Clinical Administrator

Job description

Job responsibilities

OPERATIONAL RESPONSIBILITIES

Support for the In-Patient Service

To be responsible for ensuring that all referrals are entered onto the patient administration system and discussed by the appropriate team.

To send tasks and / or referrals electronically as instructed by clinical team.

Responsible for adding purple (Carers and family members) to SystmOne.

Manage and maintain patient record access via our electronic system, S1.

To collect, retrieve and distribute patients results and/or patient information in readiness for patient review by Doctors/Consultants.

To close down patient files due to discharge/RIP according to instruction from WIPCH senior nursing team, also ensuring that a system is set up and an accurate record is kept of files closed down and filed in current filing room/archive for audit purposes.

To be responsible for typing and distributing letters in a timely manner.

To ensure that any letters requiring signature are checked by the requesting individual and signed within an acceptable timescale.

Attend and minute staff team meetings as requested.

To develop office and secretarial practices, to continually improve service delivery.

To be responsible for ensuring that any patients records, or communications, are located/requested, and to ensure that patient records are kept in a neat order and archived on a regular basis.

To develop and maintain effective office systems, including electronic email, filing, photocopying, shredding and typing duties as required by the Clinical Team.

To work closely with members of the Clinical Team to ensure that the day-to-day activities of a busy workstation are confidentially and proactively managed.

To be responsible for taking clear, concise telephone messages, ensuring that they are communicated as quickly as possible to the appropriate person/s.

To act as main administrative contact in IPU / WIPCH / OPD.

To always maintain confidentiality, dealing with sensitive issues discretely and sensitively.

To act as an advocate and role model hospice values and behaviours.

General Administrative Support

Provide relief and additional administrative support to the Hospices administrative team, assisting with a variety of tasks and demonstrating flexibility to address priorities and fluctuations in workload.

Personal Development

Participate in the Hospice appraisal process and work towards meeting identified development needs.

COMMUNICATION AND WORKING RELATIONSHIPS

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.

As part of the whole hospice team, contribute actively to a culture of collaboration and continuous improvement.

INFORMATION SYSTEMS

Be fully conversant with operating computer software systems e.g. Syst1 for the retrieval and tracking of patient information and notes.

Excellent daily use of all Hospice key information systems, including Outlook, Word, Excel and PowerPoint

RESPONSIBILITY FOR PATIENT/CLIENT CARE

Work in close partnership with other Hospice Departments to ensure that service objectives are met, and patient experience is maximised.

Person Specification

Skills

Essential

• High level of computer literacy, including Microsoft Office Word, Excel, PowerPoint, Access and Outlook.
• Good oral and written communication skills, including on the telephone.
• The ability to filter information and assess priorities.
• The ability to keep accurate computer and paper records.
• The ability to work on own initiative and as part of a team.
• The ability to exercise discretion and with confidential and sensitive matters.
• The ability to work accurately to tight deadlines and deal effectively with multiple areas, projects and changing priorities.

Qualifications

Essential

• Trained and/or highly experienced in Microsoft Office applications.

Desirable

• Educated to A Level or equivalent, or with three years relevant experience.
• Formal qualification in computer literacy e.g. ECDL or equivalent.
• Proficient typing skills.

Experience

Essential

• Experience of working in an administrative role.
• Experience of working in a customer facing role or dealing with people on a day-to-day basis.

Desirable

• Experience of working in a healthcare or clinical setting.

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)