Clinical Administrator Community Services (Palliative Care)

Job description

Job responsibilities

• To provide comprehensive administrative and secretarial support to Community Services, ensuring effective coordination and communication across 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 confidently use the SystmOne electronic patient record system to manage and prioritise tasks, ensuring accurate and timely documentation and communication.

• To support clinical teams by ensuring patient letters are accurately typed and dispatched within the agreed timescale typically on the same working day and that patient/carer questionnaires are sent out promptly.

• To work as part of a team but also prioritise the work schedule and have the ability to work confidently on your own.

• To provide activity and other reports as required e.g. SystmOne reports /GSF/ caseloads.

• Oversee the housekeeping of SystmOne, including setting up new users, Smartcard activation and removing access where no longer required.

• To teach and assist clinical staff to accurately record patient information onto the electronic patient record 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.

• To take accurate minutes 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.

• To support the delivery of major educational events, including the Hospice Conference, ensuring smooth coordination and a high standard of organisation.

• To coordinate electronic patient lists and liaise with GP practices to support clinicians virtual meeting attendance.

• Coordinate MDT meetings, enter meeting notes and update plan of care in SystmOne.

• To provide support in other clinical departments in the absence of allocated administrative support for example, Inpatient Unit, First Contact Service or Patient and Family Support Team.

• To identify ways to continuously enhance systems and improve service delivery for patients, carers, and healthcare 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

Other Requirements

Essential

• Ability to be flexible to cover the service

Experience

Essential

• Experience of providing administrative support in a clinical setting
• Previous work in a health/social care setting
• High standard of keyboard Skills
• 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

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

Essential

• GCSE grade A - C English or equivalent

Desirable

• Typing qualification

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

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

Employer's website

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