Job summary
Clinical Administration Assistant
The department plays an integral role, providing high quality support to all the clinical teams within the Hospice, including Support and Wellbeing, Community Team and the Inpatient Unit. The department is in the process of upgrading EMIS processes and reporting systems to ensure that documentation is recorded consistently by all departments.
The Successful Candidate
The candidate should have excellent communication skills, ideally with extensive EMIS knowledge ensuring the ability to administer timely and accurate clinical information onto the clinical system.
An English qualification is essential in order to produce high quality documents that are formatted appropriately with correct spelling and grammar in line with corporate standards and requirements.
What we offer
The salary for the post is WTE £22,425 or £11.50 per hour pro rata.
We have an excellent, collaborative working environment with a generous holiday allowance of 27 days + Bank Holidays with the option to buy additional days. You will have access to learning and development opportunities, ongoing training, and funded access to a private health scheme. There is also onsite parking and an onsite Café with reduced staff prices.
Aside from the terms and conditions detailed above, you will joining a very special and unique organisation, where people are at the heart of everything we do.
Main duties of the job
KEY PERFORMANCE AREAS
To provide high
quality clinical administrative support across services including Support and
Wellbeing, Community Team and Inpatient Unit that includes:
Timely and accurate inputting of clinical information onto the clinical
systems (EMIS),
Servicing the daily referral screening meeting to
support the timely receipt, management and recording of referrals and
discharges of patients from the system
Administrative support for outpatient clinics and
activity, liaising with internal and external providers, including heads of
departments, consultants and specialist practitioners, to achieve this.
Preparation of patient related correspondence to the
highest standard and completed within agreed timeframes.
Accurate and timely preparation, filing and archiving
of patient related records
Producing established clinical activity/data reports
for internal and external use of Head of Administration
Use a variety of Microsoft Office packages including
for example word, excel, email and internet
Order, distribute and monitor stock levels of
stationery for the clinical teams
Contribute to the co-ordination
of meetings and education events including: booking into diary, informing
attendants, booking rooms, arrange
equipment needed for example laptop, flipcharts
Co-ordinate education for
clinical services including the collation of attendance information
About us
East Lancs Hospice
East Lancashire Hospice is a registered charity, founded in 1984. We support and care for patients with a life limiting illness, their families and others close to them. We provide this in a number of ways; at the hospice and in peoples own homes across our community of Blackburn, Darwen, Hyndburn and the Ribble Valley.
With approximately 120 employees and over 250 volunteers, our people are our biggest asset whom we value tremendously. Our services to the local community would not be possible without our motivated and caring workforce who always strive to deliver excellence in all that they do. The hospice is a unique and special place, kindness and compassion are qualities that run throughout the hospice and our people truly believe in what we do.
Job description
Job responsibilities
KEY PERFORMANCE AREAS
To provide high
quality clinical administrative support across services including Support and
Wellbeing, Community Team and Inpatient Unit that includes:
Timely and accurate inputting
of clinical information onto the clinical systems (EMIS),
Servicing the daily referral screening meeting to support the
timely receipt, management and recording of referrals and discharges of
patients from the system
Administrative support for outpatient clinics and activity,
liaising with internal and external providers, including heads of departments,
consultants and specialist practitioners, to achieve this.
Preparation of patient related correspondence to the highest
standard and completed within agreed timeframes.
Accurate and timely preparation, filing and archiving of patient
related records
Producing established clinical activity/data reports for internal
and external use of Head of Administration
Use a variety of Microsoft Office packages including for example
word, excel, email and internet
Order, distribute and monitor stock levels of stationery for the
clinical teams
Contribute to the co-ordination
of meetings and education events including: booking into diary, informing
attendants, booking rooms, arrange
equipment needed for example laptop, flipcharts
Co-ordinate education for
clinical services including the collation of attendance information
Produce high quality documents that are formatted appropriately
with correct spelling and grammar in line with corporate standards and
requirements.
Photocopying and filing for the
service as required
Provide support, training and
supervision to volunteers who are supporting the admin department
Contribute to systems for the ordering
and issue of uniform to staff within clinical teams
Ensure information is handled in
line with hospice policy to ensure compliance with information governance
legislation and best practice
Provide support for other
departments where the need arises.
PROFESSIONAL RESPONSIBILITIES
Maintain appropriate confidential and respectful professional
relationships when
dealing with staff, patients and other professionals / employees of communities
Ensure
good, collaborative working relationships are maintained across departments
recognising and promoting the whole hospice contribution to the patient
experience
Provide
effective and professional communication in person, typed correspondence,
email, website and telephone
Exercise
good personal time management, punctuality, appearance and consistent reliable
attendance
Act as
an ambassador for the East Lancashire Hospice promoting at all times our
vision which is to help everyone who comes
into contact with the hospice to make the most of life. We do this by committing
to our values: to care, listen, respect and work together to support people to
live well until they die and support those affected by death
PERSONAL DEVELOPMENT
Access own mandatory training appropriate to the role
Develop and maintain own skills to enhance the work of the
clinical administration department
Participate in the hospice appraisal system and access training
opportunities to improve own knowledge and skills
Participate
in the education and training of others as appropriate to the role
STATUTORY
DUTIES
Ensure
the security of information accessed in the course of your duties ensuring
compliance with the Data Protection Act, Caldecott principles and information
governance best practice guidance
Report
any hazards or incidents in accordance with the Health Safety and Risk
Management Policy and procedures
Comply
with the East Lancashire Hospice no smoking policy in all hospice premises
and grounds
Ensure
that infection control measures are followed in relation to your role
Work at all times to safeguard the rights of
individuals promoting their wellbeing and protecting those at risk from harm,
acting on any concerns related to safeguarding children and adults at risk in
line with policy and local guidance
Work at all times to respect peoples
individuality, rights and diversity to ensure equality
Job description
Job responsibilities
KEY PERFORMANCE AREAS
To provide high
quality clinical administrative support across services including Support and
Wellbeing, Community Team and Inpatient Unit that includes:
Timely and accurate inputting
of clinical information onto the clinical systems (EMIS),
Servicing the daily referral screening meeting to support the
timely receipt, management and recording of referrals and discharges of
patients from the system
Administrative support for outpatient clinics and activity,
liaising with internal and external providers, including heads of departments,
consultants and specialist practitioners, to achieve this.
Preparation of patient related correspondence to the highest
standard and completed within agreed timeframes.
Accurate and timely preparation, filing and archiving of patient
related records
Producing established clinical activity/data reports for internal
and external use of Head of Administration
Use a variety of Microsoft Office packages including for example
word, excel, email and internet
Order, distribute and monitor stock levels of stationery for the
clinical teams
Contribute to the co-ordination
of meetings and education events including: booking into diary, informing
attendants, booking rooms, arrange
equipment needed for example laptop, flipcharts
Co-ordinate education for
clinical services including the collation of attendance information
Produce high quality documents that are formatted appropriately
with correct spelling and grammar in line with corporate standards and
requirements.
Photocopying and filing for the
service as required
Provide support, training and
supervision to volunteers who are supporting the admin department
Contribute to systems for the ordering
and issue of uniform to staff within clinical teams
Ensure information is handled in
line with hospice policy to ensure compliance with information governance
legislation and best practice
Provide support for other
departments where the need arises.
PROFESSIONAL RESPONSIBILITIES
Maintain appropriate confidential and respectful professional
relationships when
dealing with staff, patients and other professionals / employees of communities
Ensure
good, collaborative working relationships are maintained across departments
recognising and promoting the whole hospice contribution to the patient
experience
Provide
effective and professional communication in person, typed correspondence,
email, website and telephone
Exercise
good personal time management, punctuality, appearance and consistent reliable
attendance
Act as
an ambassador for the East Lancashire Hospice promoting at all times our
vision which is to help everyone who comes
into contact with the hospice to make the most of life. We do this by committing
to our values: to care, listen, respect and work together to support people to
live well until they die and support those affected by death
PERSONAL DEVELOPMENT
Access own mandatory training appropriate to the role
Develop and maintain own skills to enhance the work of the
clinical administration department
Participate in the hospice appraisal system and access training
opportunities to improve own knowledge and skills
Participate
in the education and training of others as appropriate to the role
STATUTORY
DUTIES
Ensure
the security of information accessed in the course of your duties ensuring
compliance with the Data Protection Act, Caldecott principles and information
governance best practice guidance
Report
any hazards or incidents in accordance with the Health Safety and Risk
Management Policy and procedures
Comply
with the East Lancashire Hospice no smoking policy in all hospice premises
and grounds
Ensure
that infection control measures are followed in relation to your role
Work at all times to safeguard the rights of
individuals promoting their wellbeing and protecting those at risk from harm,
acting on any concerns related to safeguarding children and adults at risk in
line with policy and local guidance
Work at all times to respect peoples
individuality, rights and diversity to ensure equality
Person Specification
Qualifications
Essential
- Q1 ECDL or equivalent/experience
- Q2 English and Maths at Grade C GCSE or equivalent
Desirable
- Q3 Administration qualification relevant to the role
- Q4 AMSPAR Medical terminology or equivalent /experience
Experience
Essential
- E1 Proficiency in the use of Microsoft applications and the use of IT systems
- E3 Experience in a health care setting, familiar with medical terminology and clinical processes
- E4 Experience in the use of clinical systems (ideally EMIS)
Desirable
- E2 Administrative experience including use of databases
Knowledge
Essential
- K1 Knowledge relating to the correct use of grammar and punctuation
Personal Attributes
Essential
- PA1 Understanding of confidentiality
- PA2 Enthusiastic and motivated about the work of the Hospice
- PA3 Willingness to adapt to change and reprioritise as appropriate
- PA4 Professional attitude and appearance
- PA5 Understand the responsibilities of the post
- PA6 Team player with the ability to establish professional working relationships
Skills
Essential
- S1 Clear accurate written and verbal communication skills
- S2 Effective listening skills
- S3 Accurate input onto a database and producing reports using a database
- S4 Good organisational skills and time management
- S5 Able to use initiative to complete
- the objectives of the post
Person Specification
Qualifications
Essential
- Q1 ECDL or equivalent/experience
- Q2 English and Maths at Grade C GCSE or equivalent
Desirable
- Q3 Administration qualification relevant to the role
- Q4 AMSPAR Medical terminology or equivalent /experience
Experience
Essential
- E1 Proficiency in the use of Microsoft applications and the use of IT systems
- E3 Experience in a health care setting, familiar with medical terminology and clinical processes
- E4 Experience in the use of clinical systems (ideally EMIS)
Desirable
- E2 Administrative experience including use of databases
Knowledge
Essential
- K1 Knowledge relating to the correct use of grammar and punctuation
Personal Attributes
Essential
- PA1 Understanding of confidentiality
- PA2 Enthusiastic and motivated about the work of the Hospice
- PA3 Willingness to adapt to change and reprioritise as appropriate
- PA4 Professional attitude and appearance
- PA5 Understand the responsibilities of the post
- PA6 Team player with the ability to establish professional working relationships
Skills
Essential
- S1 Clear accurate written and verbal communication skills
- S2 Effective listening skills
- S3 Accurate input onto a database and producing reports using a database
- S4 Good organisational skills and time management
- S5 Able to use initiative to complete
- the objectives of the post
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
