JOB DESCRIPTION

JOB TITLE: IN HOSPICE ADMINISTRATOR

RESPONSIBLE TO: ADMINISTRATION LEAD

LOCATION:ACORNS

JOB PURPOSE

Provideadministrative support to the In hospice care team to ensure the smooth day to day running of the hospice

SERVICE DELIVERY

Ensure that all aspects of the Role Specification are met and that the service provided is culturally sensitive and appropriate for all sections of the communities we serve. Equal opportunities will be applied to all aspects of service delivery.

STAFF SUPPORT

The post holder will be aware of any support services made available.

ETHOS

Ensure that our services are ‘family centred’ and ‘family led’ and be aware of the need to promote and maintain a positive environment both within Acorns and in all our external contacts.

TEAMWORK

Take responsibility for ensuring good teamwork and a flexible approach are maintained within the Care Team and the wider organisation.

COMMUNICATION

Take responsibility for ensuring good communication, using the appropriate channels, is maintained within the organisation at all times.

Main Tasks and Responsibilities

Provide direct administrative support to the In house team to include:-

  1. Ensuring effective admission and discharge of children and the maintenance of accurate records and files (both electronic and paper) include archiving as required.
  1. Support the Head Nurse / Deputy Head Nurse and Nurse in Charge to maintain and recordcare staffing to include direct and indirect contact for bank cover through telephone text and email, dependency monitoring and maintenance of electronic rotas timesheets and records.
  1. Support effective communication through
  2. Managing telephone and face to face contacts as required and relay accurate messages.
  3. Providing notes of meetings/ memo’s etc. for the ‘in house’ staff as requested by the Head Nurse (HN) and Deputy Head Nurse (DHN).
  4. Maintaining the staff communication book and notice boards.
  5. Providing administrative support to the Head Nurse and Deputy Head Nurse as required
  1. Ensure efficiency and organisation by
  2. Maintainingsupplies of all current core paperwork in line with policy.
  3. liaising with the HN /DHN to orderany necessary stock supplies and ensuring these are stored appropriately
  4. Maintainingthe Hospicediary.
  5. Supporting the volunteer manager to coordinate befriending volunteers within the Hospice.
  6. supporting staff to organise outings and activities
  1. Provide assistance to clinical staff in recording data to meet quality measures /audits.

Additional tasks

As a member of the administrative team work flexibly to ensure thesmooth running of the wider service by ensuring core admin tasks are completed.

To include:

  • The administration of panel and setting up of new referrals if required.
  • Generation of purchase orders as required in line with local practices.
  • Complete requests for bookings and cancellations from families as required.
  • Support reception volunteers in providing a warm welcome to families and visitors to the hospice.

Other Duties

a)Report any significant findings /concerns to the relevant manager completing incident form if required.

b)Contribute to the cleanliness and orderliness of the Hospice including maintaining effective filing systems

c)Ensure that confidentiality is maintained at all times.

d)Actively support the Equal Opportunities Policy of Acorns Children’s Hospice Trust.

e)Promote the safety of the clients - the post holder will observe and report to the appropriate management any child whose well being gives cause for concern.

f)Maintain an awareness of the multicultural nature of the West Midlands area and help to ensure that our service delivery is appropriate to meet those diverse needs.

g)Actively encourage a family atmosphere within Acorns

h)Actively participate in an annual Individual Performance Review.

i)Actively participate in training and development to further enhance your role within Acorns.

j)Be aware of and comply with the rules relating to your employment as detailed in the staff handbook.

k)Be aware of and comply with the Health & Safety regulations of Acorns Children's Hospice Trust.

l)Be aware of and comply with the Fire Regulations within the Acorns building.

m)Carry out any reasonable duty as requested by the line manager / head of care

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PERSON SPECIFICATION – IN HOSPICE ADMINISTRATOR

ESSENTIAL / DESIRABLE
EXPERIENCE / Experience in a care environment.
Experience of use of all aspects of Microsoft office
Experience in use of a range of data bases and effective data entry. / Previous experience within a similar role
Experience of working with volunteers
SKILLS & ABILITY / Good written and verbal communication skills.
Proficient in all aspects of Microsoft office.
Data entry skills
High levels of accuracy & attention to detail.
Confidentiality
Ability to work to tight deadlines and prioritise work
Ability to work as part of a team
Good interpersonal skills
Flexibility / Awareness of Safeguarding
QUALIFICATIONS / Good standard general education
Admin qualification such as NVQ Level 2 or equivalent / NVQ 3 or equivalent
TRAINING / Ability and willingness to take up learning and development activities
OTHER / Ability to work under pressure.
Awareness of equal opportunities. / To be able to work with individuals who express strong emotions or are under pressure.

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TERMS AND CONDITIONS OF EMPLOYMENT

POSITION:In Hospice Administrator

REPORTING TO:Administration Lead

LOCATION:Acorns

HOURS:20 hours per week.

SALARY:£11,027 per annum (£20,667 FTE)

NOTICE PERIOD:4 weeks rising in line with statutory provision

HOLIDAYS:35 Days (262.5 hours) per annum (pro rata for part time)

PENSION:Contribution to Group Personal Pension Plan or NHS Pension Scheme

LIFE ASSURANCE:NHS Pension Scheme Life Assurance cover or Acorns Group Life Assurance Scheme.

All terms and conditions will be detailed in writing together with Employee/Health & Safety handbook, which must be read and observed.

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