THE ROWANS HOSPICE
JOB DESCRIPTION
Job Title: /Clinical Administrator
Department: / Clinical AdminAccountable to: / Director of Clinical Services
Reporting to: / Clinical Lead
Job Purpose: / To be responsible for secretarial duties pertaining to the needs of the Hospice Medical Team, Hospice at Home and the Ward Manager.
Position in Organisation
Contact with others
Internal: Patients, carers and relatives.
All Hospice staff and volunteers
External: : Contractors, suppliers, NHS Trusts, Primary Health Care Teams, other Hospices and Charitable organisations
Main areas of responsibility
Key Accountabilities /
Tasks
Hospice Medical Team / 1. Type letters/format letters from the Hospice Medical team and send to the appropriate persons, copies being kept for monitoring and review.2. Open post for Dr’s and manage appropriately.
3. Carry out initial call to GP requesting the completion of the part 2 on the cremation form.
4. Request and return hospital notes if patient is not on the IPU.
5. Distribute ward coordinator diaries and rota to appropriate persons.
6. Please add maintaining the lists of current doctors and their contact details.
7. Support signatory rights for new Dr’s starting at the hospice i.e. pharmacy, death forms
Hospice at Home / 1. To provide clerical support for Hospice at Home – this will include taking referrals from the community/hospice team and ensuring that these are prepared ready for the hospice at home team.
2. Enter all new referrals onto the Crosscare data base/Rio and System One
3. Take H@H telephone calls – dealing with them in an appropriate and timely fashion.
4. Support the filing of H@H notes.
5. Maintain the H@H database
6. Compile the H@H stats on a monthly basis.
7. Maintain the patient data base and circulate the information for the monthly MDT.
8. Prepare the handover report as required.
General Administration/Ward Manager / 1. To monitor all clinical post sent to hospice medical team members, Hospice at Home and the Ward Manager ensure that letters are brought to the appropriate person’s attention.
2. To update and distribute the bed state to the relevant departments and Teams.
3. Act as filter to “cold-callers” and take messages.
4. Be responsible for the general ordering and purchasing or stationary supplies.
5. To provide assistant with the use of the photocopier, and the reporting of faults to support services.
6. To inform reception of organised appointments
7. To co-ordinate the induction for new staff associated with those teams you support and circulate programme.
8. Support planning of mandatory training for the nursing/H@H teams.
9. To book tours and arrange appropriate persons to show visitors or students around the Hospice on escorted tours.
10. Support loner monitoring
11. Support the monthly completion of the ward salary claims forms both bank and permanent for in patient unit staff
12. Carry out shredding for those teams supported within this role
General / 1. To ensure knowledge about patients is maintained in the strictest confidence and is not divulged, except to professionals where it would materially assist with the programme of care or protection of the individual (See Staff handbook Confidentiality/Date Protection Act).
2. To comply with Hospice Policies, Standards, Guidelines and Procedures.
3. To report to the Director of Clinical Services/Director of Quality any matters affecting the smooth running of the Hospice.
4. To develop and maintain effective working relationships with all other Hospice employees, volunteers and visitors to the unit.
5. To assist with the investigation of complaints.
6. To promote the aims and ideals of the Hospice Service to the general public. This may include attending functions and fund-raising.
7. Any other duties relevant to the post as may be agreed by the Director of Clinical Services.
Communication / 1. To demonstrate a consistent level of courtesy and consideration to patients, their relatives and visitors and external callers.
2. To maintain effective communication between members of the Hospice Team
Health & Safety / 1. To ensure that any observed actual or potential health and safety hazards are immediately reported to Director of Clinical Services/Director of Quality.
2. To be aware of the security of the building out of office hours, including the checking of doors and windows.
Education / 1. To participate in induction and training for new staff.
2. To attend formal meetings and adhere to aspects related to the Health and Safety at Work Act, i.e. Fire Lectures, Manual Handling.
3. To attend an Annual Performance Review.
4. To update skills as necessary for the job requirements and development of the service.
5. To become familiar with Hospice Philosophy.
Freedom to Act
Freedom to make decisions within the boundaries of their job description.
Responsible for knowing own limitations and when to seek advice/help
Delegated responsibility for administrative duties.
Working under the direction of the Medical Team/Hospice at Home Team Leader/Ward Manager
Physical effort
Occasional bending and stretching involved.
Long periods sitting at computer workstation
Mental effort
Mentally tiring due to interaction with hospice personnel/Hospice at Home users
Working conditions / environment
Very busy environment, regular interruptions
Qualifications, skills and knowledge required
Qualifications and/or Experience
Essential
RSA 3 or equivalent relevant experience / sound working knowledge of Microsoft Office suite and desktop publishing, educated to GCSE level.
Experience of administration /secretarial role
Experience of a healthcare background
High standard of word processing and very good overall computer skills, excellent telephone manner, able to prioritise workload
Skills
· Good administrative, organisational and IT skills to include word processing· Good communication and interpersonal skills
· Ability to work within a team.
· Ability to use own initiative
· Ability to respond to changing situations
· Awareness of own coping strategies
Personal grief resolved sufficiently to cope and perform within palliative care setting
Knowledge
Able to demonstrate a good insight into palliative care principles and philosophy
OTHER DUTIES
To undertake any other duty within your ability and within reason, as may be required from time to time, at the direction of your line manager.
ASSISTANCE
The Hospice has the advantage of being supported by a number of volunteers. If a volunteer is assigned to assist you at any time, you will still retain responsibility for the requirements of this job in terms of accuracy, efficiency and standards of completion. You will also ensure good communication and be mindful of your responsibility towards that volunteer in terms of Health and Safety.
CONFIDENTIALITY
You should be aware of the confidential nature of the Hospice environment and/or your role. Any matters of a confidential nature, relating to patients, carers, relatives, staff or volunteers must not be divulged to any unauthorised person.
SAFEGUARDING CHILDREN AND VULNERABLE ADULTS
Post holders have a general responsibility for safeguarding children and vulnerable adults in the course of their daily duties and for ensuring that they are aware of the specific duties relating to their role. All staff and volunteers have a responsibility to report any circumstances where they feel vulnerable adults or children are being subjected to abuse to a senior clinician or the ‘Safeguarding Lead’.
DATA PROTECTION
You should make yourself aware of the requirements of the Data Protection Act and follow local codes of practice to ensure appropriate action is taken to safeguard confidential information.
HEALTH AND SAFETY
You are required to take reasonable care for your own health and safety and that of others who may be affected by your acts or omissions and you should ensure that statutory regulations, policies, codes of practice and safety and good house-keeping rules are adhered to, attending safety and fire lectures as required.
JOB DESCRIPTION
This Job Description is not intended to be restrictive and should be taken as the current representation of the nature of the duties involved in your job and needs to be flexible to cope with the changing needs of the job and the Hospice.
AGREEMENT
Senior Manager’s name Signature
Job Holder’s name Signature
DATE AGREED
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