Job responsibilities
Key Relationships
Director of Clinical
and Patient Services
Medical Director
Clinical
Administration Team
Patient Flow Team
Executive Assistant
Clinical Leads
Business Systems
Co-ordinator
Administration
Assistant
Marketing and
Communications Manager
Chief Executive
Officer
Facilities and
Reception Team
Grant and Trusts
Fundraiser
SCUK Operations
Manager
Duties and Responsibilities
Clinical Administration
Manage the roles of all clinical administrators and their duties
across all clinical departments.
Within the Clinical admin team ensure departmental cover is
maintained and delegate duties as appropriate. Ensuring all staff absences are
covered.
Co-ordinate, prepare papers and
minute take for monthly Clinical Leads, Clinical Effectiveness, Medicine
Management and
any other clinical meetings that require support.
Working
with the Administration Assistant with regards reporting of all
patient incidents (logging, updating actions, closing and reporting).
Oversee and manage the document control register for all Clinical
Policies, Risk Assessments and SOPs, ensuring that all are reviewed before the
review date within Clinical Effectiveness by the appropriate Lead. Coordinate
the sign off process for all documents mentioned ensuring all documents use the
up-to-date templates and are proofread and formatted correctly. Once fully
signed off each document is to be added to Blue Stream and SharePoint and
shared with the relevant staff members.
Manage the clinical administrative team, to ensure a high standard
of accurate and valid Management Information and KPI data is collected,
reported and shared in a timely manner with relevant parties, including the Director
of Clinical Services, the Medical Director, the CEO and the Clinical committee.
The reports include but are not limited to:
All Clinical Daily MI
All Clinical Monthly MI
All Clinical Quarterly MI
Clinical Committee Report
Hospices Funding Allocation KPIs
Hospice UK data requests
Hospice UK patient safety data
MI to back up Proposals for Clinical Committee
Grant Funding MI
Organisation Charts
Patient and Carer Feedback Report
CDLIn Report
Ad hoc requests from Income generation
Comply with information governance regulations ensuring
information is efficiently and legally managed.
Be the Lead Super User on electronic patient records system (Nourish)
and the Administrator of the Clinical area in
SharePoint, ensuring all admin staff have received training and
are competent using the systems. Oversee the record management of Nourish
patient files: active, inactive, archive and the build / amendments of Nourish
interactions for the whole clinical team.
Oversee and manage the admin and coordination of all new Clinical
staff / students/placements. Including
but not limited to:
Nourish logins / link to Custr
SharePoint access
Update Clinical organisation charts
Induction packs
Welcome tours / induction side by sides
Uniforms
Coordinate and oversee the following external group sessions:
GP Trainee Day
o
Sixth Form Seren Day
To manage and oversee the purchase order process (have a NHH
credit card for purchases) for the Clinical team, ensuring POs and invoices are
raised and signed off. Including but not limited to:
Denbigh stores
Amazon Business
Medical suppliers
Direct Support to Clinical and Medical Directors
Provide a high-level administrative support to
the Director of Clinical and Patient Services and the Medical Director, to
include meeting support, document provision and support with other duties as
required
Work closely with the Executive Assistant and Executive
Directors to manage the administration of clinical complaint handling, to
include logging, tracking and supporting investigations.
Management and Leadership
To Lead the Clinical administrative team on a
daily basis
Plan and organise own workload, and to
supervise and review the workload of the clinical administration team, while
being responsible and flexible to the needs of the hospice clinical team.
To ensure all staff within the team have the
necessary knowledge and skills to undertake their roles effectively.
To address any concerns regarding poor
performance within the team in an appropriate ad timely manner
To ensure periods of planned leave are
coordinated in a manner appropriate to maintain service continuity
To ensure all team members annual appraisals
take place and provide worthwhile reflection and meaningful discussions,
setting clear objectives for the year ahead that have been agreed by both
parties
Education and
Training
To demonstrate ongoing personal and professional development in
accordance with own appraisal
Attend annual mandatory training appropriate to role and
responsibilities.
To undertake IT training and to maintain appropriate computer-based
skills in order to improve processes within the administration department.
Have advanced knowledge of MS office with Word, Excel, PowerPoint,
Outlook, Teams and SharePoint and share knowledge with Clinical teams.
Requirements
This post is subject to the Terms and Conditions
of employment of the Hospice as specified in the staff handbook
Competence You are responsible for limiting your actions to those that you feel
competent to undertake. If you have any
doubts about your competence during the course of your duties you should
immediately speak to your line manager / supervisor.
Risk Management
It
is a standard element of the role and responsibility of all staff of the
Hospice that they fulfil a proactive role towards the management of risk in all
of their actions. This entails the risk assessment of all situations, the
taking of appropriate actions and reporting of all incidents, near misses and
hazards. It is a requirement that you adhere to Nightingale House Hospice
Policies, Procedures, Protocols and guidelines at all times.
Health and Safety Requirements of the Hospice
All employees of the Hospice have a statutory duty of care
for their own personal safety and that of others who may be affected by their
acts or omissions. Employees are
required to co-operate with management to enable the Hospice to meet its own
legal duties including attendance at mandatory training updates and also to
report any hazardous situations or defective equipment.
Data
Protection and Confidentiality
The post holder must treat all information, whether
corporate, staff or patient information, in a discreet, secure and confidential
manner in accordance with the provisions of the current data protection
legislation and organisational policy. Any breach of such confidentiality
is considered a serious disciplinary offence, which is liable to dismissal and
/ or prosecution under statutory legislation and the hospices disciplinary
policy. This duty of confidence
continues after the post holder leaves the organisation.
Records
Management
As an employee of the hospice, the post holder is
legally responsible for all records that they gather, create or use as part of
their work within the organisation (including
patient health, staff health or injury, financial, personal and
administrative), whether paper based or on computer. The post holder should consult the IG Lead if
they have any doubt as to the correct management of records with which they
work.
Flexibility Statement
The
content of this Job Description represents an outline of the post only and is
therefore not a final list of duties and responsibilities. The Job Description is therefore intended to
be flexible and is subject to review and amendment in the light of changing
circumstances, following consultation with the post holder.
