Clinical Administrator

Job description

Job responsibilities

OVERALL PURPOSE: The post holder will provide high-quality, efficient, and flexible administrative support across all areas of the organisation. Working as part of a multidisciplinary team, the Clinical Administrator will undertake administrative duties including manging referrals, handling patient enquiries, maintaining accurate records, and supporting the coordination of clinical and operational tasks.

This is a multi-skilled role requiring adaptability, excellent communication, and a strong understanding of EMIS and clinical administrative processes. The post holder will provide support and cover across services and departments as required

Main Duties of post

1. Assist with secretarial and administrative support to clinical and non-clinical areas of the Hospice, including working closely with, and supporting the nursing team and consultants

2. Assist with the inputting of referrals and other patient records that need be added to EMIS

3. Assist with maintaining our computerised system to record patient information for all clinical areas (EMIS)

4. Answer telephone calls and deal with these appropriately in a timely & polite manner. Directing calls to the appropriate department/person, always providing a courteous and efficient service. Taking messages in an accurate and complete manner when necessary.

5. Manage patient discharges and communicate relevant updates to clinicians and other professionals

6. Ensure all correspondence (letters, forms, reports) is accurately produced, logged in a timely manner

7. To ensure confidential patient records and administration documents are stored securely, including safe disposal

8. Assist with maintaining computerised diary systems and support with meeting room booking arrangements

9. Support reception duties when required

10. Providing cover for the other administrators where possible and if required e.g., absences due to sickness, holidays, training etc.

11. To undertake any other appropriate duties as requested by relevant Manager

Task Management and operational support

1.Complete daily administrative tasks including scanning, data entry, and document management.

2. Send referrals and correspondence to other organisations as directed

3. Maintain confidentiality and comply with data protection and information governance requirements at all times.

4. Assist in reviewing and improving administrative processes to enhance efficiency.

5. Provide flexible support and cover areas of need on demand, ensuring smooth service operation during absences or high workload periods.

System and Record Keeping

1. Use EMIS and other approved systems to manage patient records and clinical information securely.
2. Ensure data accuracy and contribute to maintaining compliance with organisational standards
3. Support audits, reporting and data collection as required.

Key Skills and Attributes

1. Excellent telephone and communication skills
2. Ability to work independently and as part of a multidisciplinary team
3. High attention to detail and accuracy in record keeping
4. Flexible and adaptable to changing priorities
5. Strong organisational and multitasking abilities
6. Commitment to confidentiality, professionalism, and quality service delivery

This job description is not exhaustive and is subject to review in conjunction with the post holder

Person Specification

Qualifications

Essential

• English Olevel or GCSE grade C or above

Desirable

• AMSPAR diploma or equivalent

Knowledge and Skills

Essential

• Excellent interpersonal skills
• Flexible approach to working
• Excellent interpersonal skills
• Good time management and organisational skills
• Ability to work under pressure to meet the demands of a busy service
• Ability to deal with distressed/anxious patients/relatives

Desirable

• Working in a palliative care setting / hospice

Experience

Essential

• Current / recent experience of working in a clinical setting in an administration role

Desirable

• Knowledge of using and amending EMIS patient record system
• Proficient with medical/ clinical terminology

Personal Attribiutes

Essential

• Good team player
• Willingness to learn new skills
• Calm and professional manner
• Willingness to embrace new ways of working
• Have a high regard for the work of hospices with the commitment to their ethos
• Evidence of the ability to engage with and actively promote Trinity values and ways of working

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Trinity Hospice

Address

Low Moor Road

Blackpool

Lancashire

FY2 0BG

Employer's website

https://www.trinityhospice.co.uk/ (Opens in a new tab)