Job summary
Great Oaks Hospice provides quality end of life care and support services, free of charge, for adults, and their families, in the community.
Via our Hospice@Home and many other services, we aim to fulfill our mission of providing the best care & support when people need it most.
Main duties of the job
Great Oaks Hospice is a voluntary organisation that seeks to provide a
range of End-of-Life Care services, free of charge, for adults in the community
living with a life-shortening illness and to offer support to their families,
carers and friends. The purpose of the role
of the Medical Secretary is to provide a full secretarial and administrative
service to the clinical team. There will also be an expectation to be part of
the Reception Team, being flexible as needed to cover reception as required
within the opening hours of the Hospice.
About us
Great Oaks Hospice is located in Coleford, Gloucestershire. We are a charity and our team provide end of life care services, free
of charge, for adults, and their families, across the Forest of Dean
Community.
Our mission is to provide the best care and support for everyone when they need it most and working with our staff, volunteers, community, supporters and partners we aspire to be the most trusted provider of hospice care and support for our community.
Job description
Job responsibilities
-
Be a point of contact for Clinical enquiries
that come into the Hospice, ensuring they are passed promptly and effectively to
the appropriate service and manage consistent administration systems
effectively
-
Be proactive in updating and maintaining
patient information on SystmOne
-
To ensure Clinical Staff are made aware of
referrals into their service
-
To oversee the Record Retention process in the
Hospice
-
Provide low level IT support to staff as
needed
-
To add visits to Systmone for the Hospice at
Home Team
-
To input and maintain the Continuing Health
Care Spreadsheet for Hospice at Home billing
-
To oversee the Feedback Process and ensure
feedback is collated as per internal processes
-
To collate and upload monthly and quarterly
statistics to the Integrated Care Body
-
To gather, collate and share quarterly
clinical statistics with the Quality Group
-
To collate data and input KPIs for monthly
Senior Management Team Meetings
-
To oversee the running of the Zoom account
-
Provide cover for other administration team
members as required covering all reception duties during Hospice opening hours
- Be flexible
and undertake such other similar duties as assigned by the Administration
Manager and CEO.
Job description
Job responsibilities
-
Be a point of contact for Clinical enquiries
that come into the Hospice, ensuring they are passed promptly and effectively to
the appropriate service and manage consistent administration systems
effectively
-
Be proactive in updating and maintaining
patient information on SystmOne
-
To ensure Clinical Staff are made aware of
referrals into their service
-
To oversee the Record Retention process in the
Hospice
-
Provide low level IT support to staff as
needed
-
To add visits to Systmone for the Hospice at
Home Team
-
To input and maintain the Continuing Health
Care Spreadsheet for Hospice at Home billing
-
To oversee the Feedback Process and ensure
feedback is collated as per internal processes
-
To collate and upload monthly and quarterly
statistics to the Integrated Care Body
-
To gather, collate and share quarterly
clinical statistics with the Quality Group
-
To collate data and input KPIs for monthly
Senior Management Team Meetings
-
To oversee the running of the Zoom account
-
Provide cover for other administration team
members as required covering all reception duties during Hospice opening hours
- Be flexible
and undertake such other similar duties as assigned by the Administration
Manager and CEO.
Person Specification
Qualifications
Essential
- RSA 11/111
- ECDL or equivalent
- Proven IT literacy including competence with MS Office based systems e.g.Word, Excel, Access and PowerPoint
Personal Skills and Attributes
Essential
- Good communication skills
- Ability to compile and maintain accurate records
- IT literate able to use a range of Microsoft packages
- Good verbal and written communication skills including ability to deal with sensitive situations
- Confident and professional manner
- An absolute understanding of and respect for confidentiality and discretion
- Flexible in approach and willing to adapt to a changing environment
- Ability to work on own initiative and as part of a team
- Able to work flexibly and willing to work occasional evenings and weekends
Desirable
- Able to exercise judgment and sensitivity when dealing with patient enquiries
- Able to provide general information to visitors
Experience
Essential
- Experience of working in an administrative role
- A basic understanding of the work of the hospice and palliative care in general
Desirable
- Experience of working with volunteers
Person Specification
Qualifications
Essential
- RSA 11/111
- ECDL or equivalent
- Proven IT literacy including competence with MS Office based systems e.g.Word, Excel, Access and PowerPoint
Personal Skills and Attributes
Essential
- Good communication skills
- Ability to compile and maintain accurate records
- IT literate able to use a range of Microsoft packages
- Good verbal and written communication skills including ability to deal with sensitive situations
- Confident and professional manner
- An absolute understanding of and respect for confidentiality and discretion
- Flexible in approach and willing to adapt to a changing environment
- Ability to work on own initiative and as part of a team
- Able to work flexibly and willing to work occasional evenings and weekends
Desirable
- Able to exercise judgment and sensitivity when dealing with patient enquiries
- Able to provide general information to visitors
Experience
Essential
- Experience of working in an administrative role
- A basic understanding of the work of the hospice and palliative care in general
Desirable
- Experience of working with volunteers
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.
