Hall

Aylesford

Kent

ME20 7PU


Employer's website

https://www.hokh.org/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Head of Family Support Team

Lyndsey Stukalov-Stone

lyndsey-s@hokh.co.uk

01622792200

Details

Date posted

26 September 2023

Pay scheme

Other

Salary

£22,382 a year

Contract

Permanent

Working pattern

Part-time

Reference number

B0118-23-0017

Job locations

Preston Hall

Aylesford

Kent

ME20 7PU


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