Clinical Administration Team Lead

Job description

Job responsibilities

JOB PURPOSE

The Clinical Administration Team Lead is responsible for ensuring the smooth operation of clinical services at Hospice of the Valleys by providing high-level administrative support to the clinical team. This role includes managing the clinical administration team and enhancing administrative processes to support efficient service delivery. The clinical administration team lead will be part of the clinical leadership team of Hospice Of The Valleys, responsible for the strategic direction and implementation of organisational objectives.

ROLE OF DEPARTMENT

The clinical administration team at Hospice of the Valleys provide site-based administration support to a multi-disciplinary clinical team, maintaining efficient systems and processes relating to patients care.

Scope and Range

• To develop innovative ways of working to ensure positive outcomes for service delivery
• To represent and provide administration support in relevant meetings and across a number of environments
• To ensure the transfer of knowledge and sharing of best practice across the Team and Services
• To engage in the strategic development of the administration team and service delivery
• To provide professional leadership, guidance and mentorship to members of the administration team

MAIN TASKS, DUTIES AND RESPONSIBILITIES

Administration Support

Working across the range of services offered by Hospice of the Valleys and under the supervision of the Head of Clinical Services, the post holder will:

Provide full administrative support to all members of the Hospice teams, including but not limited to:

Compilation and maintenance of administrative records.

Production of statistics and reports as required.

Preparation of all required patient, hospice and service documentation.

Preparation of patient information packs and documentation folders.

Completion of patient discharge letters.

Filing of patient notes after death and discharge.

Maintaining documentation, circulating information on updates as requested by the Head of Clinical Services/Consultant in Palliative Medicine.

Contributing to clinical data dashboard reporting and clinical statistical reports as required.

Process patient referrals, ensuring adherence to service requirements and maintaining appropriate records in line with Hospice policy and procedure.

Maintain and oversee electronic patient records on in-house database, I-care and relevant software, carrying out regular system checks to ensure accuracy of data. Ensure all new patient information and patient data, is updated in accordance with Hospice policy and procedure and required standards of documentation.

Be responsible for the oversight audits of clinical records working in line with the governance structure of the Hospice.

Act as a first point of contact for all incoming clinical enquiries, from healthcare professionals, patients and relatives, taking referrals, messages and transferring to clinical staff as appropriate.

Support the Senior Management Team in the delivery of organisational objectives by generating performance indicator data.

Has the ability to monitor and analyse complex patient activity data, interpreting and comparing information around trend analysis.

Be skilled in extracting and validating complex and sensitive data.

Leadership and Accountability

Be responsible for the line management of two clinical administrators within the Clinical Administration team, ensuring relevant policies and procedures are followed correctly.

Be part of the clinical leadership team, attending relevant meetings such as clinical governance and clinical leads monthly meeting.

Be flexible to the needs of the services in order to ensure smooth running of the department. Managing team absences and annual leave requests to ensure adequate cover for the service. Actively participate in the duties of the department as required.

Support nominated leads (e.g., Clinical Leads, Safeguarding Lead, Education Lead and Head of Clinical Services) in coordinating sensitive matters related to patient safeguarding, accidents, incidents, and complaints.

Prepare and manage key meetings and events, including drafting agendas, producing minutes, tracking action points, and handling venue logistics.

Work independently while being able to seek advice or support when needed.

To provide professional supervision and appraisal to members of the team, including volunteers to achieve service aims and objectives.

To assist the Head of Clinical Services in responding to concerns identified within supervision which may include performance, capability or wellbeing.

Act as a guardian of professional codes of practice within the organisation.

To support and implement changes in methods and approaches to work as may be required.

To assume responsibility or cover for other team members as required.

To provide written reports and audit information to head of clinical services for review by senior leadership team and board of trustees.

Provide insight in to policy reviews and updates, be responsible for policy creation and dissemination alongside clinical leadership team and SMT.

Participate, facilitate and lead working groups for small projects as directed by Head of Clinical Services.

PHYSICAL, MENTAL, EMOTIONAL AND ENVIRONMENTAL DEMANDS OF THE JOB

Physical Effort

Time spent at desk, attending meetings, training and supervision.

Mental Effort

Be required to exert prolonged periods of concentration during meetings, report writing and documentation.

Equipment and Machinery

Post holder will be provided with a computer and/or laptop to access NHS systems.

Systems

The post holder will be responsible for working within the policies and procedures of the organisation and will be responsible for updating policies relevant to the service area.

The employee handbook will be provided which will outline all relevant policies and processes.

MOST CHALLENGING/DIFFICULT PARTS OF THE JOB

Working within the charity sector having to liaise with statutory services to gather data

Working within the restrictions of software available to the organisation.

Working within a palliative and end of life care environment where death and dying is a regular feature of the role.

• Working within a fast paced and ever-changing clinical environment

Person Specification

SPECIAL CONDITIONS and PROFESSIONAL REQUIREMENTS

Essential

• -Enhanced Disclosure and barring checks on appointment and at periodic intervals.

Experience

Essential

• Experience of communicating with all people at all levels.
• Experience of working within a busy office environment.
• Working under pressure and prioritising own workload.
• Experience of working to deadlines.
• Recent experience as in Admin Team leader role, or equivalent.
• Proven experience of customer focused approach to work
• Experience of report writing and undertaking audits.
• Experience of supervising and managing others

Desirable

• Working in a specialist palliative care setting/ relevant NHS setting
• Supervising and managing volunteers
• Undertaking data analysis and reporting
• Experience of managing small projects independently

Personal qualities and circumstances

Essential

• Evidence of excellent interpersonal skills and empathy when speaking to patients.
• Able to motivate colleagues to deliver quality work on schedule.
• Able to communicate effectively with staff of different disciplines including matters of a complex and sensitive nature e.g. attendance management
• Willingness to learn new skills and take on challenges
• Logical and organized in approach
• Enthusiastic team player
• Ability to work accurately to strict deadlines while under pressure and in unpredictable working environments with frequent interruptions
• Self-motivated with the ability to use initiative and act independently within relevant Polices, Guidelines and Procedures.
• Aptitude and confidence for working within a rapidly changing environment.
• Excellent time management skills
• Flexible and adaptable to a variety of tasks

Desirable

• Advanced communication qualification

Qualifications

Essential

• NVQ4, Diploma or equivalent Educated to GCSE in English Language and Maths Grade A to C or equivalent

Desirable

• Working towards management qualification

Skills and Knowledge, special aptitudes

Essential

• A range of software applications e.g. Microsoft Office; Word processing; Outlook; Excel; PowerPoint; Publisher.
• Ability to create and use databases/ spreadsheets, and extract/create reports
• Effective planning, prioritising and organisational skills.
• Ability to develop and maintain good office systems and processes and to share good ideas and best practice with colleagues.
• Problem solving and analytical skills for business performance information.
• Able to make decisions on meeting business targets.
• Able to plan complex staff activities including work rotas, planning and allocation of tasks on a daily basis to meet service needs and organisational targets
• Advanced keyboard skills.
• Excellent working knowledge and use of IT systems used within the hospice. E.g. IT applications such as Microsoft office/Excel
• Understanding of patient confidentiality and GDPR legalities around handling sensitive personal data.
• Ability to contribute to Policy and Service Development within the Specialties and skills to implement changes to working practices in own service area.

Desirable

• IT qualification
• Knowledge of the use of AI in reporting and data manipulation.

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

Hospice of the Valleys

Address

Festival Drive

Ebbw Vale

Gwent

NP23 8XF

Employer's website

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