Job summary
At Birmingham Hospice, we
help people living with life limiting illness to make the most of every day,
while offering vital support to their families and loved ones. We are proud to
provide compassionate, person centred care to our communities and you could
be part of that impact.
We are looking for a
confident, proactive Administrator to join our expanding HOBS
(Hospices of Birmingham & Solihull) Administration Team, supporting our
Community HOBS service based at Selly Park Hospice.
This is a fantastic
opportunity for someone who thrives in a busy, varied role and wants their work
to make a real difference.
What You Will Be Doing
In this pivotal role,
you will help ensure our clinical services run smoothly by:
Managing incoming
calls from patients and processing new referrals via our electronic patient
record system
Organising meetings,
preparing agendas, taking minutes and producing high quality reports
Coordinating staff
rotas and managing records for sickness absence, annual leave and timesheets
Acting as the first
point of contact for a wide range of queries
Liaising with
colleagues and external partners to resolve issues professionally and
efficiently
Administrative
support to the community teams
Main duties of the job
About You:
You will be a
highly organised administrator who enjoys working both independently and as
part of a supportive team. You will bring:
Excellent
communication and interpersonal skills
Confidence
using systems and managing sensitive information
Strong
problem solving ability and good judgement
A
calm, compassionate and discreet approach within a clinical environment
Initiative,
creativity, and the ability to juggle priorities effectively
If
you are someone who takes pride in delivering high quality support and wants to
contribute to meaningful, community focused care, we would love to hear from you.
What
We Offer:
The chance to be
part of an inspiring and growing charity
A competitive salary
and generous annual leave
Well being programmes
and support
Reward Gateway
retail discounts & financial wellbeing tools
Access to car fleet
/ cycle to work schemes
Opportunities to
grow and develop your career within the charity sector
Interested?
For an informal
discussion about the role, please contact Rachel Harrison, Head of Clinical
Services: rachel.harrison@birminghamhospice.org.uk
To apply and view the full
job description go to www.birminghamhospice.org.uk/join-us
About us
Birmingham Hospice provides expert palliative and end of
life care for people and their families living with life-limiting illnesses.
We believe that all people in Birmingham should have access
to the best specialist care and support - when, where and how they need it. Our
vision is a future where everyone with a life-limiting illness will live and
die with dignity and in comfort. Our mission is to enable more people from all
communities to access the care of their choice at the end of life.
During a recent CQC inspection our sites have been rated
outstanding, with independent health care regulators highlighting that
colleagues and services are caring, responsive and well-led.
Our outstanding teams are passionate about providing the
very best care, and patients and their loved ones are at the heart of
everything we do.
Our values of kindness, respect, innovation, togetherness,
positivity and openness are at the centre of who we are, what we do and how we
behave. We pride ourselves on being an inclusive, welcoming, caring and
supportive team. We are offering a competitive salary, with generous holiday
allowance, a contribution pension scheme, and a commitment to investing in our
people through employee benefits and ongoing professional development.
Job description
Job responsibilities
Job Purpose
The post holder will develop and implement the processes and procedures required for the effective and efficient administration of the HOBS service, monitoring, reviewing and making appropriate changes, updates and improvements as necessary.
The post holder will answer calls directly from patients and professionals and will coordinate who and where the calls are passed on to.
The post holder will be responsible for adding referrals into the hospice on to the clinical systems for the clinicians to assess suitability and the post holder will liaise with external, partners as needed.
The post holder will also be the first point of contact for a range of queries and will assess them and resolve where possible or pass on to the appropriate staff. A high level of initiative, knowledge, tact, sensitivity and judgement is required in this post, as is an understanding of the importance of confidentiality.
The Hospice advocates a one team approach to clinical administration. Whilst the day-to-day focus of this role will be to support the Community teams, the post holder will also be expected to provide cover for other members of the wider clinical administration team, if there is unexpected absence or demand.
Main Duties and Responsibilities
Administration
Provide administrative support to the Community teams including arranging meetings, taking meeting notes or minutes, correspondence, reports and other documents, management of enquiries any associated facilities and undertaking other tasks essential to the smooth and efficient running of the service.
Ensure the accurate processing of data and production of reports as required.
Collect, collate and record weekly the information relating to off duties, rotas, sickness absence, annual and other leave, required for payroll.
Coordinate staff rotas.
Obtain patient information from other health care organisations
Use initiative to develop and maintain administrative systems to meet changing needs of the service
Deal with incoming telephone calls sensitively and communicate messages promptly and accurately
Respond to queries, using initiative and judgement in assessing them and resolving or relaying on as appropriate.
Initial management of incidents/accidents/ near misses, including reporting on Vantage and to the Lead Nurse.
Undertake other tasks essential to the efficient running of the HOBS community team
Assist with recruitment, including volunteer recruitment.
Governance
Responsible for registering and processing of all new patient referrals onto the Hospice electronic patient records system (SystmOne) ensuring these are processed in accordance with set standards - Liaising with Triage Nurse/Lead CNS.
Responsible for production of weekly statistical reports in relation to team caseloads and other ad hoc reports from S1 as required, including auditing of specific admin process
Ensure that incidents are reported using Datix
Responsible for utilising CONNECT system to request annual leave and manage own mandatory training requirements.
General
Attend team meetings and contribute to strategic and service development.
Contribute to and support ideas and initiatives to continuously adapt and improve the service.
Provide cover for other members of the clinical administration team during holiday and other periods of absence.
Confidentiality
All employees are required to uphold the confidentiality of all information records in whatever format, encountered in the course of employment and after it. All employees are bound by the requirements of the General Data Protection Regulations when, in the course of their employment, they deal with information records relating to individuals
Equality and Diversity
The Hospice is committed to promoting an environment that values diversity. All staff are responsible for ensuring that they treat individuals equally and fairly and do not discriminate on the grounds of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex and sexual orientation. The Hospice expects all staff to behave in a way that recognises and respects diversity in line with the appropriate standards.
Health and Safety
All employees have a responsibility under the terms of the Health and Safety at Work Act1974 to protect and promote their own health and that of others in the workplace
All employees must comply with all Hospice Health and Safety Procedures
Infection Control
The prevention and control of infection is the responsibility of everyone who is employed by the Hospice. Employees must be aware of infection control policies, procedures and the importance of protecting themselves and their clients in maintaining a clean and healthy environment.
Information Governance
All employees are responsible for ensuring they undertake any training relating to information governance, read the Hospices policies, procedures and guidance documents relating to information governance, and understanding how this affects them in their role.
Professional Development
- All employees must participate in an annual appraisal and develop a personal development plan with their Line Manager
- All employees are responsible for maintaining their statutory and mandatory training.
Safeguarding Children, Young People and Vulnerable Adults
- The Hospice is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. All employees and volunteers are therefore expected to behave in such a way that supports this commitment.
Pandemic or major incident
- In the event of a pandemic or major incident, the post holder may be asked to undertake other duties not necessarily commensurate to the banding of this role. This could include duties in any part of the Hospice.
Prior to undertaking any duties, the member of staff will have full training and induction. No member of staff will be asked to undertake duties for which they are not competent or where they feel unsafe in their environment or could put patients or themselves at risk.
The job description is not exhaustive and may be amended following appropriate consultation in the light of business needs
Job description
Job responsibilities
Job Purpose
The post holder will develop and implement the processes and procedures required for the effective and efficient administration of the HOBS service, monitoring, reviewing and making appropriate changes, updates and improvements as necessary.
The post holder will answer calls directly from patients and professionals and will coordinate who and where the calls are passed on to.
The post holder will be responsible for adding referrals into the hospice on to the clinical systems for the clinicians to assess suitability and the post holder will liaise with external, partners as needed.
The post holder will also be the first point of contact for a range of queries and will assess them and resolve where possible or pass on to the appropriate staff. A high level of initiative, knowledge, tact, sensitivity and judgement is required in this post, as is an understanding of the importance of confidentiality.
The Hospice advocates a one team approach to clinical administration. Whilst the day-to-day focus of this role will be to support the Community teams, the post holder will also be expected to provide cover for other members of the wider clinical administration team, if there is unexpected absence or demand.
Main Duties and Responsibilities
Administration
Provide administrative support to the Community teams including arranging meetings, taking meeting notes or minutes, correspondence, reports and other documents, management of enquiries any associated facilities and undertaking other tasks essential to the smooth and efficient running of the service.
Ensure the accurate processing of data and production of reports as required.
Collect, collate and record weekly the information relating to off duties, rotas, sickness absence, annual and other leave, required for payroll.
Coordinate staff rotas.
Obtain patient information from other health care organisations
Use initiative to develop and maintain administrative systems to meet changing needs of the service
Deal with incoming telephone calls sensitively and communicate messages promptly and accurately
Respond to queries, using initiative and judgement in assessing them and resolving or relaying on as appropriate.
Initial management of incidents/accidents/ near misses, including reporting on Vantage and to the Lead Nurse.
Undertake other tasks essential to the efficient running of the HOBS community team
Assist with recruitment, including volunteer recruitment.
Governance
Responsible for registering and processing of all new patient referrals onto the Hospice electronic patient records system (SystmOne) ensuring these are processed in accordance with set standards - Liaising with Triage Nurse/Lead CNS.
Responsible for production of weekly statistical reports in relation to team caseloads and other ad hoc reports from S1 as required, including auditing of specific admin process
Ensure that incidents are reported using Datix
Responsible for utilising CONNECT system to request annual leave and manage own mandatory training requirements.
General
Attend team meetings and contribute to strategic and service development.
Contribute to and support ideas and initiatives to continuously adapt and improve the service.
Provide cover for other members of the clinical administration team during holiday and other periods of absence.
Confidentiality
All employees are required to uphold the confidentiality of all information records in whatever format, encountered in the course of employment and after it. All employees are bound by the requirements of the General Data Protection Regulations when, in the course of their employment, they deal with information records relating to individuals
Equality and Diversity
The Hospice is committed to promoting an environment that values diversity. All staff are responsible for ensuring that they treat individuals equally and fairly and do not discriminate on the grounds of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex and sexual orientation. The Hospice expects all staff to behave in a way that recognises and respects diversity in line with the appropriate standards.
Health and Safety
All employees have a responsibility under the terms of the Health and Safety at Work Act1974 to protect and promote their own health and that of others in the workplace
All employees must comply with all Hospice Health and Safety Procedures
Infection Control
The prevention and control of infection is the responsibility of everyone who is employed by the Hospice. Employees must be aware of infection control policies, procedures and the importance of protecting themselves and their clients in maintaining a clean and healthy environment.
Information Governance
All employees are responsible for ensuring they undertake any training relating to information governance, read the Hospices policies, procedures and guidance documents relating to information governance, and understanding how this affects them in their role.
Professional Development
- All employees must participate in an annual appraisal and develop a personal development plan with their Line Manager
- All employees are responsible for maintaining their statutory and mandatory training.
Safeguarding Children, Young People and Vulnerable Adults
- The Hospice is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. All employees and volunteers are therefore expected to behave in such a way that supports this commitment.
Pandemic or major incident
- In the event of a pandemic or major incident, the post holder may be asked to undertake other duties not necessarily commensurate to the banding of this role. This could include duties in any part of the Hospice.
Prior to undertaking any duties, the member of staff will have full training and induction. No member of staff will be asked to undertake duties for which they are not competent or where they feel unsafe in their environment or could put patients or themselves at risk.
The job description is not exhaustive and may be amended following appropriate consultation in the light of business needs
Person Specification
Personal Skills and Attributes
Essential
- Excellent organisational skills
- Self-motivated and able to motivate others
- Problem solving skills
- Adaptable/flexible approach to work
- Good interpersonal skills
- Able to prepare reports and present data
- High degree of accuracy in reporting and attention to detail
- Development of guidelines, policies and procedures
- Excellent telephone and other communication skills
- Able to deal sensitively and appropriately with service users
- Understanding of and the commitment to equal opportunities
- Able to work independently and in a team environment
- Enthusiastic
- Sensitive and compassionate
Experience
Essential
- Previous comprehensive administrative experience including minute taking
- Good experience of working with databases
Desirable
- Experience in similar health care environment
- Experience working with volunteers
- Experience of recruitment
- Experience of supervising others
- Understanding of budgetary control
Qualifications
Essential
- Excellent IT skills and proven experience of Microsoft Office including Word, Excel, PowerPoint
Desirable
- Excellent IT skills and proven experience of Microsoft Office including Word, Excel, PowerPoint
- NVQ Level 3 in Business and administration or equivalent experience
Person Specification
Personal Skills and Attributes
Essential
- Excellent organisational skills
- Self-motivated and able to motivate others
- Problem solving skills
- Adaptable/flexible approach to work
- Good interpersonal skills
- Able to prepare reports and present data
- High degree of accuracy in reporting and attention to detail
- Development of guidelines, policies and procedures
- Excellent telephone and other communication skills
- Able to deal sensitively and appropriately with service users
- Understanding of and the commitment to equal opportunities
- Able to work independently and in a team environment
- Enthusiastic
- Sensitive and compassionate
Experience
Essential
- Previous comprehensive administrative experience including minute taking
- Good experience of working with databases
Desirable
- Experience in similar health care environment
- Experience working with volunteers
- Experience of recruitment
- Experience of supervising others
- Understanding of budgetary control
Qualifications
Essential
- Excellent IT skills and proven experience of Microsoft Office including Word, Excel, PowerPoint
Desirable
- Excellent IT skills and proven experience of Microsoft Office including Word, Excel, PowerPoint
- NVQ Level 3 in Business and administration or equivalent experience
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.
