Lymphoedema Clinic Secretary

Job description

Job responsibilities

General duties

To manage lymphoedema administration assistants and volunteers. This includes completing appraisals, monitoring performance and identifying areas of training/support required.

To be part of the interview process when recruiting administration assistants or volunteers.

Delegate administration tasks to the administration team and ensure work is completed to a high standard.

Ensure that clinic appointments are arranged to meet requirements as directed by Commissioners KPI targets.

This includes clinic appointments, home visits, complex clinic appointments in GP surgeries and with District Nurses.

Liaise with the wider multi-disciplinary team to arrange clinic appointments and ensure all relevant professionals have information required.

Manage lymphoedema referrals, liaising with relevant MDT professionals and ensuring contracted KPI targets are adhered.

Manage the appointment system to ensure patients are allocated to appropriate members of staff.

An awareness of the clinic budget and working with the Clinical Lead and finance team ensuring that the budget is well managed.

Manage an efficient purchase ordering and distribution system for patient hosiery and clinic supplies.

Support all the clinic staff to ensure hosiery and supply ordering is completed to prevent delays in patient treatment.

Ensure daily/monthly statistics are collated regarding patient activity. Ensure that necessary reports are produced to a high standard and available to Director of Nursing in a timely manner.

Support the HR team and Clinical Lead by ensuring that the necessary information/documentation regarding sick time, annual leave, toil, study time is recorded in a timely manner.

Support the Clinical Lead by ensuring that appraisals are arranged in advance ensuring all staff are aware of necessary documentation to be completed.

Co-ordinate mandatory training, online and face to face ensuring all the team are given necessary time to complete training required.

Co-ordinate all team meetings, clinical supervision, clinical team meetings and relevant meetings to ensure staff are able to attend.

To record minutes of meetings as required and ensure necessary staff receive minutes.

Working with the Clinical Lead to devise and implement new ways of working to ensure the clinic runs efficiently.

Manage all templates on systems. Creating and updating as necessary.

Support the clinic staff with education and audit by updating necessary documentation.

Manage the various waiting lists ensuring patients are dealt with appropriately.

Support clinic staff with administration tasks, medical database and excel spreadsheets

Deal with telephone queries in a professional manner. Queries can be from patients and health care professionals.

Person Specification

Skills & Abilities

Essential

• Excellent written and verbal communication skills are essential
• Advanced working knowledge of using MS Office to a high standard within an office environment especially MS word, excel and outlook
• Strong planning and organisational skills and an ability to manage a demanding workload with a flexible and collaborative approach
• Ability to work to tight deadlines under pressure in a busy environment
• Ability to deal with sensitive situations whilst remaining calm and professional

Desirable

• Ability to write clear and precise reports

Other

Essential

• A flexible attitude to work

Desirable

• An understanding of and empathy for the work of Teesside Hospice

Personal Attributes/Key skills

Essential

• Team Working
• Able to work on own initiative, plan and prioritise own work to meet strict deadlines whilst co-ordinating the work of others
• Highly developed and effective written and oral communication skills
• Able to provide clear leadership to others, ensuring they understand expectations that workloads are achievable and provide constructive feedback and guidance.
• Able to respond flexibly by adapting to changing needs whilst effectively managing a wide range of different tasks.
• Able to stay focussed on key priorities and remain resilient when under pressure.

Qualifications

Essential

• Good standard of English and maths
• Level 3 NVQ Business administration qualification or equivalent

Desirable

• Knowledge of health and safety regulations

Experience

Essential

• Sound knowledge of office administration and procedures.
• High level of understanding of issues around confidentiality and discretion
• Extensive experience of working in a high level administrative role with the ability to devise and maintain office systems.
• Experience and good understanding of a patient database
• Experience of dairy management
• Experience of managing staff/volunteers

Desirable

• Experience of supporting line managers
• Supervising, motivating and supporting staff
• Experience of note/minute taking
• Working with volunteers

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.

Employer details

Employer name

Teesside Hospice

Address

Teesside Hospice

1 Northgate Road

Middlesbrough

Cleveland

TS5 5NW

Employer's website

https://www.teessidehospice.org (Opens in a new tab)