Job summary
Help The Myton Hospices make a difference to people with life-limiting illnesses...
Join us and become an integral part of our Clinical Administration team, providing clerical and administrative support to a range of clinical staff across our Inpatient Units, Hospice at Home service and Spiritual Care team.
This role will support our work by acting as a key resource to create efficiency and effectiveness across our services.
You will be office-based at our Warwick Hospice. On occasion, you may be required to travel to our sites in Coventry or Rugby.
The Myton Hospices is an amazing place to work, where the role every person plays has a positive impact for our patients, living with terminal illnesses, and their families. In recognition of this, we offer a wide range of employee benefits including:
- Increased employer pension contribution
- 28 days annual leave + bank holidays, increasing with long service
- Free on-site parking and discounted electric vehicle charging
- Additional leave purchasing
- Winter savings club
- Discount schemes including Blue Light Card
- Death in service benefit
- Dedicated staff wellbeing team & mental health first aiders
- Colleague Support Service: confidential financial, legal & mental health support
- Cycle to work scheme
- Free feminine hygiene products
- 24/7 GP access
- Free eye tests
- #DoingOurBit online fitness and wellbeing platform
- Menopause support
Main duties of the job
A typical day might include:
- Using our Patient Database to maintain and archive patient records
- Processing admissions and discharges documentation
- Handling calls from or liaising between patients, carers, families and clinicians
- Ensuring patients receive information materials on admission
- Monitoring stock levels or ordering supplies of stationery and nursing uniforms
- Updating clinical noticeboards and circulating the daily bulletin
- Booking transport for patients, via ambulance or our Volunteer Drivers
About you
Were looking for a Clinical Administrator with:
- Experience of providing effective administration support to multiple teams in a clinical setting, including handling patient data
- Skills in time management, teamwork, organisation and communication (particularly over the phone and with people who may be distressed)
- Adaptability, initiative, proactivity and resilience
- The right to work in the UK (we cannot provide sponsorship)
Other roles you might have experience of could include: Medical Secretary; Ward Clerk; NHS Administrator; GP Receptionist; Healthcare Administration.
This role will require a standard DBS check because you will be working in an adult healthcare setting. We will arrange and cover the cost of this check.
About us
We provide specialist care and support for people with life-limiting illnesses, and their loved ones, from the point of diagnosis to end of life. We are a much-loved and well supported charity, at the heart of our community. We have three hospices, a range of community services, and 26 charity shops in Coventry and Warwickshire.
We are committed to building an inclusive workplace and encourage everyone to bring their true selves to work. However you identify, and whatever background you bring with you, we welcome you to apply. If there are any adjustments that would help improve your experience with Myton, we encourage you to share this with us.
We particularly welcome applications from people with disabilities and from ethnic minorities, who are currently under-represented in our hospices. We also believe our interview process should be inclusive and transparent. If there is anything missing, or a way we can improve, please do let us know.
We now share interview questions with all candidates in advance, to help reduce nerves and enable you to truly show your best abilities. You are also welcome to bring any notes with you to your interview, if you would find this helpful.
If you would prefer a paper application form, or if you have any questions including support or adjustments, please contact HR either on01926 838 849,at recruitment@mytonhospice.org,or by post:HR, Warwick Myton Hospice, Myton Lane, Warwick, CV34 6PX.
Job description
Job responsibilities
- Dealing with calls and contacts from referrers, clinicians, patients' families, and visitors to the ward, in a timely and efficient manner.
- Liaising between patients, carers, families and clinicians.
- Updating and circulating Daily Bulletins as appropriate.
- Preparing patient notes for admission; checking/tidying these regularly during admission; tidying/uploading these documents to the patient database and arranging for them to be filed/archived.
- Receiving patients on admission when nursing staff are not available.
- Ensuring all patient information materials are available for patients on admission; generating patient identification labels prior to admission and ensuring sufficient stock levels are available; completing all admission-related tasks on the patient database.
- Liaising with the Clinical Administrator for Referrals, Discharges & Clinical Services regarding CHC applications / discharge; printing discharge paperwork for the Clinical team and supporting with discharge packs; completing all discharge-related tasks on the patient database.
- Liaising with Clinical teams for paperwork relating to deaths; completing CQC notification portal; liaising with funeral directors; completing all deaths-related tasks on the patient database.
- Maintaining all patient documentation and ensuring delivery to the appropriate department on discharge or death (hospice and hospital notes plus X-rays).
- Informing appropriate healthcare professionals, authorities, and governing bodies of patient death or discharge, in a timely and appropriate manner.
- Updating clinical noticeboards.
- Updating Inpatient Unit folders, including: policies; patient database user guides; instructions.
- Booking volunteer and ambulance transport for patients as and when requested; liaising with the clinical team to maintain and monitor the ward diary and booking Bank nurses as requested to ensure appropriate cover for the Inpatient Unit at all times.
- Ordering and distributing nursing uniforms as agreed with the Ward Manager; coordinating and maintaining stock spreadsheet (shared task with other Clinical Administrators).
- Shredding confidential waste.
- Ensuring stock levels of required forms and stationery are maintained, replenished when necessary, and available to all clinical staff.
- Supporting Spiritual Care and Myton at Home Services with caseloads and other administrative tasks.
- Monitoring stock levels of clinical leaflets and pack covers. Arranging with volunteers to put together packs for both Inpatient Units, monitoring stock on displays in Warwick, Coventry & Rugby and re-stocking.
- Covering for absence / leave of the Coventry Inpatient Unit Clinical Administrator.
- Sharing responsibility for: ordering clinical teams' uniforms; Caldicott requests for information relating to patients; DWP forms and private medical insurance requests; Team Handbook and any updates; filing and archiving of hospice patient records, both paper and electronic; Inpatient Unit Multidisciplinary Team Meetings.
- Working closely with the Clinical Administration Manager and the wider team to ensure there is a core level of cover across both Coventry and Warwick at all times, including during periods of annual leave. The Clinical Administration Rota will be used to facilitate this.
- Ad-hoc work from Director of Patient & Family Services as and when required, delegated by the Clinical Administration Manager.
- Ad-hoc cover for Reception as and when required.
- Supporting and covering other Clinical Administrators as and when required.
- Assisting clinical staff in using the Hospice clinical database.
- Supporting with: troubleshooting patient database issues; and the patient database continuity plans.
- Responsible for running weekly or daily data quality reports as required.
- Accurately maintaining patient records, both paper and electronic, in accordance with confidentiality and data protection regulations.
- Liaising with palliative care teams and other healthcare professionals or secretarial staff in the NHS, to obtain information regarding patients.
- Receiving and relaying clinical messages from or about patients to relevant staff.
- Providing administrative support to clinical staff, including: typing; photocopying; filing; scanning; opening and distributing incoming post; and checking and responding to emails.
- Ensuring systems and processes are shared with relevant staff to maintain the smooth running of the service.
- Any other duties commensurate with the post.
Job description
Job responsibilities
- Dealing with calls and contacts from referrers, clinicians, patients' families, and visitors to the ward, in a timely and efficient manner.
- Liaising between patients, carers, families and clinicians.
- Updating and circulating Daily Bulletins as appropriate.
- Preparing patient notes for admission; checking/tidying these regularly during admission; tidying/uploading these documents to the patient database and arranging for them to be filed/archived.
- Receiving patients on admission when nursing staff are not available.
- Ensuring all patient information materials are available for patients on admission; generating patient identification labels prior to admission and ensuring sufficient stock levels are available; completing all admission-related tasks on the patient database.
- Liaising with the Clinical Administrator for Referrals, Discharges & Clinical Services regarding CHC applications / discharge; printing discharge paperwork for the Clinical team and supporting with discharge packs; completing all discharge-related tasks on the patient database.
- Liaising with Clinical teams for paperwork relating to deaths; completing CQC notification portal; liaising with funeral directors; completing all deaths-related tasks on the patient database.
- Maintaining all patient documentation and ensuring delivery to the appropriate department on discharge or death (hospice and hospital notes plus X-rays).
- Informing appropriate healthcare professionals, authorities, and governing bodies of patient death or discharge, in a timely and appropriate manner.
- Updating clinical noticeboards.
- Updating Inpatient Unit folders, including: policies; patient database user guides; instructions.
- Booking volunteer and ambulance transport for patients as and when requested; liaising with the clinical team to maintain and monitor the ward diary and booking Bank nurses as requested to ensure appropriate cover for the Inpatient Unit at all times.
- Ordering and distributing nursing uniforms as agreed with the Ward Manager; coordinating and maintaining stock spreadsheet (shared task with other Clinical Administrators).
- Shredding confidential waste.
- Ensuring stock levels of required forms and stationery are maintained, replenished when necessary, and available to all clinical staff.
- Supporting Spiritual Care and Myton at Home Services with caseloads and other administrative tasks.
- Monitoring stock levels of clinical leaflets and pack covers. Arranging with volunteers to put together packs for both Inpatient Units, monitoring stock on displays in Warwick, Coventry & Rugby and re-stocking.
- Covering for absence / leave of the Coventry Inpatient Unit Clinical Administrator.
- Sharing responsibility for: ordering clinical teams' uniforms; Caldicott requests for information relating to patients; DWP forms and private medical insurance requests; Team Handbook and any updates; filing and archiving of hospice patient records, both paper and electronic; Inpatient Unit Multidisciplinary Team Meetings.
- Working closely with the Clinical Administration Manager and the wider team to ensure there is a core level of cover across both Coventry and Warwick at all times, including during periods of annual leave. The Clinical Administration Rota will be used to facilitate this.
- Ad-hoc work from Director of Patient & Family Services as and when required, delegated by the Clinical Administration Manager.
- Ad-hoc cover for Reception as and when required.
- Supporting and covering other Clinical Administrators as and when required.
- Assisting clinical staff in using the Hospice clinical database.
- Supporting with: troubleshooting patient database issues; and the patient database continuity plans.
- Responsible for running weekly or daily data quality reports as required.
- Accurately maintaining patient records, both paper and electronic, in accordance with confidentiality and data protection regulations.
- Liaising with palliative care teams and other healthcare professionals or secretarial staff in the NHS, to obtain information regarding patients.
- Receiving and relaying clinical messages from or about patients to relevant staff.
- Providing administrative support to clinical staff, including: typing; photocopying; filing; scanning; opening and distributing incoming post; and checking and responding to emails.
- Ensuring systems and processes are shared with relevant staff to maintain the smooth running of the service.
- Any other duties commensurate with the post.
Person Specification
Skills and Attributes
Essential
- Excellent communication skills, including a friendly and professional telephone manner
- Excellent time management skills
- Self-motivated
- Able to work autonomously and show initiative
- Capacity to organise a diverse workload
- Proficient with IT and all Microsoft Office applications
- Able to deal sensitively with people in sometimes distressing circumstances
- Team working skills
- Ability to prioritise tasks, plan your workload and work under pressure
- Ability to adapt to change and have a flexible approach
- Conscientious and hard working
Desirable
- Understanding of patient confidentiality
- Knowledge of of patient databases
Qualifications
Desirable
- Secretarial, PA or Administration qualification
Experience
Essential
- Experience of providing effective administration support within a busy team in a clinical setting
- Experience of handling confidential and sensitive patient data
- Experience of supporting multiple people / teams within one role
Desirable
- Hospice or charity sector experience
Other
Essential
- The right to work in the UK (we cannot provide sponsorship)
- Ability and flexibility to travel to our other sites (Coventry & Rugby) as and when required
Person Specification
Skills and Attributes
Essential
- Excellent communication skills, including a friendly and professional telephone manner
- Excellent time management skills
- Self-motivated
- Able to work autonomously and show initiative
- Capacity to organise a diverse workload
- Proficient with IT and all Microsoft Office applications
- Able to deal sensitively with people in sometimes distressing circumstances
- Team working skills
- Ability to prioritise tasks, plan your workload and work under pressure
- Ability to adapt to change and have a flexible approach
- Conscientious and hard working
Desirable
- Understanding of patient confidentiality
- Knowledge of of patient databases
Qualifications
Desirable
- Secretarial, PA or Administration qualification
Experience
Essential
- Experience of providing effective administration support within a busy team in a clinical setting
- Experience of handling confidential and sensitive patient data
- Experience of supporting multiple people / teams within one role
Desirable
- Hospice or charity sector experience
Other
Essential
- The right to work in the UK (we cannot provide sponsorship)
- Ability and flexibility to travel to our other sites (Coventry & Rugby) as and when required
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.
