Job responsibilities
Overview of Role
To maintain
effective and efficient administration systems by providing daily
administrative support to the Care Coordination Centre and Inpatient Unit Teams
based at Mountbatten Hampshire to ensure the smooth running of all Mountbatten
services across Hampshire.
Responsible for
processing referrals/discharges, minute taking/meeting organisation/diary
management, sending the necessary medical letters/reports as required,
responding to enquiries received as required.
Responsible for
the input of all data management onto the designated Mountbatten systems,
including SystemOne as required by your teams and line manager.
Provide
administration support as required to other areas of Mountbatten Hampshire to
ensure the smooth running of services across the Mountbatten Group.
Care Coordination Centre General tasks
To provide a comprehensive administrative service to
key team and other colleagues and service users of Mountbatten Hampshire
To deal with all telephone enquiries from patients,
carers and external organisations courteously
and efficiently, taking messages and ensuring these are passed onto the
appropriate accurately to the relevant department/employees required
Assist the Clinical Team Leaders with maintaining departmental
rotas, diary and appointment schedules as requested on a daily basis
Ensure all tasks assigned to this role are dealt with
in a timely manner and act as the point of contact for Community Team queries
from all the Community and Medical Teams of Mountbatten
Maintain and order all stationery and forms for the
Community and Medical teams as required to ensure all items are fully stocked,
liaising with the Lead Receptionist for ordering
In conjunction with other relevant Mountbatten
Hampshire colleagues, assist in the design and development of administrative
processes/protocols to enhance the service provisions of Mountbatten
Hampshire
Assist with the preparation, development and production
of correspondence, agendas, minutes, reports and presentational material that
are delivered to Mountbatten Hampshire standards
To attend meetings, prepare agendas and produce minutes
at designated meetings, ensuring that any actions arising are communicated to
the relevant teams/employees and the actions are
completed in accordance with agreed deadlines.
All minutes to be produced in a timely fashion.
Process all referrals onto SystemOne accurately,
ensuring urgent requests are given priority and that these processed
immediately and raised with the Community and Medical team as required
Discharge patients from the Community Team as
requested, ensuring standard operating procedures are always adhered to
Provide a comprehensive administrative service within
the Care Coordination Centre to ensure that Community colleagues are supported,
but also to ensure that the Care Coordination Centre works as efficiently as
possible this will mean ensuring that administration is effective for all
Community team
To support Mountbatten Hampshire Medical Team with all
administration duties, to include
populating clinic letters from SystemOne and weekly medical rotas
To ensure and manage the smooth running of both
Community Team/ Inpatient Unit Syringe drivers. To accurately document on SystemOne in a timely manner the
booking out and return. To ensure syringe driver boxes are fully stocked in
readiness for use. To liaise with Inpatient Unit for ordering when
required.
Inpatient Unit Tasks
To check and maintain the daily bed state updating
the system regularly, to allow maximum and efficient use of bed space at
Mountbatten Hampshire
To check and complete patient identification data on
all relevant documentation, utilising the relevant computer system to update
information, as necessary, and ensure that sufficient patient identification
labels are available
To receive patients, relatives and visitors onto the
ward/unit/department, to ensure that they are appropriately orientated
Where applicable to assist medical colleagues by
ensuring that all visitors adhere to any prevailing visitor limitations or PPE
requirements at all times
To co-ordinate the appropriate storage of patient
property, ensuring that patients valuables are kept securely e.g. that patient
valuable are taken to the Finance Office
To ensure that SystemOne is used to update all patient
records, particularly admission/discharge recording
To make discharge/transfer arrangements for patients,
as instructed by nursing staff, to include the booking of transport service, if
required
To provide comprehensive administration support to
medical colleagues, which would include (but not be limited to), arranging
patient medical investigations, making outpatient/follow-up appointments,
assisting with non-medical enquiries, preparing medical certificates. To ensure
all death paperwork is completed in a
timely manner.
To assist/advise relatives in arranging overnight
accommodation, if required
Education and Training Responsibilities
Ensure you are compliant with all mandatory
training requirements as well as those required by Mountbatten Hampshire to
remain fully-informed in regards to hospice and Mountbatten Hampshire
expectations
Research,
Audit and Service Evaluation Responsibilities
Support
Mountbatten Hampshire colleagues with the formatting of audits when required
Other Responsibilities
Support the administration provision at Mountbatten
Hampshire by being flexible and able to cover Inpatient Unit Ward Clerk ASO
role and/or Reception as reasonably required
Provide administrative support to other areas of
Mountbatten as required
Complete internal audits and the associated audit
reports as required
Liaise as necessary with both internal and external
stakeholders, businesses, and members of the community, providing an effective
link with the organisation for those bodies and individuals
Develop and maintain effective working relationships
with all other Administration colleagues at Mountbatten Hampshire, volunteers
and visitors
Undertake specific project work as directed
General
All Mountbatten
employees are:
Required to abide by the Health & Safety at Work
Act
Required to attend mandatory and refresher training
annually
Required to respect confidentiality applying to all
Mountbatten matters
Required to work within Mountbatten policies and
procedures
Required to participate in and contribute to team
meetings
Required to cooperate and liaise with departmental
colleagues
Required to adhere to the Data Protection Legislation
and General Data Protection Regulations in all aspects
Required to provide a new DBS Certificate every three
years in line with the Disclosure and Barring Policy and Procedure
Expected to promote, at all times, Mountbattens
philosophy and uphold the Mountbatten
core values
Expected to demonstrate at all times a commitment
towards equality and diversity
Expected to demonstrate a commitment to their own
development, to take advantage of education and training opportunities and
develop their own competence
Expected to support and encourage harmonious internal
and external working relationships
Expected to make a positive contribution to fundraising
and raising the profile of Mountbatten
This
role profile is not exhaustive and all employees are expected to undertake
additional reasonable duties as requested.
The profile will be subject to periodic review and may be amended
following discussion between the post holder and employer.
