Hospiscare Clinical Administrator (Supportive Care Team)

Hospiscare

Information:

This job is now closed

Job summary

We are looking for an experienced administrator to provide efficient secretarial and clerical support to Hospiscares Supportive Care team, based at Searle House in Exeter. While previous experience in a health care setting is desirable, it is not essential. Awareness of the work Hospiscare does is however required, as are developed communication, organisational and IT skills.

Main duties of the job

To be considered for this opportunity, you will need to demonstrate an ability to prioritise your own workload, using initiative to solve problems and contributing ideas that can improve ways of working. The ability to remain calm and professional under pressure is also a requirement.

About us

Do you believe that every day matters? We do and not just for our patients. We believe our employees should enjoy coming to work. That means creating a positive working environment and rewarding staff with competitive pay, generous holiday entitlement and a wide range of benefits. If youd like to work for an outstanding charity, the first step is to apply

Date posted

16 November 2021

Pay scheme

Other

Salary

£19,189 to £20,968 a year

Contract

Permanent

Working pattern

Part-time

Reference number

B0211-21-1280

Job locations

Searle House

Dryden Road

Exeter

Devon

EX2 5JJ


Job description

Job responsibilities

Job Description

1. JOB DETAILS

Job Title: Clinical Administrator

Band: 3

Location: Searle House, Exeter

Hours: 30/week over 4 days, Monday to Friday

Team/Directorate: Supportive Care

Responsible To: Supportive Care Team Leader

Responsible For: N/A

Accountable to: Chief Nurse and Deputy Director of Nursing & Care

2. JOB PURPOSE

To provide efficient and effective secretarial and clerical support to the Supportive Care team.

3. KEY RESULT AREAS/PRINCIPAL DUTIES AND RESPONSIBILITIES

3.1 Main Responsibilities

Perform general office and administration duties, including face to face and telephone enquiries, to ensure a welcoming and professional first point of contact with Hospiscare services.

Process new referrals to the service, liaising with key stakeholders including General Practitioners and Royal Devon & Exeter Foundation Trust, to ensure that full relevant records are held in line with legislation and Hospiscares policies and procedures.

Process any correspondence required by the Supportive Care team in order that communication takes place in a timely and professional manner.

Assist in compiling reports and statistics from the patient record database and other relevant sources when requested to enable review and monitoring of the service.

Facilitate meetings, including booking rooms, organising catering, preparing materials and producing attendee lists, to ensure they are well organised in advance.

Take notes at meetings and produce minutes in order that correct and accurate records are kept.

Provide cover as required during periods of absence in other teams to ensure that there is continuity of administration support across the service.

Provide admin assistance for other patient facing Hospiscare services when needed, to support the provision of a professional service across all areas.

3.2 Key Contacts

Internal:

PA to Director of Clinical Services

Clinical Administration Team

Clinical Systems Development Manager

Community teams

Inpatient Unit team

Day Services

Medical team

Volunteers

External:

Patients and those close to them

Royal Devon and Exeter NHS Foundation Trust

General Practitioners

3.3 Health & Safety

Ensure that Health and Safety guidelines and fire regulations are strictly adhered to

Comply with safe working practices as defined by Hospiscare

Complete online training as and when required

Take reasonable care for your own health and safety and that of others who may be affected by acts or omissions at work

Report any accidents, incidents or near misses as soon as reasonably practicable

Manage own work life balance and general wellbeing, including any relevant pressures in respect of lone working, travel, difficult environments and challenging situations

3.4 General

Be aware of and adhere to Hospiscare policies and procedures at all times

Take part in progress/performance reviews throughout the year

Cooperate with other Hospiscare departments

Attend training courses and complete online training modules as required to meet the requirements of the post

Take responsibility for own personal development, seeking out opportunities to learn new skills

Undertake any other duties as requested by management which are reasonably deemed to be within the scope of the role

3.5 Other

Apply the Hospiscare values and behaviours to every aspect of the role at all times

Promote and maintain the brand standards of Hospiscare

Job description

Job responsibilities

Job Description

1. JOB DETAILS

Job Title: Clinical Administrator

Band: 3

Location: Searle House, Exeter

Hours: 30/week over 4 days, Monday to Friday

Team/Directorate: Supportive Care

Responsible To: Supportive Care Team Leader

Responsible For: N/A

Accountable to: Chief Nurse and Deputy Director of Nursing & Care

2. JOB PURPOSE

To provide efficient and effective secretarial and clerical support to the Supportive Care team.

3. KEY RESULT AREAS/PRINCIPAL DUTIES AND RESPONSIBILITIES

3.1 Main Responsibilities

Perform general office and administration duties, including face to face and telephone enquiries, to ensure a welcoming and professional first point of contact with Hospiscare services.

Process new referrals to the service, liaising with key stakeholders including General Practitioners and Royal Devon & Exeter Foundation Trust, to ensure that full relevant records are held in line with legislation and Hospiscares policies and procedures.

Process any correspondence required by the Supportive Care team in order that communication takes place in a timely and professional manner.

Assist in compiling reports and statistics from the patient record database and other relevant sources when requested to enable review and monitoring of the service.

Facilitate meetings, including booking rooms, organising catering, preparing materials and producing attendee lists, to ensure they are well organised in advance.

Take notes at meetings and produce minutes in order that correct and accurate records are kept.

Provide cover as required during periods of absence in other teams to ensure that there is continuity of administration support across the service.

Provide admin assistance for other patient facing Hospiscare services when needed, to support the provision of a professional service across all areas.

3.2 Key Contacts

Internal:

PA to Director of Clinical Services

Clinical Administration Team

Clinical Systems Development Manager

Community teams

Inpatient Unit team

Day Services

Medical team

Volunteers

External:

Patients and those close to them

Royal Devon and Exeter NHS Foundation Trust

General Practitioners

3.3 Health & Safety

Ensure that Health and Safety guidelines and fire regulations are strictly adhered to

Comply with safe working practices as defined by Hospiscare

Complete online training as and when required

Take reasonable care for your own health and safety and that of others who may be affected by acts or omissions at work

Report any accidents, incidents or near misses as soon as reasonably practicable

Manage own work life balance and general wellbeing, including any relevant pressures in respect of lone working, travel, difficult environments and challenging situations

3.4 General

Be aware of and adhere to Hospiscare policies and procedures at all times

Take part in progress/performance reviews throughout the year

Cooperate with other Hospiscare departments

Attend training courses and complete online training modules as required to meet the requirements of the post

Take responsibility for own personal development, seeking out opportunities to learn new skills

Undertake any other duties as requested by management which are reasonably deemed to be within the scope of the role

3.5 Other

Apply the Hospiscare values and behaviours to every aspect of the role at all times

Promote and maintain the brand standards of Hospiscare

Person Specification

Qualifications

Essential

  • General Education to GCSE level or equivalent, including maths and English

Experience

Essential

  • Demonstrable experience of using databases, including entering data
  • Demonstrable experience of providing exceptional customer care
  • Demonstrable secretarial/administrative experience

Desirable

  • Audio typing
  • Experience of interrogating data and producing reports
  • Experience of setting up systems and processes from scratch
  • Experience of taking notes at meetings, and producing minutes.
  • Previous experience in a health care setting
  • Experience of working with volunteers

Knowledge

Essential

  • Awareness of the work of hospices and of Hospiscare

Skills

Essential

  • Developed communication skills
  • Developed organisational skills
  • Developed IT skills

Personal attributes

Essential

  • Able to prioritise own workload on a daily basis and use initative to solve problems and improve ways of working
  • Able and willing to work flexibly as part of a team, juggling competing priorities in a rapidly changing environment
  • Able to remain calm under pressure and to manage stressful situations in a professional manner.
  • Awareness of Equality, Diversity and Inclusion in all aspects of work

Additional requirements

Essential

  • Willing to work in different Hospiscare locations occasionally if required

Desirable

  • Car owner and driver
Person Specification

Qualifications

Essential

  • General Education to GCSE level or equivalent, including maths and English

Experience

Essential

  • Demonstrable experience of using databases, including entering data
  • Demonstrable experience of providing exceptional customer care
  • Demonstrable secretarial/administrative experience

Desirable

  • Audio typing
  • Experience of interrogating data and producing reports
  • Experience of setting up systems and processes from scratch
  • Experience of taking notes at meetings, and producing minutes.
  • Previous experience in a health care setting
  • Experience of working with volunteers

Knowledge

Essential

  • Awareness of the work of hospices and of Hospiscare

Skills

Essential

  • Developed communication skills
  • Developed organisational skills
  • Developed IT skills

Personal attributes

Essential

  • Able to prioritise own workload on a daily basis and use initative to solve problems and improve ways of working
  • Able and willing to work flexibly as part of a team, juggling competing priorities in a rapidly changing environment
  • Able to remain calm under pressure and to manage stressful situations in a professional manner.
  • Awareness of Equality, Diversity and Inclusion in all aspects of work

Additional requirements

Essential

  • Willing to work in different Hospiscare locations occasionally if required

Desirable

  • Car owner and driver

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Additional information

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Hospiscare

Address

Searle House

Dryden Road

Exeter

Devon

EX2 5JJ


Employer's website

https://www.hospiscare.co.uk (Opens in a new tab)


Employer details

Employer name

Hospiscare

Address

Searle House

Dryden Road

Exeter

Devon

EX2 5JJ


Employer's website

https://www.hospiscare.co.uk (Opens in a new tab)


For questions about the job, contact:

Head of Community Services

Jayne Bramley

j.bramley@hospiscare.co.uk

01392688000

Date posted

16 November 2021

Pay scheme

Other

Salary

£19,189 to £20,968 a year

Contract

Permanent

Working pattern

Part-time

Reference number

B0211-21-1280

Job locations

Searle House

Dryden Road

Exeter

Devon

EX2 5JJ


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