Day Hospice Administrative Officer

Job description

Job responsibilities

Basic Function

The post holder will work as part of the multi-disciplinary Day Hospice team, providing administrative support to the Day Hospice staff and service. This includes processing new referrals, scheduling attendance with patients, liaising with external organisations, booking transport, dealing with enquiries, data entry and preparing of reports.

Day Hospice at St Josephs Hospice gives people with a life-limiting condition the opportunity to forge relationships with other people in a similar situation, take part in low-intensity social activities and access a range of aligned health and social care services as needed (e.g. nursing, physiotherapy, complementary therapies, social work, counselling) in a friendly and caring environment. Day Hospice is organised to meet the persons individual needs. Transport to and from Day Hospice can be provided where the person has no other reasonable means of transport. The service is for people aged over 18 years with a life-limiting condition, living in the City of London and the boroughs of Hackney, Tower Hamlets and Newham. The service is time-limited with most patients attending for up to 12 weeks. Day Hospice takes place on Tuesday, Wednesday and Thursday, 10.30am - 3.00pm.

Organizational Context

St Josephs Hospice was founded in 1905 by the religious sisters of charity who retain an interest in the oversight of the Hospice. The hospice is working to achieve its vision 2024 which has five key strands: patients, enterprise, estates, funding and fundraising, and human resources. The hospice seeks to be an outstanding provider of palliative and end of life care. Each employee is critical to delivering and maintain those standards in accordance with the Hospices core values.

Key accountabilities

General administrative duties

Act as a point of contact and initial source of help to patients, family, carers or internal and external health professionals responding; sensitively to highly emotional situations by determining the facts of the situation and using judgement, take initial responsibility, using tact and diplomacy to try to resolve the problem; or promptly refer on to an appropriate person if unable to do so.

Record and relay messages which will be of a complex, sensitive and confidential nature and using judgement skills assess the need for immediate action e.g. people who appear to have suicidal tendencies or safeguarding concerns logging these accurately onto Crosscare immediately.

Process referrals for the service, co-ordinate dates and liaise with patients to make necessary arrangements for attendance to appointments.

Monitor the status of referrals and Day Hospice Manager updated of outstanding issues.

Maintain accurate and up to date electronic and manual records in accordance with Data Protection, and Information Governance guidance and exercising judgement and use care when exchanging confidential and sensitive patient information.

Work closely with the Clinical; Systems Team to ensure accuracy and compliance with data collection systems.

Assist in the production of routine and non-routine statistical information by running regular reports from Crosscare and other databases and undertake analysis and present in an appropriate format i.e. tables and charts to support service delivery.

To undertake meeting administration including identifying and setting up venues circulating agendas and taking minutes.

Produce presentations and marketing materials etc. as directed.

Undertake general photocopying, faxing, scanning and filing of confidential and non-confidential information.

Maintain appropriate levels of office equipment and consumable supplies, and order stationery and non-stock requisitions.

Maintain and follow hospice financial procedures for procurement of goods and services and for the processing of petty cash disbursements.

Report IT faults and repair and maintenance requests and report health and safety hazards as required.

Day Hospice specific duties

Maintain a timetable of events/services available in this context, ensuring clinical and other cover for clinics, groups and other provision in discussion with clinical colleagues.

Maintain a log of all equipment used in the department and its programme of maintenance to ensure the health and safety of those using the service.

At the request of clinical staff contact health professionals and others also involved in a patients care to update on plan, progress or requirements for further input on their behalf

Communicate on a daily basis with the various departments in the Hospice regarding any changes in plan regarding Day Hospice users/Outpatients to ensure continuity of care.

Monitor and update the new referrals list ensuring patients attend within the set timeframes and in accordance with the referral flowchart and update Day Hospice records

Ensure that Day Hospice lists are updated and maintained including the daily list and bed management, MDT and lunch lists

Welcome and explain services to guests and visitors to the Day Hospice, as necessary

Work closely with the Hospice transport provider, assessing patients and transport needs and liaising with the transport team to ensure that these are met

Attend the monthly multidisciplinary team meeting (MDT) and transcribe

Pre-populate multidisciplinary team notes prior to monthly MDTs

Access and provide patient clinical information (e.g. clinic letters, discharge summary, recent blood test results) as and when needed, especially prior to multidisciplinary team meeting

Produce reports regarding Day Hospice activity as required

Training and development

Keep updated with developments within palliative care by attending relevant conferences and workshops, and by developing and maintaining links with other day hospice providers

Engage in supervision and appraisal process to support personal and professional development

Undertake mandatory training aligned to post in a timely manner

Equality, Diversity and Inclusion

Comply with and promote St Josephs Hospice Equal Opportunity Policy and avoid any behaviour which discriminates against colleagues, potential employees, patients/clients or their families on the grounds of sex, marital status, race, age, belief, colour, nationality, ethnic or national origins, religion, disability, creed, class, gender, sexual orientation.

Mission & core values

All Hospice staff are expected to work in line with St Josephs Mission & Core Values as these precepts act as a value base which directly influences how all work activities are undertaken. The ethos of the Hospice should be apparent in the behaviours and attitudes of all employees as the work they undertake, whether it is direct or indirect care is ultimately for the benefit of patients. The Mission and Core Values are an integral part of all job descriptions, the probationary period and performance and development reviews. (full details are attached)

Person Specification

Qualifications

Essential

• Educated up to A Level (including English and Maths), or NVQ 3 standard or equivalent qualification or experience
• Use of Cross Care or similar database
• European Computer Driving Licence / Computer Literacy and Information Technology or equivalent certification
• Significant experience of providing high quality administrative support in a heath, social care or similar setting
• Excellent oral and written communication skills including fast and accurate typing skills

Experience

Essential

• Significant experience of providing high quality administrative support in a heath, social care or similar setting
• Experience of entering information in electronic medical records in an accurate and timely way
• Experience of engaging patients and/or carers some of whom may be bereaved, in distress, worried or confused with tact, diplomacy and sensitivity

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 Joseph's Hospice

Address

Mare Street

London

E8 4SA

Employer's website

https://www.stjh.org.uk/about-us/our-history/?gclid=EAIaIQobChMIx-6rn76G9gIVQYBQBh0ftgaxEAAYASAAEgLITPD_BwE (Opens in a new tab)