Administrator - Senior Care Leadership Team
This job is now closed
Job summary
Ensuring the effective management and delivery of all Care administration at the appointed hospice site.
To lead and manage the comprehensive and effective delivery of clerical and administrative support to all care services at local hospice site and support the wider care administration team as required
To provide administrative and co-ordination support to SCLT Care meeting and projects.
To produce management information and other reports for the SCLT as required.
Main duties of the job
To be successful you must be highly organised, able to prioritise a busy workload, have an eye for detail, have Minute taking experience and strong all round communication skills. Competent IT skills including working knowledge of MS Excel, Word, PowerPoint and Outlook, as well as experience using databases is essential. Experience of working within a health or social care setting would be advantageous.
About us
Childrens Hospice South West, (CHSW) is a successful registered charity dedicated to the provision of hospice care for children with life limiting conditions and their families from the South West.
This is an excellent opportunity for an experienced, flexible and enthusiastic administrator to be part of the delivery of comprehensive and effective clerical support to the Senior Care Leadership Team (SCLT) and the wider care team at CHSW as required.
Details
Date posted
15 October 2024
Pay scheme
Other
Salary
£26,212 to £29,046 a year
Contract
Permanent
Working pattern
Full-time
Reference number
B0231-24-0035
Job locations
Redlands Road
Fremington
Barnstaple
Devon
EX31 2PZ
Job description
Job responsibilities
To lead and manage the comprehensive and effective delivery of clerical and administrative support to all care services at local hospice site and support the wider care administration team as required.
To supervise paid and voluntary administrative support staff.
To take responsibility for at least one specific Care based administrative CHSW wide task as required.
To recognise the key purpose of the provision of care within CHSW.
To respond to children and families in an appropriate and sensitive way and to ensure their queries receive prompt attention.
To lead on the establishment, development, implementation, and management of efficient administrative systems for the care services at the hospice.
To take the lead role in providing secretarial and administrative support to the Care Services at the hospice.
To ensure that incoming mail is opened, processed, and distributed for Care on the day it arrives at CHSW.
Deal with all phone enquiries in a courteous and helpful manner, with particular sensitivity to the needs of children and families. Accept incoming phone calls and transfer calls or take messages as appropriate. To pass phone messages on at the earliest opportunity according to the system agreed.
To receive visitors in a welcoming manner
To accurately produce letters, reports, or other documentation.
To produce information, data and reports when required.
Work with the Central Care Administration Team, PA Executive, Clinical Information System Team, and IT Team to ensure clear and effective communication and workstreams.
Work with the Central Care Administration Team to provide support where necessary. Supporting any administration cover required for CHSW care due to demand, illness and vacancy to support service continuity.
To be responsible for the administration of the Referral Process ; processing all referrals promptly: acknowledging letters immediately; recording information directly and accurately onto the care database; attending the weekly referral meetings and making records of decisions made and action to be taken.
To be responsible for the coordination, administration and documentation of family bookings at the hospice including the supporting correspondence and database input.
Oversee the children and family information available, both in paper and digitally, up to date and accessible to all. This will require close working with other local and central Care Admin teams and the CHSW Digital and Marketing Teams.
To provide administration support to the Care Team for project work, including the preparation of resource files; the production of charts and other care documents.
To undertake a co-ordinating role on specific projects, for example organising Open Days, User Groups, Remembering Events, and conferences and study days held at the hospice.
To support the preparation of Orders of Service if requested by the families of children who have died, undertaking all the design and layout work, and printing and producing the final copies.
To lead on the arrangement, agenda setting and resource collation for specified meetings, to take minutes, record key outcomes and disseminate as required.
To take a lead role in ensuring the establishment and maintenance Care Databases/Digital Systems, liaising closely with the wider Digital Team and the Head of Care.
To work collaboratively with the care team, to ensure seamless digital administration cover for the service is achieved ensuring colleagues are knowledgeable about the system, which may include providing training, support with documentation and guidance materials.
To be conscientious and careful in the maintenance of accurate records of all types, (written and digital) and to always adhere to the CHSW Confidentiality and Information Governance policies and procedures. To ensure that office and filing systems which guarantee confidentiality are maintained.
Establish and maintain an effective system of office filing (paper and electronic) which is compatible with systems in use by other administration colleagues and ensure that the office operates in an efficient and effective manner.
To ensure that all information relating to children and families is stored in line with the requirements of the Data Protection Act and Childrens Hospice South Wests policy on the creation, management, storage and destruction of health records.
To ensure all compliance and security standards are met in line with the NHS tool kit under the direction of the Care Digital Lead.
To ensure the quality agenda is central to all administration systems and developments ensuring that we continue to improve services and meet all the safety and regulatory requirements. This includes ensuring data is accurate, easily accessible, and reportable.
To ensure all relevant financial documentation, e.g. Purchase Orders, invoices etc for care services are raised and processed in accordance with the relevant guidelines and procedures and in liaison with the finance team.
To collate procurement receipts each month and submit to the finance team.
To be aware of the need to use the resources of Childrens Hospice South West wisely and effectively; maintaining a cost-conscious approach to avoid the wasteful use of funds.
CHSW expects of its employees the highest standards of behaviour in carrying out their duties and responsibilities, which are in accordance with legislative requirements. CHSW employees are expected to act fairly and with consideration and uphold CHSWs values and behaviours at all times.
To be responsible for ensuring compliance with CHSW policies, procedures and contractual requirements.
To comply with CHSWs Equality, Diversity and Inclusion Policy.
To safeguard children and vulnerable adults. All staff must be familiar with, and adhere to, the CHSW children and vulnerable adults procedures and guidelines. To be familiar with your role and responsibility around safeguarding children and to ensure that you have completed training at a level commensurate with your role.
To be aware of the responsibilities placed on you under the Health and Safety at Work Act (1974) and any subsequent relevant legislation and follow these in full at all times ensuring that they act in line with all agreed procedures at all times in order to maintain a safe environment and identification of potential risks for all employees, children, families and visitors, taking action as and when required.
To regularly update and maintain your knowledge of safety rules; fire drills; internal security; and accident procedures and adhere to these at all times. To be aware of the safety needs of children, siblings, parents and other staff and adopt a preventative safety approach at all times. Report all accidents and incidents accurately and promptly to the appropriate responsible person.
To maintain confidentiality of information about clients, children, families, staff, and other CHSW business and at all times, meet the requirements of the Data Protection Act (1998), as well as comply with all CHSW Information Governance and Data Protection policies.
Maintain personal and professional development to meet the changing demands of the job, participate in an annual appraisal and appropriate training activities, encourage and support staff development and training. To attend mandatory training.
To ensure that statutory professional updating and revalidation requirements are maintained and proof of renewed registration when this is due.
To work within infection control guidelines to ensure that work methods do not constitute a risk of infection to other work colleagues, children, families, or to any persons working/visiting in CHSW premises.
Take responsibility for your own emotional well-being; taking steps to maintain a balance between work and home life; and to be aware of the importance of maintaining professional boundaries.
Job description
Job responsibilities
To lead and manage the comprehensive and effective delivery of clerical and administrative support to all care services at local hospice site and support the wider care administration team as required.
To supervise paid and voluntary administrative support staff.
To take responsibility for at least one specific Care based administrative CHSW wide task as required.
To recognise the key purpose of the provision of care within CHSW.
To respond to children and families in an appropriate and sensitive way and to ensure their queries receive prompt attention.
To lead on the establishment, development, implementation, and management of efficient administrative systems for the care services at the hospice.
To take the lead role in providing secretarial and administrative support to the Care Services at the hospice.
To ensure that incoming mail is opened, processed, and distributed for Care on the day it arrives at CHSW.
Deal with all phone enquiries in a courteous and helpful manner, with particular sensitivity to the needs of children and families. Accept incoming phone calls and transfer calls or take messages as appropriate. To pass phone messages on at the earliest opportunity according to the system agreed.
To receive visitors in a welcoming manner
To accurately produce letters, reports, or other documentation.
To produce information, data and reports when required.
Work with the Central Care Administration Team, PA Executive, Clinical Information System Team, and IT Team to ensure clear and effective communication and workstreams.
Work with the Central Care Administration Team to provide support where necessary. Supporting any administration cover required for CHSW care due to demand, illness and vacancy to support service continuity.
To be responsible for the administration of the Referral Process ; processing all referrals promptly: acknowledging letters immediately; recording information directly and accurately onto the care database; attending the weekly referral meetings and making records of decisions made and action to be taken.
To be responsible for the coordination, administration and documentation of family bookings at the hospice including the supporting correspondence and database input.
Oversee the children and family information available, both in paper and digitally, up to date and accessible to all. This will require close working with other local and central Care Admin teams and the CHSW Digital and Marketing Teams.
To provide administration support to the Care Team for project work, including the preparation of resource files; the production of charts and other care documents.
To undertake a co-ordinating role on specific projects, for example organising Open Days, User Groups, Remembering Events, and conferences and study days held at the hospice.
To support the preparation of Orders of Service if requested by the families of children who have died, undertaking all the design and layout work, and printing and producing the final copies.
To lead on the arrangement, agenda setting and resource collation for specified meetings, to take minutes, record key outcomes and disseminate as required.
To take a lead role in ensuring the establishment and maintenance Care Databases/Digital Systems, liaising closely with the wider Digital Team and the Head of Care.
To work collaboratively with the care team, to ensure seamless digital administration cover for the service is achieved ensuring colleagues are knowledgeable about the system, which may include providing training, support with documentation and guidance materials.
To be conscientious and careful in the maintenance of accurate records of all types, (written and digital) and to always adhere to the CHSW Confidentiality and Information Governance policies and procedures. To ensure that office and filing systems which guarantee confidentiality are maintained.
Establish and maintain an effective system of office filing (paper and electronic) which is compatible with systems in use by other administration colleagues and ensure that the office operates in an efficient and effective manner.
To ensure that all information relating to children and families is stored in line with the requirements of the Data Protection Act and Childrens Hospice South Wests policy on the creation, management, storage and destruction of health records.
To ensure all compliance and security standards are met in line with the NHS tool kit under the direction of the Care Digital Lead.
To ensure the quality agenda is central to all administration systems and developments ensuring that we continue to improve services and meet all the safety and regulatory requirements. This includes ensuring data is accurate, easily accessible, and reportable.
To ensure all relevant financial documentation, e.g. Purchase Orders, invoices etc for care services are raised and processed in accordance with the relevant guidelines and procedures and in liaison with the finance team.
To collate procurement receipts each month and submit to the finance team.
To be aware of the need to use the resources of Childrens Hospice South West wisely and effectively; maintaining a cost-conscious approach to avoid the wasteful use of funds.
CHSW expects of its employees the highest standards of behaviour in carrying out their duties and responsibilities, which are in accordance with legislative requirements. CHSW employees are expected to act fairly and with consideration and uphold CHSWs values and behaviours at all times.
To be responsible for ensuring compliance with CHSW policies, procedures and contractual requirements.
To comply with CHSWs Equality, Diversity and Inclusion Policy.
To safeguard children and vulnerable adults. All staff must be familiar with, and adhere to, the CHSW children and vulnerable adults procedures and guidelines. To be familiar with your role and responsibility around safeguarding children and to ensure that you have completed training at a level commensurate with your role.
To be aware of the responsibilities placed on you under the Health and Safety at Work Act (1974) and any subsequent relevant legislation and follow these in full at all times ensuring that they act in line with all agreed procedures at all times in order to maintain a safe environment and identification of potential risks for all employees, children, families and visitors, taking action as and when required.
To regularly update and maintain your knowledge of safety rules; fire drills; internal security; and accident procedures and adhere to these at all times. To be aware of the safety needs of children, siblings, parents and other staff and adopt a preventative safety approach at all times. Report all accidents and incidents accurately and promptly to the appropriate responsible person.
To maintain confidentiality of information about clients, children, families, staff, and other CHSW business and at all times, meet the requirements of the Data Protection Act (1998), as well as comply with all CHSW Information Governance and Data Protection policies.
Maintain personal and professional development to meet the changing demands of the job, participate in an annual appraisal and appropriate training activities, encourage and support staff development and training. To attend mandatory training.
To ensure that statutory professional updating and revalidation requirements are maintained and proof of renewed registration when this is due.
To work within infection control guidelines to ensure that work methods do not constitute a risk of infection to other work colleagues, children, families, or to any persons working/visiting in CHSW premises.
Take responsibility for your own emotional well-being; taking steps to maintain a balance between work and home life; and to be aware of the importance of maintaining professional boundaries.
Person Specification
Qualifications
Essential
- Good standard of education (GCSE or equivalent).
- RSA/OCR III or IBT 2 or 3 (or demonstrable work experience at this level).
- Excellent working knowledge of MS Excel, Word, PowerPoint, Outlook and the Internet.
- Knowledge and experience of using databases and the ability to interrogate these systems for information.
- Used to working to deadlines, but where accuracy cannot be compromised.
- Experience in providing accurate and clear meeting notes/minutes.
- Good written and verbal communication skills, (including excellent telephone manner).
- Highly developed organisational skills and ability to prioritise work.
- Thorough understanding of the need for confidentiality.
- Proven ability to organise and manage information in a systematic way.
- Demonstrable ability to carry out detailed and sometimes complex work.
- Ability to function in a multi-tasking role in a busy environment.
- Ability to work on own initiative as well as be a team player.
- Good keyboard skills.
- Ability and willingness to adapt to changing methods and technology for working and communicating; including remote working when required.
- Resourceful, energetic and positive approach to work.
- A collaborative approach which is courteous, confident and consistent
- Ability to work well under pressure.
- A proactive and inquisitive approach to work.
- Interest in, and commitment to, the aims and objectives of CHSW.
- Satisfactory enhanced DBS certificate.
Desirable
- Experience of supervising/overseeing a small team.
- Supporting a team of Senior Managers.
- Experience working within a health or social care context.
- Experience of using MS Publisher and Adobe Photoshop.
- Current UK driving licence.
Person Specification
Qualifications
Essential
- Good standard of education (GCSE or equivalent).
- RSA/OCR III or IBT 2 or 3 (or demonstrable work experience at this level).
- Excellent working knowledge of MS Excel, Word, PowerPoint, Outlook and the Internet.
- Knowledge and experience of using databases and the ability to interrogate these systems for information.
- Used to working to deadlines, but where accuracy cannot be compromised.
- Experience in providing accurate and clear meeting notes/minutes.
- Good written and verbal communication skills, (including excellent telephone manner).
- Highly developed organisational skills and ability to prioritise work.
- Thorough understanding of the need for confidentiality.
- Proven ability to organise and manage information in a systematic way.
- Demonstrable ability to carry out detailed and sometimes complex work.
- Ability to function in a multi-tasking role in a busy environment.
- Ability to work on own initiative as well as be a team player.
- Good keyboard skills.
- Ability and willingness to adapt to changing methods and technology for working and communicating; including remote working when required.
- Resourceful, energetic and positive approach to work.
- A collaborative approach which is courteous, confident and consistent
- Ability to work well under pressure.
- A proactive and inquisitive approach to work.
- Interest in, and commitment to, the aims and objectives of CHSW.
- Satisfactory enhanced DBS certificate.
Desirable
- Experience of supervising/overseeing a small team.
- Supporting a team of Senior Managers.
- Experience working within a health or social care context.
- Experience of using MS Publisher and Adobe Photoshop.
- Current UK driving licence.
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
Children’s Hospice South West
Address
Redlands Road
Fremington
Barnstaple
Devon
EX31 2PZ
Employer's website
Employer details
Employer name
Children’s Hospice South West
Address
Redlands Road
Fremington
Barnstaple
Devon
EX31 2PZ
Employer's website
Employer contact details
For questions about the job, contact:
Details
Date posted
15 October 2024
Pay scheme
Other
Salary
£26,212 to £29,046 a year
Contract
Permanent
Working pattern
Full-time
Reference number
B0231-24-0035
Job locations
Redlands Road
Fremington
Barnstaple
Devon
EX31 2PZ
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