Job summary
Are you highly organised, detail oriented, and passionate
about making a difference in healthcare?
Eden Valley Hospice and Jigsaw provide exceptional,
compassionate care to local people with life-limiting conditions and to
children and families across Cumbria. We are now seeking a dedicated and
organised Ward Clerk Administrator to join our team.
You'll be part of a
supportive and compassionate team where your role directly contributes to
improving the lives of patients and families. You'll work in a purpose-driven
environment with opportunities for training, development and meaningful daily
impact.
Main duties of the job
You'll be providing a high standard of administrative and ward clerk support to
Eden Valley Hospice and Jigsaw, ensuring accurate patient records, efficient
clinical administration, and robust data to inform decision-making and improve
service quality
About us
At Eden Valley
Hospice and Jigsaw, youll be part of a supportive and compassionate team where
your role directly contributes to improving the lives of patients and families.
Youll work in a purpose-driven environment with opportunities for training, development
and meaningful daily impact
Job description
Job responsibilities
Overall Aims
To provide a high standard of
administrative andward clerk supportto Eden Valley Hospice and Jigsaw,
ensuring accurate patient records, efficient clinical administration, and
robust data to inform decision-making and improve service quality
Key Responsibilities
Clinical & Administrative support
- Responsible for providing
secretarial and administrative support toboth clinical and non-clinical areas
of the Hospice with primary base being the Adult Inpatient Unit.
- Act as first point of contact
for visitors, relatives, carers, and professionals both face-to-face and via
telephone.
- Confidently answering the
telephone, fielding calls and taking/passing on messages when required
- Assisting with informing
appropriate professionals following a patients death/discharge
- Requesting confidential records and ensuring these are transferred and
stored securely, including safe disposal in accordance with current legislation
- Accountable for the preparation and development of necessary
documentation for clinical areas
- Maintenance of up-to-date ways of working for AIPU and relevant
administration processes
- Responsible for ensuring filing
systems are organised and maintained
- Returning NHS medical records using iFit system
- Update NHS IT and secure logins
for both new starters and leavers
- Delivering systems (EMIS)
support and training to clinical staff as required
- Support with internal and
external room bookings.
- Provide cover for the main
reception and other clinical areas when required.
- Provide administration support for relevant clinical meetings including sending out meeting invitations, documentation such as agendas and minute taking when required
- Providing holiday cover for
Ward Clerks and to work flexibly during these times to ensure cover is
available Monday Friday.
- Willingness to participate in training as required to keep up to date
with current technology, legislation, best practice and new process and
procedures.
- To undertake any other appropriate duties as requested and within your
capability as dictated by the needs of the organisation.
Data
& Reporting- Shared responsibility for
maintaining a computerised system (EMIS Web) to record patient information for Adult and Childrens services, including support system administration duties.
- Support with management of EMIS
system inclusive of: designing and maintaining of coded templates, production
of high-quality data aligned to Hospice Key Performance indicators.
- Support with general data
quality reporting.
- Support with monthly and
quarterly reporting on EMIS.
- Use of Microsoft programs to present
data and maintenance of relevant spreadsheets containing clinical data.
- Support with any other data
requests from relevant managers.
Compliance
& Governance- Ensure adherence to GDPR and
Data Protection Act 2018 to ensure effective information governance and
safeguarding..
- Maintain confidentiality and
information governance standards.
Job description
Job responsibilities
Overall Aims
To provide a high standard of
administrative andward clerk supportto Eden Valley Hospice and Jigsaw,
ensuring accurate patient records, efficient clinical administration, and
robust data to inform decision-making and improve service quality
Key Responsibilities
Clinical & Administrative support
- Responsible for providing
secretarial and administrative support toboth clinical and non-clinical areas
of the Hospice with primary base being the Adult Inpatient Unit.
- Act as first point of contact
for visitors, relatives, carers, and professionals both face-to-face and via
telephone.
- Confidently answering the
telephone, fielding calls and taking/passing on messages when required
- Assisting with informing
appropriate professionals following a patients death/discharge
- Requesting confidential records and ensuring these are transferred and
stored securely, including safe disposal in accordance with current legislation
- Accountable for the preparation and development of necessary
documentation for clinical areas
- Maintenance of up-to-date ways of working for AIPU and relevant
administration processes
- Responsible for ensuring filing
systems are organised and maintained
- Returning NHS medical records using iFit system
- Update NHS IT and secure logins
for both new starters and leavers
- Delivering systems (EMIS)
support and training to clinical staff as required
- Support with internal and
external room bookings.
- Provide cover for the main
reception and other clinical areas when required.
- Provide administration support for relevant clinical meetings including sending out meeting invitations, documentation such as agendas and minute taking when required
- Providing holiday cover for
Ward Clerks and to work flexibly during these times to ensure cover is
available Monday Friday.
- Willingness to participate in training as required to keep up to date
with current technology, legislation, best practice and new process and
procedures.
- To undertake any other appropriate duties as requested and within your
capability as dictated by the needs of the organisation.
Data
& Reporting- Shared responsibility for
maintaining a computerised system (EMIS Web) to record patient information for Adult and Childrens services, including support system administration duties.
- Support with management of EMIS
system inclusive of: designing and maintaining of coded templates, production
of high-quality data aligned to Hospice Key Performance indicators.
- Support with general data
quality reporting.
- Support with monthly and
quarterly reporting on EMIS.
- Use of Microsoft programs to present
data and maintenance of relevant spreadsheets containing clinical data.
- Support with any other data
requests from relevant managers.
Compliance
& Governance- Ensure adherence to GDPR and
Data Protection Act 2018 to ensure effective information governance and
safeguarding..
- Maintain confidentiality and
information governance standards.
Person Specification
Experience
Essential
- Experience of working in a customer facing role.
- Familiar with the Data Protection Act 2018 requirements and other relevant legislation.
Desirable
- Experience of working in the healthcare environment.
- Experience of Data production and analytics.
- Medical Letters.
- Clinical administration.
- EMIS Web (Electronic patient record).
- Experience of minute taking.
Qualifications
Essential
- GCSE qualifications including Maths and English (Grade C or above).
Desirable
- Business and Administration or Data focused Qualification or
- equivalent experience.
Skills and Abilities
Essential
- Proven strong organisational skills with ability to set up and manage systems.
- Ability to manage time and maintain priorities.
- Ability to multi-task and use initiative.
- Excellent and accurate communication skills both verbal and written.
- Excellent and accurate numerical skills.
- Excellent and accurate typing skills.
- Ability to work calmly and methodically under pressure .
- Excellent and accurate IT skills, Microsoft Office.
- Demonstrate full consideration to the working environment, with the ability to work with sensitive information and work in areas where emotional situations may arise.
Desirable
- Supporting and supervising volunteers
Personal qualities
Essential
- Commitment to the prime importance of confidentiality.
- Strong sense of responsibility and accountability.
- Ability to act on own initiative as well as a team member.
- Good interpersonal skills and ability to communicate at all levels.
- Willingness to participate in training as required to keep up to date with current technology, legislation, best practice and new process and procedure.
Person Specification
Experience
Essential
- Experience of working in a customer facing role.
- Familiar with the Data Protection Act 2018 requirements and other relevant legislation.
Desirable
- Experience of working in the healthcare environment.
- Experience of Data production and analytics.
- Medical Letters.
- Clinical administration.
- EMIS Web (Electronic patient record).
- Experience of minute taking.
Qualifications
Essential
- GCSE qualifications including Maths and English (Grade C or above).
Desirable
- Business and Administration or Data focused Qualification or
- equivalent experience.
Skills and Abilities
Essential
- Proven strong organisational skills with ability to set up and manage systems.
- Ability to manage time and maintain priorities.
- Ability to multi-task and use initiative.
- Excellent and accurate communication skills both verbal and written.
- Excellent and accurate numerical skills.
- Excellent and accurate typing skills.
- Ability to work calmly and methodically under pressure .
- Excellent and accurate IT skills, Microsoft Office.
- Demonstrate full consideration to the working environment, with the ability to work with sensitive information and work in areas where emotional situations may arise.
Desirable
- Supporting and supervising volunteers
Personal qualities
Essential
- Commitment to the prime importance of confidentiality.
- Strong sense of responsibility and accountability.
- Ability to act on own initiative as well as a team member.
- Good interpersonal skills and ability to communicate at all levels.
- Willingness to participate in training as required to keep up to date with current technology, legislation, best practice and new process and procedure.
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.
