Job responsibilities
Overall Purpose of the Role
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.
Main Tasks
Care of children and families
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.
Administration support for key care and medical staff
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.
Administration relating to children and families use of hospice
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.
Administration support for care staff
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.
Meetings management
To lead on the arrangement, agenda setting and resource collation for specified meetings, to take minutes, record key outcomes and disseminate as required.
Information Management
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.
Resource management
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.
General Responsibilities
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.
Working Arrangements
Normal working hours are split over 4 days between 9.00am to 5.00pm with 30 minutes to be taken for lunch between 12.00 2pm or at a time convenient to CHSW.
You may be asked to work additional hours as necessary which will include unsocial hours outside the above times for which TOIL will normally be given, rather than payment.
NOTE:
The job description is subject to the Terms and Conditions of service of CHSW, and the post- holder will undertake any other duties which may be required from time to time.
The above outlines the duties required for the time being to indicate the level of responsibility. It not a comprehensive or exclusive list. Duties, which do not change the general character of the job or level of responsibility entailed, may be varied from time to time.
This job description will be reviewed, in line with the developing organisation and service specification, but any amendments made will follow consultation with the post-holder.
