Patient and Family Support Administrator (Band 3)

Job description

Job responsibilities

1. To set up and maintain administration systems that will ensure the smooth running of Patient and Family Support Team (PFS) to include: - To be a point of contact for telephone calls and enquiries into the PFS team - To ensure effective communication between patients, clients and the PFS team - Administer patient/client referrals - Administer patient and client appointments/diary management for the PFS team and the volunteers - Assist with the setting up and administration of PFS groups e.g. Family and Childrens work, Drop in groups - Collate patient information - Administer room bookings for all members of the PFS team including volunteers - Ensure accurate information around referrals, appointments and communications are entered on to EMIS, the electronic patient record - Maintain safe and secure storage of patient/client records - Support the team in the production and use of activity statistics - Type reports as appropriate - Type letters e.g. updates/ discharge summaries for referrers - Represent PFS at meetings where the team working practices and procedures are required to be shared or developed - Develop a close working relationship with the Volunteer Services Team, supporting the management and coordination of the service in collaboration with the PFS team. - Support volunteers by ensuring they have the training to manage any administrative aspects of their role - Make orientation files for new starters - Help the manager with clerical duties pertaining to clinical projects and audit - Co-ordinate and maintain literature to reflect an up-to-date picture of the services - Order and maintain resources used by the team - Set up internal study days and prepare hand-outs for these, including laminating. E.g., team days - Set up staff meetings and take minutes, ensuring distribution of these at the discretion of the PFS manager - Photocopy and scan documents as required - Manage incoming and outgoing post - Keep contact numbers and health care directories up to date - Be a contact for lone working - Support the broader PFS team where needed 2. To liaise with other health and social care professionals both with in St. Peters hospice and externally as required. 3. To liaise with volunteers as required 4. To carry out any other duties as required. Additional Duties and Responsibilities 1. To work as a member of a team. 2. To adhere to hospice policies and procedures. 3. To promote the work of the hospice at all appropriate times. Personal Development To attend any training required to keep professionally updated.

Person Specification

Qualifications

Essential

• Good general education to Level 2 Standard e.g. GCSEs

Experience

Essential

• Experience of direct contact in person and on the phone with
• members of the public
• Experience of working as part of a team
• Experience of working in a busy environment with competing
• demands

Desirable

• Experience of working with volunteers
• Experience of working in a palliative care environment
• Experience of using EMIS
• Experience of working in a health care environment

Additional Criteria

Essential

• Established competency with Microsoft Office including Microsoft
• Word, Excel, Outlook, Publisher, and Teams
• Excellent communication skills face to face, written and via the
• telephone
• Ability to demonstrate sensitivity and compassion in all aspects of
• communication with patients, clients and work colleagues
• Able to remain calm in stressful situations
• Ability to prioritise
• Ability to multi-task
• Ability to cope with a variable workload

Additional Criteria

Essential

• An understanding and empathy for the work of the Hospice
• Hardworking & reliable
• Emotionally resilient
• Good communicator
• Enthusiastic with a positive attitude
• A team player

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 Peter’s Hospice

Address

St Peter's Hospice

Charlton Road

Bristol

Somerset

BS10 6NL

Employer's website

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