Job summary
The
Dougie Mac Young Adult Service are currently looking to recruit an
administrator who will share our passion in providing excellent, personalised
and compassionate care to Young Adults and their families.
At
Dougie Mac our vision is to be admired as a centre of excellence for palliative
and end of life care. Our new, developing service provide Young Adults, their families and carers, with
physical, emotional, social, psychological and spiritual support, in the
community, or here at the Hospice.
Main duties of the job
The right candidate will possess
excellent communication and organisational skills, a motivation for continual
learning and sharing of knowledge, with the drive to ensure our Young Adults
and families receive the highest possible standard of care. You will be working
as an integral part of the young adult team, providing administrative support,
liaising regularly with young adults and families and dealing with sensitive
matters.
If you would you like to be part of our
friendly, developing team delivering high standards of specialist Young Adult’s
palliative care, then we would love to hear from you.
This role will be full time/part time 5
days per week.
About us
Dougie Mac is an open-culture organisation,
underpinned by clear strategic aims, vision and values and have recently merged
with the Donna Louise Children’s and Young Adult Hospice to further develop and
expand this excellent service.
By joining Dougie Mac, you’ll be part of
a dedicated team of professionals who are committed to delivering young adult and
family led, responsive and cost effective services of the highest quality. And
you’ll be supported in your role to develop your skills and those of the people
you work with. Staff at Dougie Mac are well-motivated, with professional
development pathways, and given opportunities to be reflective in their roles
through supervision, reflective practice and supportive line management.
The Hospice offers a competitive salary
and benefits package, including a contributory pension scheme, generous holiday
allowance, funded study, free parking, Paycare and much more.
Job description
Job responsibilities
Responsibility for the provision of general
clerical and administrative support to the Young Adult Service. To provide
secretarial and administrative support for the team, coordinate the bookings
diary for short breaks, community and day care opportunities in close liaison
with the senior team. To be responsible for the staff rota to provide a safe
effective clinical service. To include dealing with incoming telephone
enquiries, receiving visitors to the building and responsible for maintaining
and updating data entry systems as required, maintain records and offer general
administration assistance.
Duties
& Responsibilities:
·
Be the first point of contact, answering telephone enquiries, taking, and
relaying messages in a polite and helpful manner and using own judgment to
establish the priority of issues and take action as appropriate
·
To make and receive calls from and to families and professionals
·
Maintain effective and efficient administration processes
·
To coordinate the bookings diary
·
To be responsible for the staff rota in partnership with the team leader
·
Provide administrative support in preparation for admissions, ensuring that
all relevant up to date care related documentation is available, and
communication with families and professionals as needed
·
To deal with incoming correspondence, using initiative as appropriate
·
Must demonstrate ability to work without close supervision, using own
initiative to a significant level
·
To operate, develop and maintain computerised and manual filing systems
·
To input into databases
·
To keep accurate records for auditing purposes both internally and
externally
·
To maintain and order stock and purchases
·
Photocopying, scanning and archiving of documents
·
To provide administrative support to a range of team members including
Young Adult Lead and Team Leader
·
Reception duties.
·
To understand and observe the rules of confidentiality
·
Any other duties of a clerical or administrative nature
Job description
Job responsibilities
Responsibility for the provision of general
clerical and administrative support to the Young Adult Service. To provide
secretarial and administrative support for the team, coordinate the bookings
diary for short breaks, community and day care opportunities in close liaison
with the senior team. To be responsible for the staff rota to provide a safe
effective clinical service. To include dealing with incoming telephone
enquiries, receiving visitors to the building and responsible for maintaining
and updating data entry systems as required, maintain records and offer general
administration assistance.
Duties
& Responsibilities:
·
Be the first point of contact, answering telephone enquiries, taking, and
relaying messages in a polite and helpful manner and using own judgment to
establish the priority of issues and take action as appropriate
·
To make and receive calls from and to families and professionals
·
Maintain effective and efficient administration processes
·
To coordinate the bookings diary
·
To be responsible for the staff rota in partnership with the team leader
·
Provide administrative support in preparation for admissions, ensuring that
all relevant up to date care related documentation is available, and
communication with families and professionals as needed
·
To deal with incoming correspondence, using initiative as appropriate
·
Must demonstrate ability to work without close supervision, using own
initiative to a significant level
·
To operate, develop and maintain computerised and manual filing systems
·
To input into databases
·
To keep accurate records for auditing purposes both internally and
externally
·
To maintain and order stock and purchases
·
Photocopying, scanning and archiving of documents
·
To provide administrative support to a range of team members including
Young Adult Lead and Team Leader
·
Reception duties.
·
To understand and observe the rules of confidentiality
·
Any other duties of a clerical or administrative nature
Person Specification
Experience
Essential
- - Experience of working in a busy office environment
- - Experience of liaising with families or patients
Desirable
- - Experience of working in a care environment
Skills & Knowledge
Essential
- - IT skills including Microsoft Office Suite (Word, Excel, Outlook and Powerpoint)
- - Strong written and verbal communication skills
- - Excellent time management and organisational skills
- - Ability to prioritise workload
- - Ability to work independently and responsibility without direct supervision
Qualifications
Essential
- - Good general education ( English and Maths at GCSE level, or equivalent)
Desirable
- - RSA 3 or NVQ 3 in business admin or knowledge skill and evidence of working to this level would be advantageous
Aptitudes & Attributes
Essential
- - Have an excellent face to face & telephone manner
- - Ability to relate to the multi-disciplinary team within the hospice.
- - Due to the nature of the workplace, a Covid vaccine is necessary for all new starters. You will be required to provide proof of your vaccine status.
- - Dress in a manner that conforms to accepted formal codes of business dress
- - Flexible working to meet shift requirements
- - Able to meet the requirement of the job role
Person Specification
Experience
Essential
- - Experience of working in a busy office environment
- - Experience of liaising with families or patients
Desirable
- - Experience of working in a care environment
Skills & Knowledge
Essential
- - IT skills including Microsoft Office Suite (Word, Excel, Outlook and Powerpoint)
- - Strong written and verbal communication skills
- - Excellent time management and organisational skills
- - Ability to prioritise workload
- - Ability to work independently and responsibility without direct supervision
Qualifications
Essential
- - Good general education ( English and Maths at GCSE level, or equivalent)
Desirable
- - RSA 3 or NVQ 3 in business admin or knowledge skill and evidence of working to this level would be advantageous
Aptitudes & Attributes
Essential
- - Have an excellent face to face & telephone manner
- - Ability to relate to the multi-disciplinary team within the hospice.
- - Due to the nature of the workplace, a Covid vaccine is necessary for all new starters. You will be required to provide proof of your vaccine status.
- - Dress in a manner that conforms to accepted formal codes of business dress
- - Flexible working to meet shift requirements
- - Able to meet the requirement of the job role
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.
