Job summary
Reporting to the Executive Assistant, the Bank Administrator will provide essential administrative support to ensure the efficient operation of the hospice. This role plays a vital part in maintaining accurate records, coordinating administrative tasks, and supporting various departments within the organisation.
You will also provide support for the reception team. As the first point of contact, the Receptionist sets the tone for the hospice experience and ensures that all individuals feel valued and supported.
In addition to administrative tasks, the Receptionist will provide an overview of how the hospice works and conduct small tours of key areas, helping to familiarise visitors with our facilities and services
Main duties of the job
- The role is to cover time sensitive tasks within either Reception, Community
Admin, or Inpatient Unit. Specific Training will be provided for each area.
- Full Medical record keeping, including admission and discharge
paperwork/electronic process of patients to the IPU, as agreed with the Doctor
and Nurse in Charge.
- Arranging ambulance transport for admissions and
discharge.
Arrange for to take out (TTO) medications to be available for patients
promptly via Hospice drivers.
- Facilitate arrangements necessary following a patients death including
Notification of Deaths (NOD) and reporting these to CQC via electronic portal.
- File and scan letters, papers, and reports etc in patients notes
- Co-ordinate patient transport liaising with ambulance service and Hospice
drivers and patients for Health and Wellbeing sessions.
- Enter patient information onto the electronic patient record (SystmOne)
including scanning into the records.
- Decision-making when triaging patients or relatives to the varied services, and
the level of support required for each individual.
- Strong self-motivation and the ability to take initiative without constant
supervision.
- Manage the reception area, ensuring it is tidy, organised, and presentable at all
times.
- Greet and welcome patients, visitors, and staff with a friendly and professional
demeanour.
About us
Rotherham Hospice is a charity dedicated to the people of Rotherham, offering specialist palliative and end of life care to our community since 1996.
We provide comprehensive, compassionate care through two primary patient services:
- 24-hour, 14-bed Inpatient Service
- 24-hour Hospice at Home Service
Additionally, we offer wider support to patients and their families through:
- Complementary therapies & hairdressing
- Counselling and Bereavement Support for adults, children and teenagers
- Day services with individual and group sessions
- Family memory events
- Occupation therapy and physiotherapy
- Social work
- Spiritual care
- Tailored experiences for patients and loved ones
Job description
Job responsibilities
- The role is to cover time sensitive tasks within either Reception, Community Admin, or Inpatient Unit. Specific Training will be provided for each area.
- Full Medical record keeping, including admission and discharge paperwork/electronic process of patients to the IPU, as agreed with the Doctor and Nurse in Charge.
- Arranging ambulance transport for admissions and discharge. Arrange for to take out (TTO) medications to be available for patients promptly via Hospice drivers.
- Facilitate arrangements necessary following a patients death including Notification of Deaths (NOD) and reporting these to CQC via electronic portal.
- File and scan letters, papers, and reports etc in patients notes
- Co-ordinate patient transport liaising with ambulance service and Hospice drivers and patients for Health and Wellbeing sessions.
- Enter patient information onto the electronic patient record (SystmOne) including scanning into the records.
- Decision-making when triaging patients or relatives to the varied services, and the level of support required for each individual.
- Strong self-motivation and the ability to take initiative without constant supervision.
- Manage the reception area, ensuring it is tidy, organised, and presentable at all times.
- Greet and welcome patients, visitors, and staff with a friendly and professional demeanour.
- Answer phone calls, take messages, and direct inquiries to the appropriate staff members.
- Escort visitors to key areas of the hospice and provide a brief tour, highlighting key services and facilities
Job description
Job responsibilities
- The role is to cover time sensitive tasks within either Reception, Community Admin, or Inpatient Unit. Specific Training will be provided for each area.
- Full Medical record keeping, including admission and discharge paperwork/electronic process of patients to the IPU, as agreed with the Doctor and Nurse in Charge.
- Arranging ambulance transport for admissions and discharge. Arrange for to take out (TTO) medications to be available for patients promptly via Hospice drivers.
- Facilitate arrangements necessary following a patients death including Notification of Deaths (NOD) and reporting these to CQC via electronic portal.
- File and scan letters, papers, and reports etc in patients notes
- Co-ordinate patient transport liaising with ambulance service and Hospice drivers and patients for Health and Wellbeing sessions.
- Enter patient information onto the electronic patient record (SystmOne) including scanning into the records.
- Decision-making when triaging patients or relatives to the varied services, and the level of support required for each individual.
- Strong self-motivation and the ability to take initiative without constant supervision.
- Manage the reception area, ensuring it is tidy, organised, and presentable at all times.
- Greet and welcome patients, visitors, and staff with a friendly and professional demeanour.
- Answer phone calls, take messages, and direct inquiries to the appropriate staff members.
- Escort visitors to key areas of the hospice and provide a brief tour, highlighting key services and facilities
Person Specification
Skills and Abilities
Essential
- Proficiency in Microsoft Office suite (Word, Excel, Outlook, PowerPoint) and other office software.
- Strong organisational skills and attention to detail, with the ability to manage multiple tasks and priorities effectively.
- Excellent communication and interpersonal skills, with the ability to interact professionally with staff, patients, and visitors.
Desirable
- Multilingual proficiency. Ability to fluently communicate in multiple languages. Proficiency in additional languages is highly desirable as it enables effective communication and engagement with a diverse range of stakeholders, including patients, families, and staff from multicultural backgrounds. Being multilingual enhances our ability to provide inclusive and culturally sensitive care and support services, contributing to Rotherham Hospices mission and aims.
Experience & Qualifications
Essential
- High school diploma / GCSEs or equivalent experience required; additional qualifications in office administration or related field are preferred.
- Proven experience in an administrative role
Desirable
- Experience working in a hospice or healthcare environment in a similar role.
- Experience working with SystmOne
Personal Qualities
Essential
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Deep empathy and compassion, understanding the sensitive nature of hospice care and its impact on patients, families, and staff.
- Flexibility and adaptability to navigate changes and challenges within the hospice environment.
- Proactive and solution-oriented mindset, approaching challenges with a positive and constructive attitude.
Desirable
- A full UK driving license.
Person Specification
Skills and Abilities
Essential
- Proficiency in Microsoft Office suite (Word, Excel, Outlook, PowerPoint) and other office software.
- Strong organisational skills and attention to detail, with the ability to manage multiple tasks and priorities effectively.
- Excellent communication and interpersonal skills, with the ability to interact professionally with staff, patients, and visitors.
Desirable
- Multilingual proficiency. Ability to fluently communicate in multiple languages. Proficiency in additional languages is highly desirable as it enables effective communication and engagement with a diverse range of stakeholders, including patients, families, and staff from multicultural backgrounds. Being multilingual enhances our ability to provide inclusive and culturally sensitive care and support services, contributing to Rotherham Hospices mission and aims.
Experience & Qualifications
Essential
- High school diploma / GCSEs or equivalent experience required; additional qualifications in office administration or related field are preferred.
- Proven experience in an administrative role
Desirable
- Experience working in a hospice or healthcare environment in a similar role.
- Experience working with SystmOne
Personal Qualities
Essential
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Deep empathy and compassion, understanding the sensitive nature of hospice care and its impact on patients, families, and staff.
- Flexibility and adaptability to navigate changes and challenges within the hospice environment.
- Proactive and solution-oriented mindset, approaching challenges with a positive and constructive attitude.
Desirable
- A full UK driving license.
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.
