Job summary
The Senior Clinical Administrator is responsible for the smooth running of the Assessment
and Coordination Team and day to day supervision of the clinical administrators. Excellent
communication skills externally and internally are required for this post.
Main duties of the job
- Promote good practice and provide advice to the clinical administrators and other
colleagues.
- Liaise with external and internal departments involved in patients care to ensure that
plans for care, progress smoothly and in a timely manner.
- Monitor the team rota and arrange cover for annual leave / absence as and when
required.
- In conjunction with the Office Manager plan and create the team rota on an ongoing
basis.
About us
The Hospice is a local charity dedicated to providing free, high-quality, compassionate care and support for people with a terminal illnesses, their families, and their professional carers in the London Boroughs of Royal Greenwich and Bexley.
We care for over 2,500 people each year in the community; in their homes, care homes, our Hospice beds, Hospice-based clinics, local prisons and in hospital.
We receive only about one third of our funding from the NHS, which means that we depend on the generosity of our community to fund much of the care we provide for local people.
Job description
Job responsibilities
- Ensure that all contacts with patients and carers, the general public, internal and external
healthcare professionals involved in patients care, Hospice staff and volunteers are
helpful, courteous and responsive and in a timely manner.
- Supervision of clinical administrators within the Single Point of Access function.
- Balance continuing changing work patterns and daily operational demands.
- Oversee the daily workflow and prioritise if required.
- Attend and provide administrative support at the weekly clinical Multi-Disciplinary Team
and Case Review Meetings.
- Supervise and prioritise the day to day working arrangements including volunteers in the
department.
- Produce basic reports from the electronic patient records system.
- Privacy Officer responsible for monitoring patient record retrievals by users.
- User Administrator assisting with creating new users on the electronic patient records
system as and when required.
- Ensure that IPU admin processes are in place, there is cover during periods of absence
and be available to provide occasional cover if required.
- Be the first point of escalation for complex referrals, discharges, deaths etc. and
telephone calls as and when required.
- Be the first point of contact for out of area referrals.
- To assist the clinical administrators in their daily tasks during busy periods.
- To provide training and coaching to new and established administrators as and when
required.
- Monitor the accuracy of data entered onto the electronic patient records system by
periodically checking the patient details and supporting information added to the system.
- Ensure that incidents are identified correctly within the administration team and are
recorded on our accident and incident database (Vantage) accurately and in a timely
manner.
- Regularly liaise and discuss with the Office Manager any issues that arise.
- Ensure that all staff understand and comply with Hospice policies and procedures.
- In conjunction with the Office Manager, regularly review working practices within the
clinical administration team.
- Liaise with Clinical Leads about changes to administrative systems and data
requirements.
- Promote professional practice at all times across the organisation.
- Ensure safe and secure storage of all confidential patient records. Oversee the
maintenance of the medical records room, archiving and destruction of notes in line with
policy.
- Assist with interviews for clinical administrators alongside the Office Manager.
- Assist the Office Manager in conducting one to one meetings as and when required.
COMMUNICATION AND WORKING RELATIONSHIPS
Internal:
- Head of Community Services
- Modern Matron
- Inpatient Team
Lead Nurses
Team Leaders
- All Clinical Staff
- Office Manager
External:
- Patients and Carers
- All External Health and Social Care Agencies across the Voluntary and Statutory Sectors.
Job description
Job responsibilities
- Ensure that all contacts with patients and carers, the general public, internal and external
healthcare professionals involved in patients care, Hospice staff and volunteers are
helpful, courteous and responsive and in a timely manner.
- Supervision of clinical administrators within the Single Point of Access function.
- Balance continuing changing work patterns and daily operational demands.
- Oversee the daily workflow and prioritise if required.
- Attend and provide administrative support at the weekly clinical Multi-Disciplinary Team
and Case Review Meetings.
- Supervise and prioritise the day to day working arrangements including volunteers in the
department.
- Produce basic reports from the electronic patient records system.
- Privacy Officer responsible for monitoring patient record retrievals by users.
- User Administrator assisting with creating new users on the electronic patient records
system as and when required.
- Ensure that IPU admin processes are in place, there is cover during periods of absence
and be available to provide occasional cover if required.
- Be the first point of escalation for complex referrals, discharges, deaths etc. and
telephone calls as and when required.
- Be the first point of contact for out of area referrals.
- To assist the clinical administrators in their daily tasks during busy periods.
- To provide training and coaching to new and established administrators as and when
required.
- Monitor the accuracy of data entered onto the electronic patient records system by
periodically checking the patient details and supporting information added to the system.
- Ensure that incidents are identified correctly within the administration team and are
recorded on our accident and incident database (Vantage) accurately and in a timely
manner.
- Regularly liaise and discuss with the Office Manager any issues that arise.
- Ensure that all staff understand and comply with Hospice policies and procedures.
- In conjunction with the Office Manager, regularly review working practices within the
clinical administration team.
- Liaise with Clinical Leads about changes to administrative systems and data
requirements.
- Promote professional practice at all times across the organisation.
- Ensure safe and secure storage of all confidential patient records. Oversee the
maintenance of the medical records room, archiving and destruction of notes in line with
policy.
- Assist with interviews for clinical administrators alongside the Office Manager.
- Assist the Office Manager in conducting one to one meetings as and when required.
COMMUNICATION AND WORKING RELATIONSHIPS
Internal:
- Head of Community Services
- Modern Matron
- Inpatient Team
Lead Nurses
Team Leaders
- All Clinical Staff
- Office Manager
External:
- Patients and Carers
- All External Health and Social Care Agencies across the Voluntary and Statutory Sectors.
Person Specification
Qualifications
Essential
- A good standard of education, GCSEs or equivalent.
Desirable
- ECDL or a qualification in Business Administration.
Experience
Essential
- Experience of working in an administrative role in a clinical/healthcare environment.
- Experience of supervising a team of staff including volunteers or equivalent demonstrable leadership ability (i.e. through coaching /
- mentoring, taking on additional responsibility in a role).
- Experience of interacting with patients and carers and of customer care.
- Experience of databases, spreadsheets and extracting data.
Desirable
- Experience of working in a call centre or similar environment.
- Experience of electronic records management.
- Experience of report writing.
Aptitude, Personal Characteristics
Essential
- Ability to build strong working relationships and credibility quickly.
- Strong problem solving skills and the ability to offer solutions.
- Self awareness and an ability to ask for support from senior staff and refer issues as they arise.
- Ability to manage own time, prioritise workload and meet deadlines within agreed timeframes.
- Ability to work well and accurately under pressure while continuing to focus on the needs of the service.
- Ability to work flexibly and have an adaptable approach to changing needs of the service.
- An understanding of confidentiality and the Data Protection Act.
- An understanding of the nature of the work of the Hospice and the sensitivities of working with people at the end of their lives.
Skills and Abilities
Essential
- Computer literacy Microsoft Office.
- Experience of using electronic patient record systems.
- Excellent verbal and written communication skills including the ability to communicate effectively with staff, colleagues, healthcare professionals, patients and carers.
Desirable
- Experience of using Systmone.
Person Specification
Qualifications
Essential
- A good standard of education, GCSEs or equivalent.
Desirable
- ECDL or a qualification in Business Administration.
Experience
Essential
- Experience of working in an administrative role in a clinical/healthcare environment.
- Experience of supervising a team of staff including volunteers or equivalent demonstrable leadership ability (i.e. through coaching /
- mentoring, taking on additional responsibility in a role).
- Experience of interacting with patients and carers and of customer care.
- Experience of databases, spreadsheets and extracting data.
Desirable
- Experience of working in a call centre or similar environment.
- Experience of electronic records management.
- Experience of report writing.
Aptitude, Personal Characteristics
Essential
- Ability to build strong working relationships and credibility quickly.
- Strong problem solving skills and the ability to offer solutions.
- Self awareness and an ability to ask for support from senior staff and refer issues as they arise.
- Ability to manage own time, prioritise workload and meet deadlines within agreed timeframes.
- Ability to work well and accurately under pressure while continuing to focus on the needs of the service.
- Ability to work flexibly and have an adaptable approach to changing needs of the service.
- An understanding of confidentiality and the Data Protection Act.
- An understanding of the nature of the work of the Hospice and the sensitivities of working with people at the end of their lives.
Skills and Abilities
Essential
- Computer literacy Microsoft Office.
- Experience of using electronic patient record systems.
- Excellent verbal and written communication skills including the ability to communicate effectively with staff, colleagues, healthcare professionals, patients and carers.
Desirable
- Experience of using Systmone.
