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Clinical administrator- Medical support

St. Rocco’s Hospice

Information:

This job is now closed

Job summary

St. Rocco's Hospice is looking to recruit a clinical administrator to report to the Medical Director to provide comprehensive administrative support of a high standard, to the Medical Director and the clinical team to enable exemplary service onsite at the Hospice.

This role requires innovative thinking, autonomous working and the ability to develop strong productive relationships. Excellent communication, organisational, planning, scheduling and problem-solving skills are essential.

22.5 hours per week- part time and potentially full-time hours will be considered for the right candidate.

Main duties of the job

  • Manage the Medical Directors office, achieving high standards in terms of efficiency, presentation standards and customer care.
  • Organise the Medical Directors electronic diaries and communications in line with priorities.
  • Be pro-active in dealing with issues without instruction as appropriate.
  • Arrange routine and ad hoc meetings, briefings, preparing necessary agendas, reports, minutes, overheads etc. Both face to face and virtually.
  • Writing letters to patients and companies in a well-structured manner.
  • (please see Job description for further details)

We offer employees a competitive salary as well as a comprehensive benefits package which includes but is not limited to:

  • Annual holiday entitlement is 7 working weeks inclusive of all public holiday entitlement
  • Contributory Company Group Pension Plan (NHS Pension Scheme members have the option of continuing in this scheme)
  • Medical Cash Plan
  • Life assurance
  • Free onsite car park

We commit to our employees well-being through work life balance, on-going development, support and reward.

St. Rocco's Hospice is an Equal Opportunities Employer. All offers of employment are subject to 2 references & DBS.

St. Rocco's Hospice is not part of the NHS and is not licensed to sponsor foreign nationals. All offers of employment are subject to / conditional upon satisfactory documentary proof of right to work in the UK.

About us

St. Rocco's Hospice is a registered charity, not part of the NHS and it costs over £4.5 million to run the Hospice every year. We rely on support from the community of Warrington, both through volunteering time and donating money to enable us to continue our existing services.

For this reason, it is encouraged that all members of staff will also support the fundraising activities of the Hospice. We encourage every staff member to help at, participate in, or support at fundraising activities every year. Opportunities to support fundraising activities vary and could include helping at fundraising and shop events, taking part in an event and raising sponsorship or attending cheque presentations. Staff members will be asked as part of their annual appraisal which events, they have supported.

About the Team:

At St. Rocco's Hospice, you will find a fantastic team spirit and a commitment to developing you and your skills so that you can choose a long-term career with us.

Closing date: 24th November. In order to streamline our recruitment process, we reserve the right to expire vacancies prior to the advertised closing date once we have received a sufficient number of applications

Date posted

14 November 2024

Pay scheme

Other

Salary

£12.31 an hour

Contract

Permanent

Working pattern

Part-time, Flexible working

Reference number

B0255-24-0005

Job locations

Lockton Lane

Bewsey

Warrington

Cheshire

WA5 0BW


Job description

Job responsibilities

OPERATIONAL RESPONSIBILITIES

MEDICAL DIRECTOR SUPPORT

Draft/Produce correspondence reports, agendas, minutes and presentations using Microsoft Office.

Arrange and plan meetings both face to face and virtually.

Create, manage and update documents and electronical filing systems, maintaining excellent records and following information governance policies.

Act as a minute taker for key internal and external meetings chaired by the Medical Director (MD).

Update and maintain MD & team holiday and absence records in line with organisational protocols.

Manage the timely administration of timesheets, expenses and course booking.

Handle incoming and outgoing communication and direct appropriately.

Support the Medical Director to run their office efficiently, supporting with Day to day diary management for the MD, using Microsoft Outlook and NHS Calendars: add, amend, delete appointments, send invites, book rooms and venues and forward plan.

Set up and co-ordinate internal and external meetings for the MD and the medical team, including Journal Club. Invite attendees, promote, circulate documentation and collate feedback.

The MD is also the organisations Caldicott guardian, so support with logging and tracking relevant issues and queries,

Meet and greet visitors to the department appropriately.

Schedule annual appraisals and regular supervision meetings for the medical team and type up outcomes.

Liaise with external partners to ensure all documentation for medical appraisal and revalidation is forwarded in a timely manner.

Organise occasional business travel, itineraries and accommodation for external courses.

Manage, formalise and distribute the medical team on call weekly rotas.

Liaise with the hospital regarding MD consultant on call cover.

Provide a point of contact for the MD and medical team during periods of annual leave, as requested. General office administration supporting the smooth running of the team/department

MEDICAL PLACEMENTS SUPPORT

Organise regular induction programmes for visiting trainees and medical attachments.

Co ordinating medical students, GPSTs and shadowing with clinical teams including nursing and AHP teams

ADMINISTRATION SUPPORT AND COVER

Provide relief or additional administrative support for the Hospices administrative team, across a range of functions, being flexible to respond to priorities and workload peaks and troughs.

Staff management

None

Financial management

To work within financial budget of operational model and ensure cost savings are identified where noted.

Responsibility for patient/client care

None

COMMUNICATION AND WORKING RELATIONSHIPS

To work as a positive team member at all times.

To contribute to the maintenance of St. Roccos credibility, success and reputation.

To establish and maintain effective working relationships internally with the Clinical Team, and externally with healthcare professionals, patients and families to ensure effectiveness of the service.

To provide cover for other members of the Clinical Administration Team when required and requested.

To communicate appropriately with patients, families and carers who may be distressed, anxious or who need support, reassurance and empathy.

INFORMATION SYSTEMS

To deal with sensitive and confidential information whilst maintaining confidentiality at all times, and being compliant with GDPR, & national guideline standards.

Be fully conversant with operating computer software systems including SystmOne for recording of patient information as required.

Job description

Job responsibilities

OPERATIONAL RESPONSIBILITIES

MEDICAL DIRECTOR SUPPORT

Draft/Produce correspondence reports, agendas, minutes and presentations using Microsoft Office.

Arrange and plan meetings both face to face and virtually.

Create, manage and update documents and electronical filing systems, maintaining excellent records and following information governance policies.

Act as a minute taker for key internal and external meetings chaired by the Medical Director (MD).

Update and maintain MD & team holiday and absence records in line with organisational protocols.

Manage the timely administration of timesheets, expenses and course booking.

Handle incoming and outgoing communication and direct appropriately.

Support the Medical Director to run their office efficiently, supporting with Day to day diary management for the MD, using Microsoft Outlook and NHS Calendars: add, amend, delete appointments, send invites, book rooms and venues and forward plan.

Set up and co-ordinate internal and external meetings for the MD and the medical team, including Journal Club. Invite attendees, promote, circulate documentation and collate feedback.

The MD is also the organisations Caldicott guardian, so support with logging and tracking relevant issues and queries,

Meet and greet visitors to the department appropriately.

Schedule annual appraisals and regular supervision meetings for the medical team and type up outcomes.

Liaise with external partners to ensure all documentation for medical appraisal and revalidation is forwarded in a timely manner.

Organise occasional business travel, itineraries and accommodation for external courses.

Manage, formalise and distribute the medical team on call weekly rotas.

Liaise with the hospital regarding MD consultant on call cover.

Provide a point of contact for the MD and medical team during periods of annual leave, as requested. General office administration supporting the smooth running of the team/department

MEDICAL PLACEMENTS SUPPORT

Organise regular induction programmes for visiting trainees and medical attachments.

Co ordinating medical students, GPSTs and shadowing with clinical teams including nursing and AHP teams

ADMINISTRATION SUPPORT AND COVER

Provide relief or additional administrative support for the Hospices administrative team, across a range of functions, being flexible to respond to priorities and workload peaks and troughs.

Staff management

None

Financial management

To work within financial budget of operational model and ensure cost savings are identified where noted.

Responsibility for patient/client care

None

COMMUNICATION AND WORKING RELATIONSHIPS

To work as a positive team member at all times.

To contribute to the maintenance of St. Roccos credibility, success and reputation.

To establish and maintain effective working relationships internally with the Clinical Team, and externally with healthcare professionals, patients and families to ensure effectiveness of the service.

To provide cover for other members of the Clinical Administration Team when required and requested.

To communicate appropriately with patients, families and carers who may be distressed, anxious or who need support, reassurance and empathy.

INFORMATION SYSTEMS

To deal with sensitive and confidential information whilst maintaining confidentiality at all times, and being compliant with GDPR, & national guideline standards.

Be fully conversant with operating computer software systems including SystmOne for recording of patient information as required.

Person Specification

Qualifications

Essential

  • Educated to A Level or equivalent, or with three years relevant experience.
  • Qualified or trained in Microsoft Office applications.

Desirable

  • Formal qualification in computer literacy e.g. ECDL or equivalent.
  • Proficient typing skills, including audio typing.

Experience

Essential

  • Experience of using patient record systems, ideally SystmOne
  • Experience of working in a clinical administrative role
  • High level of computer literacy, including Microsoft Office Word,
  • Excel, PowerPoint, Access and Outlook and NHS Email
Person Specification

Qualifications

Essential

  • Educated to A Level or equivalent, or with three years relevant experience.
  • Qualified or trained in Microsoft Office applications.

Desirable

  • Formal qualification in computer literacy e.g. ECDL or equivalent.
  • Proficient typing skills, including audio typing.

Experience

Essential

  • Experience of using patient record systems, ideally SystmOne
  • Experience of working in a clinical administrative role
  • High level of computer literacy, including Microsoft Office Word,
  • Excel, PowerPoint, Access and Outlook and NHS Email

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. Rocco’s Hospice

Address

Lockton Lane

Bewsey

Warrington

Cheshire

WA5 0BW


Employer's website

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

Employer details

Employer name

St. Rocco’s Hospice

Address

Lockton Lane

Bewsey

Warrington

Cheshire

WA5 0BW


Employer's website

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

For questions about the job, contact:

Clinical Admin Manager

Sarah Tabern

recruitment@stroccos.org.uk

01925575780

Date posted

14 November 2024

Pay scheme

Other

Salary

£12.31 an hour

Contract

Permanent

Working pattern

Part-time, Flexible working

Reference number

B0255-24-0005

Job locations

Lockton Lane

Bewsey

Warrington

Cheshire

WA5 0BW


Supporting documents

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