Clinical Administrator

Job description

Job responsibilities

KEY RESPONSIBILITIES:

SystmOne (Training will be provided)

• • Ensure all relevant information is recorded accurately on SystmOne
  • Managing, monitoring and actioning tasks on SystmOne
  • Open new referrals on SystmOne
  • Support both admin and clinical staff with SystmOne
  • Use SystmOne to support Multidisciplinary Team Meetings
  • Use SystmOne reporting to identify bereavement clients and send support invitations
  • Manage clinical ledgers, supporting staff with changes and booking appointments as required
  • Assist in the production of statistical information and reports using Systmone and other data sources, undertaking analysis and supporting the preparation for meetings

Administrative

• • Manage all clinical referrals including signposting to other services in discussion with other members of the clinical team and the preparation of any necessary documentation
  • Work collaboratively within clinical admin team to monitor referral inbox and process according to clinical triage guidelines
  • Communicate professionally with internal and external parties in an effective and timely manner
  • Attend daily whiteboard meeting, contributing relevant information about referrals
  • Support team meetings, take and distribute minutes
  • Prepare documentation prior to weekly MDT, attend and support MDT and distribute outcome documents to GP and others following the meeting
  • Provide administrative support to clinical teams
  • Liaise with and provide support to reception team including volunteers
  • Attend various meetings as required, ensuring that all agenda, minutes and other documents are accurately provided, filed and circulated as required
  • Manage flow of patients/carers within both the Tulip Centre and Family and Carer Support Services including bereavement as well as supporting other clinical departments
  • Be the first point of contact for patients and families either via telephone or occasionally face to face
  • To contact patients and carers and book initial assessments/attendances/ appointments as appropriate
  • To be main contact for hospice transport requests, liaising with clinical teams and volunteer drivers, and ensuring weekly transport plan is circulated

Other

• • Undertake and maintain appropriate training such as manual handling and safeguarding to provide support to patients so that safety is upheld
  • Directed by the service leads, assist in audits and evaluation, gathering information as required to ensure that the service remains responsive and effective
  • In collaboration with the Clinical teams, gather information relating to patient outcome measures as required
  • Willingness to undertake training and development to fulfil the role
  • Participate in the Hospice appraisal system

Our vision and values

General

In addition to the specific duties and responsibilities outlined in this job description, all Hospice employees should be aware of their specific responsibilities towards the following:

• During the course of your employment you may have access to, see or hear information of a confidential nature and you are required not to disclose such information, particularly that relating to patients and staff. In order to comply with the General Data Protection Regulation (GDPR) you must not at any time use personal data held by the Hospice for any unauthorised purpose or disclose such as data to a third party. You must not make any disclosure to any unauthorised person or use any confidential information relating to the business affairs of the Hospice, unless expressly authorised to do so by the Hospice.
• The Norfolk Hospice Tapping House (NHTH) is committed to encouraging volunteering throughout the organisation and as such the post holder will be expected to support and respect volunteers, and may be asked to work alongside or supervise a volunteer as part of their role whilst working at NHTH.
• NHTH operates a no-smoking policy. The post holder should either be a non-smoker or be prepared not to smoke in any Hospice premises, grounds or vehicles or when on NHTH business outside the office. This covers all types of burnt and smoked products including cigarettes, electronic cigarettes, cigars, tobacco and non-tobacco products in whatever format.
• Adhere to all health and safety and fire regulations and to co-operate with the Hospice in maintaining good standards of health and safety.
• Adhere to all NHTH policies and procedures at all times
• Actively promote and support the safeguarding of vulnerable adults, young people and children, observing and adhering to NHTH policies on safeguarding
• Uphold ethical and professional standards and not behave in a manner that is likely to bring the Hospice into disrepute.
• Promote and sustain a responsible attitude towards equal opportunities and diversity within the Hospice.
• Make a positive contribution to fundraising and raising the profile of the Hospice
• Demonstrate a commitment to ongoing registration requirements or any national professional or occupational standards associated with the role.
• Demonstrate a commitment to ongoing learning and development and to participate in any training relevant to the role.
• For designated roles, the post holder will be responsible for health & safety, business continuity planning and/or risk management. (These responsibilities will be notified on appointment).
• This job description is not exhaustive. It merely acts as a guide and may be amended to meet the changing requirements of the Hospice at any time after discussion with the post holder.

Person Specification

Qualifications

Essential

• 5 GCSEs or equivalent to include English and Maths
• Excellent up to date Microsoft Office knowledge

Desirable

• NVQ level 3 or equivalent in Business administration

Experience

Essential

• Proven recent administration experience including recent use of IT systems and Microsoft Office
• Excellent written and verbal skills
• Ability to communicate effectively at all levels
• Ability to work collaboratively with both internal and external parties
• Ability to work independently and with own initiative
• Experience of dealing with confidential information
• Ability to be sensitive to the needs of clients/carers who may be distressed/anxious, and access appropriate clinical staff
• Excellent organisational and time management skills
• Ability to be sensitive to the needs of clients/carers who may be distressed/anxious, and access appropriate clinical staff
• Excellent organisational and time management skills

Desirable

• Experience of working in an environment involved in end of life care
• Experience of working with volunteers or experience of
• being a volunteer
• Knowledge of SystmOne
• Experience of working in a health care setting

Personal Qualities

Essential

• Proactive and flexible
• Team player
• Friendly and approachable

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

The Norfolk Hospice Tapping House

Address

Wheatfields

Hillington

King’s Lynn

Norfolk

PE31 6BH

Employer's website

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