Job summary
Help us make a difference to people with life-limiting illnesses...
Join our welcoming Clinical Administration team in a new role, providing clerical and administrative support to a range of clinical staff in our Therapies, Spiritual Care and Inpatient Unit teams (IPU & Clinical Services).
This role will support our work by acting as a key resource to create efficiency and effectiveness in our palliative care services.
You will be office-based, working across both of our Hospices (3 days in Coventry and 2 days in Warwick, with some flexibility).
We would love to hear from you if you have:
- Clinical administration experience
- Excellent verbal and written communication skills
- Strong IT skills including Microsoft Office
- Excellent organisation skills - of yourself and others
Other roles you might have experience of could include: Medical Administrator; Ward Clerk; GP Administrator; Clinical Secretary.
This role will require a standard DBS check because you will be working in an adult healthcare setting.
As this role requires working across two sites, you must be able to travel to Warwick and Coventry.
Main duties of the job
As the Clinical Administrator (IPU & Clinical Services), a typical day might include:
- Supporting the Therapies service with coordinating clinics and appointments and collating feedback
- Monitoring referrals and caseloads, and providing associated administrative support
- Assisting with patient correspondence and document archiving
- Covering for other clinical administrators during planned leave
- Using our patient records system EMIS and supporting clinicians in their day-to-day system use
We are committed to building an inclusive workplace and encourage everyone to bring their true selves to work. However you identify, and whatever background you bring with you, we welcome you to apply. If there are any adjustments that would help improve your experience with Myton, we encourage you to share this with us.
We particularly welcome applications from people with disabilities and from ethnic minorities, who are currently under-represented in our hospices. We also believe our interview process should be inclusive and transparent. If there is anything missing, or a way we can improve, please do let us know.
We share interview questions in advance, to help reduce nerves and enable you to truly show your best abilities. You are also welcome to bring any notes with you to your interview, if you would find this helpful.
If you would prefer a paper application form, or if you have any questions including support or adjustments, please contact HR on 01926 838 849 or at recruitment@mytonhospice.org
About us
At The Myton Hospices, we provide specialist care and support for people with life-limiting illnesses, and their loved ones, from the point of diagnosis to end of life. We are a much-loved and well supported charity, at the heart of our community. We have three hospices, a range of community services, and 26 charity shops in Coventry and Warwickshire.
Myton is an amazing place to work, where the role every person plays has a positive impact for our patients and their families. In recognition of this, we offer a wide range of employee benefits including:
- Increased employer pension contribution
- 28 days annual leave + bank holidays, increasing with long service
- Free on-site parking and discounted electric vehicle charging
- Additional leave purchasing
- Winter savings club
- Discount schemes including Blue Light Card
- Death in service benefit
- Dedicated staff wellbeing team & mental health first aiders
- Colleague Support Service: confidential financial, legal & mental health support
- Cycle to work scheme
- Free feminine hygiene products
- 24/7 GP access
- Free eye tests
- #DoingOurBit online fitness and wellbeing platform
- Menopause support
Job description
Job responsibilities
- Supporting Therapy Services, including coordinating caseload for planned six-week Fatigue and Breathlessness Clinics, held approx. 3 times a year. This includes contact with patients to book them into Clinics, monitoring attendance and obtaining feedback. Other related administrative tasks as required including receiving and monitoring IPU internal referrals.
- Supporting Spiritual Care Service, including monitoring caseloads and other administrative tasks as required, including receiving and monitoring IPU internal referrals.
- Supporting Clinical Administrator (IPU) on a daily basis with CQCs, Patient Notes tidying/archiving (updating Archive spreadsheet), purchase orders (e.g. for translators) and any ad-hoc duties as and when required.
- Covering Clinical Administrators (Coventry IPU, Warwick IPU, and Warwick Myton at Home) during absences
- Carrying out routine Data Quality reports for Services
- Supporting Counselling, Bereavement & Family Support Service and any other Myton Service as and when required
- Sharing responsibility for: ordering clinical team uniforms; Caldicott requests for information relating to patients; DWP forms and private medical insurance requests; Team Handbook and any updates; filing and archiving of Hospice patient records, both paper and electronic
- IPU Multidisciplinary Team meetings ("MDT")
- Working closely with Clinical Administration Manager and the wider Clinical Administration team to ensure there is a core level of cover across both sites at all times, including periods of annual leave. The Clinical Administration rota will be used to facilitate this.
- Ad-hoc work from Director of Patient & Family Services as and when required, delegated by Clinical Administration Manager
- Ad-hoc cover for Reception as and when required
- Supporting and covering other Clinical Administrators as and when required
- Assisting clinical staff in using the Hospice clinical database (EMIS)
- Supporting with troubleshooting EMIS patient issues, the EMIS Business Continuity Plans, and responsible for running daily or weekly data quality reports as required
- Accurately maintaining patient records and the confidentiality of systems, both paper and electronic, in accordance with the Data Protection regulations
- Liaising with Palliative Care teams, other Healthcare Professionals and secretarial staff in the NHS to obtain information regarding patients
- Receiving and relaying clinical messages from and/or about patients to relevant staff
- Providing administrative support to clinical staff, including typing, photocopying, filing, scanning, opening and distributing incoming post, and checking and responding to emails
- Ensuring systems and processes are shared with relevant staff to maintain the smooth running of the service
- Any other duties commensurate with the post
Job description
Job responsibilities
- Supporting Therapy Services, including coordinating caseload for planned six-week Fatigue and Breathlessness Clinics, held approx. 3 times a year. This includes contact with patients to book them into Clinics, monitoring attendance and obtaining feedback. Other related administrative tasks as required including receiving and monitoring IPU internal referrals.
- Supporting Spiritual Care Service, including monitoring caseloads and other administrative tasks as required, including receiving and monitoring IPU internal referrals.
- Supporting Clinical Administrator (IPU) on a daily basis with CQCs, Patient Notes tidying/archiving (updating Archive spreadsheet), purchase orders (e.g. for translators) and any ad-hoc duties as and when required.
- Covering Clinical Administrators (Coventry IPU, Warwick IPU, and Warwick Myton at Home) during absences
- Carrying out routine Data Quality reports for Services
- Supporting Counselling, Bereavement & Family Support Service and any other Myton Service as and when required
- Sharing responsibility for: ordering clinical team uniforms; Caldicott requests for information relating to patients; DWP forms and private medical insurance requests; Team Handbook and any updates; filing and archiving of Hospice patient records, both paper and electronic
- IPU Multidisciplinary Team meetings ("MDT")
- Working closely with Clinical Administration Manager and the wider Clinical Administration team to ensure there is a core level of cover across both sites at all times, including periods of annual leave. The Clinical Administration rota will be used to facilitate this.
- Ad-hoc work from Director of Patient & Family Services as and when required, delegated by Clinical Administration Manager
- Ad-hoc cover for Reception as and when required
- Supporting and covering other Clinical Administrators as and when required
- Assisting clinical staff in using the Hospice clinical database (EMIS)
- Supporting with troubleshooting EMIS patient issues, the EMIS Business Continuity Plans, and responsible for running daily or weekly data quality reports as required
- Accurately maintaining patient records and the confidentiality of systems, both paper and electronic, in accordance with the Data Protection regulations
- Liaising with Palliative Care teams, other Healthcare Professionals and secretarial staff in the NHS to obtain information regarding patients
- Receiving and relaying clinical messages from and/or about patients to relevant staff
- Providing administrative support to clinical staff, including typing, photocopying, filing, scanning, opening and distributing incoming post, and checking and responding to emails
- Ensuring systems and processes are shared with relevant staff to maintain the smooth running of the service
- Any other duties commensurate with the post
Person Specification
Qualifications
Desirable
- Secretarial, PA or Administration qualification
Experience
Essential
- Administration experience, including supporting clinical teams
- Handling confidential and sensitive patient data
- Supporting multiple people / teams within one role
Desirable
- Hospice or charity sector experience
Other
Essential
- The right to work in the UK
- Able to commute to Coventry (CV2 2HJ) and Warwick (CV34 6PX)
Skills, Knowledge and Attributes
Essential
- Excellent communication skills, including a friendly and professional telephone manner
- Excellent time management skills
- Self-motivated, able to work autonomously and show initiative
- Capacity to organise a diverse workload
- Proficient with IT and all Microsoft Office applications (Word, Excel, etc.)
- Able to deal sensitively with patients and their families in sometimes distressing circumstances.
- Team-working skills
- Ability to prioritise tasks, plan your workload and work under pressure
- Ability to adapt to change and have a flexible approach
- Conscientious and hardworking
Desirable
- Understanding of patient confidentiality
- Knowledge of patient databases
Person Specification
Qualifications
Desirable
- Secretarial, PA or Administration qualification
Experience
Essential
- Administration experience, including supporting clinical teams
- Handling confidential and sensitive patient data
- Supporting multiple people / teams within one role
Desirable
- Hospice or charity sector experience
Other
Essential
- The right to work in the UK
- Able to commute to Coventry (CV2 2HJ) and Warwick (CV34 6PX)
Skills, Knowledge and Attributes
Essential
- Excellent communication skills, including a friendly and professional telephone manner
- Excellent time management skills
- Self-motivated, able to work autonomously and show initiative
- Capacity to organise a diverse workload
- Proficient with IT and all Microsoft Office applications (Word, Excel, etc.)
- Able to deal sensitively with patients and their families in sometimes distressing circumstances.
- Team-working skills
- Ability to prioritise tasks, plan your workload and work under pressure
- Ability to adapt to change and have a flexible approach
- Conscientious and hardworking
Desirable
- Understanding of patient confidentiality
- Knowledge of patient databases
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.
