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Martlets Hospice

Team Administrator (Bank)

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This job is now closed

Job summary

We are looking for a highly motivated, enthusiastic and friendly Administrator to join our team working on a bank contract over a 7 day week. Successful applicants will have previous administrative experience. You will need excellent communication skills to engage with patients, their loved ones and colleagues at all levels. You should be I.T. literate, able to prioritise your workload and work under pressure and flexibly to support the Team.

At Martlets we want everyone affected by life limiting illness to know they can still feel hope, purpose and possibility. We encourage and expect all staff to actively promote and live out our values in every aspect of their work. It is our ambition to provide support to more people and their family and friends in the last year of life. Our established services support people diagnosed with life limiting illness, and their family and friends to be cared for in their preferred place of care which is usually their own home and prevent unwanted admissions to hospitals.

Main duties of the job

Reporting to the Administration Manager, your role will include the following:

  • Provide administrative support for the Community Team, Patient and Family Support and where required, the Inpatient Unit.
  • Maintain and upkeep organisational procedures which facilitate the smooth running of the Hospice and Community admin office and team.
  • Provide a comprehensive administrative service with such tasks as writing correspondence, scanning and faxing documentation, photocopying, note taking, updating spreadsheets etc.
  • Cover the Hub, answer incoming calls and manage the calls where possible in addition to filtering out calls for other teams.
  • Update and manage SystmOne with all new incoming referrals contacts with current patients. Ensuring all relevant paperwork is scanned in on SystmOne and filed accordingly.
  • Undertake administrative related projects and assignments.

For more information about this role, please contact Barbara Taylor, Administration Team Manager on 01273 273400.

Please note that offers of employment are subject to receipt of satisfactory pre-employment checks. If you need any reasonable adjustments throughout the recruitment process, please contact us on 01273 021548 or atrecruitment@martlets.org.uk

About us

Martlets is a brilliant and rewarding organisation to work for. We are at the heart of Brighton & Hove, providing life-changing care to those living through terminal illness in and around the city.

From clinical care roles to fundraising and retail, we offer a range of full-time and part-time positions, on a permanent and fixed-term basis.

Our employees enjoy a wide range of employee benefits including: pension scheme, health care plan, 35 days paid holiday (pro-rata for part-time staff), independent and confidential support service.

Details

Date posted

08 January 2024

Pay scheme

Other

Salary

£11.20 to £12.40 an hour

Contract

Bank

Working pattern

Flexible working

Reference number

B0308-24-0000

Job locations

The Martlets Hospice

Wayfield Avenue

Hove

East Sussex

BN3 7LW


Job description

Job responsibilities

Job Purpose

To provide administration support across various departments as required

Support Hospice service teams through comprehensive, effective and efficient administration

To update, manage SystmOne with all new incoming referrals, contacts with current patients.

Ensure all relevant paperwork is scanned on the System and filed accordingly.

Maintain accurate and quality data input and management of the electronic patient record database.

Answer calls in the Hub and manage the calls where possible, filtering out calls to the Teams.

Checking RIPs and ensure this is recorded on SystmOne.

Provide a warm and friendly face to face experience for all stakeholders

IT and Administrative Skills

To develop and maintain the administrative/organisational procedures required within the Partnership team

To meet and greet hospice visitors and direct enquiries as required

To ensure that volunteers are directed in their roles and supported in their duties

Ensure tasks are completed accurately

To handle incoming calls and enquiries

To organise and distribute post

To maintain stocks of relevant literature and information.

To input statistical data onto the SystmOne database and any other spreadsheets/ databases on a day to day basis.

To work alongside the other clinical teams within the Hospice such as Inpatient Unit and Patient and Family Services Team and Day Services.

Complete administrative tasks for each role according to Martlets processes

To engage with all aspects of Martlets ethos in accordance with Martlets policies and procedures

Demonstrate flexibility to ensure patients and familys needs are effectively and appropriately met

To participate in training across the various clinical administration roles and the wider organisation

Interpersonal Skills

To have an understanding of and adhere to codes of client confidentiality.

To be able to deal calmly and professionally with family members/carers and clients on the phone who may be very distressed.

To be aware of limitations of role and always deferring to the team if unsure or concerned about a conversation with a client.

To have the emotional resilience to be able to cope with the nature of the work within the hospice, where hearing about death is a day to day occurrence.

To maintain good communications with all internal and external contacts, in order to provide and effective and efficient service.

To participate in training and personal development.

Job description

Job responsibilities

Job Purpose

To provide administration support across various departments as required

Support Hospice service teams through comprehensive, effective and efficient administration

To update, manage SystmOne with all new incoming referrals, contacts with current patients.

Ensure all relevant paperwork is scanned on the System and filed accordingly.

Maintain accurate and quality data input and management of the electronic patient record database.

Answer calls in the Hub and manage the calls where possible, filtering out calls to the Teams.

Checking RIPs and ensure this is recorded on SystmOne.

Provide a warm and friendly face to face experience for all stakeholders

IT and Administrative Skills

To develop and maintain the administrative/organisational procedures required within the Partnership team

To meet and greet hospice visitors and direct enquiries as required

To ensure that volunteers are directed in their roles and supported in their duties

Ensure tasks are completed accurately

To handle incoming calls and enquiries

To organise and distribute post

To maintain stocks of relevant literature and information.

To input statistical data onto the SystmOne database and any other spreadsheets/ databases on a day to day basis.

To work alongside the other clinical teams within the Hospice such as Inpatient Unit and Patient and Family Services Team and Day Services.

Complete administrative tasks for each role according to Martlets processes

To engage with all aspects of Martlets ethos in accordance with Martlets policies and procedures

Demonstrate flexibility to ensure patients and familys needs are effectively and appropriately met

To participate in training across the various clinical administration roles and the wider organisation

Interpersonal Skills

To have an understanding of and adhere to codes of client confidentiality.

To be able to deal calmly and professionally with family members/carers and clients on the phone who may be very distressed.

To be aware of limitations of role and always deferring to the team if unsure or concerned about a conversation with a client.

To have the emotional resilience to be able to cope with the nature of the work within the hospice, where hearing about death is a day to day occurrence.

To maintain good communications with all internal and external contacts, in order to provide and effective and efficient service.

To participate in training and personal development.

Person Specification

Experience

Essential

  • You will have previous administrative experience, and be proficient with using Microsoft Office packages including Outlook, Word and Excel. You should have recognised admin/computer qualifications or equivalent knowledge gained through relevant experience.
  • Experience in the use of database is an advantage but training will be provided.
  • Excellent organisational skill, attention to details and the ability to prioritise tasks is essential
  • Proven ability to prioritise workload and work to deadlines
  • Excellent interpersonal skills with the ability to manage relationships externally and internally via effective communication
  • Demonstrates a flexible approach to working and is can adapt to change confidently

Desirable

  • Awareness of palliative care principles and philosophy
  • Some experience of working with a healthcare setting is desirable

Qualifications

Essential

  • Good general education to GCSE or equivalent including English and
  • Maths
Person Specification

Experience

Essential

  • You will have previous administrative experience, and be proficient with using Microsoft Office packages including Outlook, Word and Excel. You should have recognised admin/computer qualifications or equivalent knowledge gained through relevant experience.
  • Experience in the use of database is an advantage but training will be provided.
  • Excellent organisational skill, attention to details and the ability to prioritise tasks is essential
  • Proven ability to prioritise workload and work to deadlines
  • Excellent interpersonal skills with the ability to manage relationships externally and internally via effective communication
  • Demonstrates a flexible approach to working and is can adapt to change confidently

Desirable

  • Awareness of palliative care principles and philosophy
  • Some experience of working with a healthcare setting is desirable

Qualifications

Essential

  • Good general education to GCSE or equivalent including English and
  • Maths

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

Martlets Hospice

Address

The Martlets Hospice

Wayfield Avenue

Hove

East Sussex

BN3 7LW


Employer's website

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

Employer details

Employer name

Martlets Hospice

Address

The Martlets Hospice

Wayfield Avenue

Hove

East Sussex

BN3 7LW


Employer's website

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

Employer contact details

For questions about the job, contact:

Adri Varga

recruitment@martlets.org.uk

01273021548

Details

Date posted

08 January 2024

Pay scheme

Other

Salary

£11.20 to £12.40 an hour

Contract

Bank

Working pattern

Flexible working

Reference number

B0308-24-0000

Job locations

The Martlets Hospice

Wayfield Avenue

Hove

East Sussex

BN3 7LW


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