Clinical Administrator

Job description

Job responsibilities

Communication and relationships

• Communicate effectively with all members of the clinical team, passing on appropriate information which has been received.
• Liaise with external agencies as directed.
• Email, (using the NHS secure email system) patient information to external professionals, including information regarding the patients death or discharge.
• Act as first point of contact for patients and visitors to the In Patient Unit.
• Liaise on the telephone and via email with hospital trusts/GPs/Healthcare Professionals/Patients/Carers to facilitate admissions and discharges from the In Patient Unit and to respond to other general enquiries. This will include verbal, written and electronic media.
• Effectively communicate and liaise with all colleagues and volunteers of the Hospice
• Deal with enquiries in person or on the telephone, taking action where necessary and ensuring messages are communicated to relevant personnel in an appropriate and timely manner.
• Co-ordinate the booking of transport with North East Ambulance Service and volunteer transport.

Analytical and judgemental skills

• Required to make judgements in terms of prioritising and planning own workload
• Assist as far as possible in non-medical enquiries ensuring that all non-routine and medical enquiries are referred to the appropriate person. Assess and prioritise verbal, electronic and written information from various sources and resolve problems.

Planning and organisational skills

• The ability to work autonomously using own initiative and manage time effectively to meet deadlines.
• Organise own day to day activities and tasks relevant to own workload.
• Provide administrative support to the In Patient Unit to include filing, photocopying, shredding of confidential information, distribution, scanning etc.
• Arrange transportation for patients who are being discharge or going to hospital appointments.
• Monitor referral email inbox, printing referrals as they are received and ensuring they are past onto the IPU ward manager or senior nurse in charge.
• Administration around admissions, discharge and deaths, using a number of electronic systems (i.e SystmOne, CQC portal, Secure NHS email system).
• Receive information of patients to be admitted onto the ward, make up patient notes, print labels, register patient onto Systmone.
• Record relevant information in patient Systmone record.
• Preparation of bereavement packs
• Keep paperwork stocked up for clinical staff.
• Keep the IPU visual display board up to date.
• Type and email Doctors discharge letters to patients GP
• Complete CQC notifications using electronic portal and emailing via secure NHS email system.
• Maintain filling in both paper and electronic records.
• Ensure patient notes are achieved as per hospice policy and procedure.
• Arrange collection of specimens for path lab and collection of blood products for transfusion and collection.
• Input data into IPU relevant spreadsheets
• Receiving bereaved relatives, making them comfortable, responding sensitive to their needs and informing nursing staff they have arrived on the ward.

Physical skills

• Use standard keyboard skills for inputting information onto SystmOne (electronic patient records) and the preparation of discharge letters, and Guest and carers questionnaires
• Co-ordinate the provision of monitoring and KPI information on behalf of the Manager.

Patient/Client Care

• Provide general non-clinical advice and information to guests, relatives and carers

Policy and Service Development

• Adhere to all relevant Hospice and Departmental policies and procedures including information governance, confidentiality and data protection.
• Process all personal/sensitive data relating to patients and staff, in both manual and electronic records, in accordance with the Data Protection Act 1998, ensuring the security and confidentiality of data at all times.

The post holder must not for their own benefit or gain, or to divulge to any persons, firm or other organisation, any confidential information belonging to the Hospice, in relation to the affairs of St Cuthberts Hospice or dealings which may come to their knowledge during employment.

Financial and Physical Resources

• Exercise personal duty of care when using equipment eg computers, printers, photocopiers etc

Ensure all computer terminals/printers are switched off appropriately at the end of the day

Human Resources

• Attend mandatory training and training courses related to the duties of the post
• Provide support and advice to volunteers or less experienced staff in own area of work
• Prepare information and induction packs for new volunteers.
• Provide cover for colleagues where appropriate.

Information Resources

• Maintain an up to date and efficient filing system for clinical records and ensure confidential return of patient records where appropriate
• Establish and update patient notes and ensure that information is filed accurately and efficiently in line with established procedures
• Use the electronic patient record system to enter patient referral and discharge information (SystmOne)

Research and Development

• Keep up to date with any developments/trends in own area of work
• Continually look for ways to improve the quality of the service provided by the post holder.

Freedom to Act

Work within established procedures

• Work is supervised

Person Specification

Skills and Knowledge

Essential

• Good communication and interpersonal skills
• Ability to relate at all levels
• Demonstrate awareness of confidentiality issues
• Assertiveness skills
• Clear role boundaries
• The ability to prioritise workload effectively
• Good organisational skills

Desirable

• Knowledge of Microsoft office, in particular word
• Knowledge of patient information
• systems

Personal Attributes

Essential

• Portray a professional image
• Embrace and demonstrate the Hospice values
• Maintain confidentiality and discretion at all times
• Attention to detail
• Team player
• Ability to share working space
• Self motivated
• Non judgemental in approach
• Flexible approach to working

Experience

Essential

• Previous experience of working in a clerical environment
• Experience in dealing with the public
• Word processing/data input experience

Desirable

• Previous administrative experience
• within clinical/care setting

Qualifications

Essential

• Good standard of general education including GCSE in Maths and English
• Ability to input data accurately/efficiently
• ECDL/RSA II or equivalent in typing/word processing or willing to undertake qualification within an agreed timescale

Desirable

• NVQ 2 in customer care or
• administration

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

St Cuthbert’s Hospice

Address

St. Cuthbert's Hospice

Park House Road

Durham

DH1 3QF

Employer's website

https://www.stcuthbertshospice.com/ (Opens in a new tab)