Specialist Hospice at Home Administrator

Job description

Job responsibilities

Weldmar Hospicecare

Job Description and Person Specification

Job Title: Specialist Hospice at Home Administrator

Department: Weldmar Specialist Hospice at Home

Location: Dorchester

Hours of work: 26 hours per week

Grade: Weldmar Salary Scale

Reports to: Clinical Administration Manager

Responsible for: N/A

Job Context

Weldmar Hospicecare is an independent charity that provides specialist end of life care to patients and those that are important to them throughout Dorset. This care is given in the comfort of patients own homes by Weldmars Specialist Hospice at Home service, and via Wellbeing Services held across the county or as inpatients at our hospice in Dorchester. Our team of dedicated employees and volunteers ensure that we can continue to support patients through one of lifes most difficult journeys. We work closely with other health care providers including the NHS to ensure that our patients receive the highest possible care.

We do receive some funding from the NHS but the majority of our income is generated by our fundraising and retail teams, which plays a vital part in securing income to fund our care, both now and in the future.

Job Purpose

To provide full administrative support to the Weldmar Specialist Hospice at home service:

Liaising with patients and health care professionals in a sensitive and professional manner, ensuring information is passed on to all concerned, and data is kept up to date and accurate.

• To provide specialist administrative support to the triage function across Weldmar Hospicecare liaising with referring agencies.

Scope and Limits of Authority

Reporting to the Clinical Administration Manager, the Specialist Hospice at Home Administrator will provide general and specialist administrative support to enable the smooth running of patient services. They will have their own delegated lead areas but will also provide cover for other team members of the clinical admin team.

The Specialist Hospice at Home Administrator is responsible for providing a confidential administration service to the Specialist Hospice at Home service. They will also be required to provide additional support to other specialist clinicians as appropriate.

The post holder is responsible for prioritising and managing their own workload, ensuring deadlines are met whilst dealing with conflicting priorities and frequent interruptions. Each post holder will be expected to work to the full job description and systems in place for prioritisation and equity of workload. Some areas of work are highly complex, for example administration support to triage, rota management and in liaison with the senior clinical team, ensuring the reallocation of staff resources according to the patient & service need.

The post holder is responsible for the following resources:

Information systems, documentation and patient records

Referral & triage related systems and records

Planning and organising resources

Job tasks

Administration support to the Weldmar Specialist Hospice at Home service

• Work closely with the Headofthe SpecialistHospiceatHome service to establish the effective administration, coordination and documentation to support the service.
• Support the Weldmar Community Nurse Specialist to effectively plan, prioritise and re-allocate resources in area hubs according to patient need, staff availability and service requirements.
• Act as first point of contact for all referrals to the service, documenting on the electronic patient database and ensuring the triage process is followed.
• Liaise with GPs, acute hospitals and other external agencies to ensure that up to date patient information is added to the patient record.
• Act as first point of contact for all enquiries, receive and record messages ensuring all calls are handled sensitively and appropriate action taken.
• Maintain up to date caseloads, discharge patients from the service and ensure all patients deaths are recorded on the patient database.
• Co-ordinate departmental meetings, prepare agendas and produce accurate minutes.
• Produce monthly/annual statistical information and reports.
• Send out questionnaires to evaluate the service.
• Maintain and order clinical stocks supplies via the NHS supply system.
• Support and provide cover for members of the clinical admin team as required.
• Coordinate the Specialist Hospice at Home staff rota liaising closely with the head of the department.
• Maintain and reconcile weekly and monthly records of staff absence (holidays, sickness, study, TOIL) ensuring that all information is recorded on electronic systems.
• Book mandatory/other essential training for team members and update staff rota accordingly.
• Set up meeting times, dates and venues for 1:1s, group supervisions and annual performance reviews. Typing of annual performance review forms and other personnel records as required.
• Assist the Head of Specialist Hospice at Home with processing monthly mileage claim forms.
• Assist in the planning of staff inductions.
• Provide administrative support to the specialised clinicians including preparing reports, educational materials and presentations.
• To work within process of handover from Weldmar Volunteer Services Advisor in order to provide administration support to placement of volunteers within Community Services, including liaising with senior clinicians and organising Community volunteer rotas.
• Support the Head of Specialist Hospice at Home in monitoring staff vehicle compliance on electronic systems.

Triage administration

• Work closely with senior clinicians to establish the effective administration, coordination and documentation to support the triage provision. Liaise with the appropriate clinicians in each hub and ensure any tasks are completed post triage.
• Act as first point of contact for patients and families and referring agencies, in writing, by phone and in person, ensuring that all contacts are handled sensitively and that all essential details are obtained for initial referral records.

Administration Support to Specialist Clinicians

• Provide administrative support on a rota basis to MDT meetings, including setting up cycles of meeting dates, ensuring all relevant documentation is available, taking accurate records of clinical decisions and updating the electronic patient record.
• Provide administration support to the MND service, including setting up clinics, typing up clinic letters and supporting the MND MDT meeting.

Clinical Governance and Audit

• Provide support in collation and preparation of documentation and reports for audit, regulatory and compliance purposes relating to the service and triage process.
• Work under the guidance of the clinical admin manager to provide secretariat support to delegated clinical governance working groups, coordinating agendas, ensuring good quality minutes and records of discussions.

Communications and Working Relationships

• Use sensitivity, empathy and discretion in communication with patients, families, the multi-disciplinary team, other agencies and other external callers.
• To establish and maintain effective positive communication with each member of the area hub team. Respecting the contribution each member brings, ensure the team works collaboratively and compassionately.
• To work collaboratively with colleagues across all areas and departments in order to support and enable cross department working and provision of best practice.
• To work in positive manner with colleagues and patients.
• To foster an open honest culture within the team and raise any concerns promptly.

Person Specification

Qualifications

Essential

• Qualifications and Knowledge
• In depth knowledge of a full range of administration systems and procedures.
• Excellent secretarial skills including minute taking, diary management and meeting organisation.
• Knowledge of medical terminology and some knowledge of regulatory requirements within a healthcare environment is desirable.
• Excellent understanding of patient confidentiality, GDPR and Information Governance
• Advanced IT skills, including Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and of bespoke/tailored databases
• Good standard of numeracy

Experience

Essential

• Experience
• High level secretarial/administration experience within a relevant environment (e.g. healthcare, hospital, palliative care)
• Experience of managing own tasks using judgement and initiative when required
• Experience of collating and preparing reports or other management information
• Experience of dealing directly with patients or service users in sensitive and emotionally demanding circumstances

Skills and Abilities

Essential

• Skills and Abilities
• Ability to plan and organise a range of complex administration responsibilities.
• Ability to work to deadlines and under pressure, working on own initiative.
• Good written communication skills, including minute taking, summarising information.
• Excellent interpersonal skills, including ability to liaise with patients, carers, health professionals and colleagues, including good listening and empathetic skills
• Team player and ability to work supportively and collaboratively with colleagues
• Excellent keyboard skills

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

Weldmar Hospicecare

Address

Herringston Road

Dorchester

Dorset

DT1 2SL

Employer's website

https://www.weld-hospice.org.uk/ (Opens in a new tab)