Job responsibilities
Main Purpose of the role:
The Administration Assistant will be responsible for directly supporting the Tynedale Hospice at Home Care Co-ordinators and Transport Co-ordinator with a range of delegated duties including day to day administrative tasks and coordination of services and schedules as required to meet the needs of the service.
The post holder will work alongside the wider Care service team, liaising with multiple stakeholders to ensure a seamless, efficient experience for the patient and their families, providing administrative support in a timely and professional manner.
Duties will be carried out under the supervision and guidance of a registered nurse, however the post holder will be expected to work alone with access to professional advice and guidance when required.
The role also encompasses participating in the Traceability rota.
Key Responsibilities:
Administrative Support
- Support Care Services with day to day administrative tasks as needed, ensuring smooth operation of the service.
- Assist with planning Nursing and Patient Transport services workload and schedule management with daily use of electronic clinical system.
- Provide and receive complex clinical information and data, and effectively communicate and distribute information relating to day to day engagement of Care Services to a number of key stakeholders.
- Ensure accurate and effective records are maintained to an agreed standard and display a positive and considerate approach to patients and their families / carers.
- Help in preparing and organising meetings, events and training sessions for the team.
- Support the Central Administration team obtaining key performance Care service data.
- Support the development of new ways of working that will improve service delivery as and when required, including the provision of statistical information in line with service requirements.
Communication
- Work with patients, their families and friends in a sensitive and flexible manner, demonstrating an awareness of the impact of death, dying and bereavement and recognising that their priorities and ability to communicate may vary over time.
- Manage unpredictable and/or volatile situations effectively.
- Facilitate communication with clients for whom English is not the first language and those who have communication/language difficulties.
- Develop and maintain communication with people about difficult and complex matters or situations relation to End of Life Care.
Supervision and Appraisal
- Work without direct supervision, seeking advice from Care Co-ordinator where appropriate.
- Take responsibility for personal learning and continuing professional development.
- Attend Supervision sessions and appraisal as required by the Hospice.
- Promote health and safety, undertaking risk assessments as necessary.
- Contribute to Hospice policies, protocols and procedures where appropriate.
- Successfully complete mandatory training and development courses as advocated by the Hospice.
Clinical Governance and Quality Standards
- Implement and adhere to hospice policies at all times.
Risk Management including Health &Safety
- All staff have a responsibility to ensure that the working environment is safe, secure and healthy. Any unsafe conditions or potential hazards should be reported to the Head of Care Services/Chief Executive or designated Health and Safety Officer.
- To ensure staff are aware of all relevant Policies and that all training requirements for safeguarding are met.
Working Relationships and Team Working
- To work as a positive team member at all times and in accordance with TH@H's policies and values.
- Staff are expected to work flexibly to accommodate service needs and provide cover for their colleagues in order that support to patients and staff is maintained in their absence.
- From time to time the post holder may be required to undertake specific projects as determined by the Head of Care Services and/or Chief Executive.
Conduct
- To behave in a professional manner at all times, reflecting and maintaining the values and ethos of the organisation.
- To adhere to all THH policies and procedures.
- To have an understanding of the Hospice's Vision, departmental objectives and strive to work towards their achievement.
- To promote the Hospice's reputation and values and work as a team to further develop the service.
This job description reflects the immediate requirements and objectives of the post. It is not an exhaustive list but gives a general indication of the level of work undertaken, which may vary in detail in the light of changing demands and priorities. Substantive changes will be carried out in consultation with the post holder. The post holder would be required to maintain an up to date DBS Certificate. In all areas, the post-holder will have the support of the Trustees of Tynedale Hospice at Home, the Chief Executive and Head of Care Services. The post-holder should at all times be aware of the confidential nature of the work of the organisation. This job description will be reviewed as part of the post holder's annual appraisal.
