Lead Clinical Administrator

Job description

Job responsibilities

• To ensure that Clinical Administrators can provide cover to the clinical meetings for minute taking in the absence of this post holder.
• To complete project work within specified deadline standards, at the request of key colleagues.
• To provide a comprehensive administrative service to key team and other colleagues and service users of Oakhaven.
• To deal with all enquiries (including telephone calls) promptly and efficiently, taking messages and ensuring these are passed onto the appropriate accurately to the relevant department/employees required.
• In the absence of the Medical Secretary ensure all referrals are processed onto SystmOne accurately, ensuring urgent requests are given priority, processed immediately and raised with the IPU, Community and Medical team as required
• Provide a comprehensive administrative service to ensure that IPU, Medical and Community colleagues are supported appropriately and in a timely manner.
• Take appropriate action in managing emails and calls when other team members are unavailable i.e. at meetings, on annual leave or sick leave as required.
• To communicate effectively with all disciplines by giving and receiving accurate information to ensure that all teams are kept fully informed as required
• Communicate effectively in a sensitive and positive manner at all times, ensuring that any matters you are not able to resolve are directed to an appropriate colleague in a timely manner
• Receive, exchange, and manage securely a range of complex and sensitive information, e.g. financial information, performance data, patient records and confidential reports
• Assist clinical and other employees in all aspects of word processing and systems compiling new forms/charts, tables using IT applications as required
• In the absence of the Medical Secretary take responsibility for all incoming and outgoing post, ensuring that all outgoing post is correctly stamped and despatched each day as required
• Maintaining supplies stationary including booking forms, blood forms, death certificates etc
• To ensure the Clinical Administrators are adequately skilled and prepared to cross cover service gaps

Community

• In addition to the above the post holder will support the day-to-day administration of the Community Nursing Team to include:
• Attendance at the weekly Continuing Health Care Funding (CHCF) meeting
• Checking completed CHCF applications, scanning to Systmone, emailing the application to CHC, monitor the response so that if any corrections are required they are made promptly. Keep the relevant team member informed of progress.
• Start and address the team meeting, gather data and provide updates to the team.
• Maintain data spreadsheets including dementia statistics
• Lone worker responsibility for monitoring team members whereabouts via the work phone WhatsApp
• Be available to take calls in the Single Point of Access if required to - cover for meetings or if an elevated level of sick leave occurs
• Order and distribute uniforms
• SystmOne Champion
• Outpatient clinic invite patients to initial appointments/follow up clinics, maintain an awareness of appropriate staffing for clinic days, book appropriate rooms.
• Input information to the Oakhaven community nursing team intranet page
• Ensure that the baseline rota is created adding annual leave, requests and meetings. Liaising with the teams Clinical Supervisor to ensure that dates/contacts/rooms are agreed with team members.

This role profile is not exhaustive. It will be subject to periodic review and may be amended following discussion between the postholder and employer.

Person Specification

Qualifications

Essential

• A good level of formal education
• including GCSE Maths and English
• is essential (or equivalent)

Experience

Essential

• Strong administrative and organisational skills.
• Fully IT literate, including use of Microsoft Office applications.
• A good telephone manner and ability to project empathy.
• Able to work effectively with minimum supervision and under pressure at times.
• A working knowledge of confidentiality and data protection legislation.
• Proven experience of line management and managing a team.
• Significant relevant experience in an administrative role.
• Experience of dealing directly with service users or experience in a customer service role.
• Experience of working for a healthcare provider or charitable organisation.

Personal Attributes

Essential

• Enthusiastic and personable.
• Ability to communicate well to the multidisciplinary team, patients and their families (especially with distressed and bereaved relatives).
• Able to prioritise and organise the majority of workload for the needs of the organisation.

Employer details

Employer name

Oakhaven Hospice

Address

Lower Pennington Lane

Pennington

Lymington

Hampshire

SO41 8ZZ

Employer's website

https://www.oakhavenhospice.co.uk/ (Opens in a new tab)