Care Services Team Administrator

Job description

Job responsibilities

1. Service delivery

1.1 Offer a complete and efficient secretarial service to the care services team as directed by the Senior Medical Administrator

1.2 Support for a wide range of internal and external meetings and events, ranging from management meetings to Commissioning and board subcommittee meetings this includes a range of steering groups, Patient safety and where required disciplinary meetings. Taking responsibility for the production and distribution of papers, booking rooms/venues, catering and travel arrangements as appropriate and accurate minute taking

1.3 With support from the patient experience and quality lead log and collating clinical data monthly for the hospice to feed into the Clinical dashboard, quarterly commissioning reports, board reports and internal meetings.

1.4 Work with the Senior Medical Administrator, to assist the care services team to establish efficient clerical systems and processes, to ensure that workflow is manageable and that all members of the team have sufficient clerical support to fulfil their duties.

1.5 Liaise with internal departments within the Hospice to ensure good communication between teams and that information held on patient databases is accurate, well managed and is available to meet the reporting needs of the Hospice.

1.6 Liaise with external parties to ensure effective and timely communication with local GPs and other external bodies where required

2. Support for the Care Services Team

2.1 Offer a complete and efficient secretarial service to the care services team including receive calls to the department and respond or forward calls on as required. Handle queries from callers who may be distressed, anxious or angry in a calm and sensitive manner, Monitor and assess correspondence and other communication and using sound judgement, highlight anything of a sensitive nature or of concern

2.2 Diary management for members of the team, checking availability to ensure cover is in place at all times

2.3 Support for a wide range of internal and external meetings and events, ranging from management meetings to Commissioning and board subcommittee meetings this includes a range of steering groups, Patient safety and where required disciplinary meetings. Taking responsibility for the production and distribution of papers, booking rooms/venues, catering and travel arrangements as appropriate and accurate minute taking

2.4 Be able to take accurate and concise minutes, creating and monitoring action logs

2.5 Assisting the patient safety and quality lead to create the clinical dashboard by logging and collating clinical data monthly, complaining quarterly commissioning reports from these dashboards and providing information and data for board reports and internal meetings.

2.6 Ensuring data is up to date and easily accessible for regular use and for CQC reporting. Producing, editing and formatting reports, presentations and papers as requested

2.7 Support for the reporting and collation of data regarding safeguarding alerts from hospice patients/service users. Including maintaining a the central log of alerts

2.8 Maintain an appropriate level of stationery stock for use within the Departments, ordering supplies as requested

2.9 To contribute to contingency planning work as required. Trained to act as a loggist in the event of a major incident at the hospice.

2.10 Supporting the clinical services team in the planning and timetabling of visitors and students within the team. This will include liaising with external stakeholders, identifying internal staff to host visitors / students, preparing timetables and annual calendars for placements within the team, and assisting with other administrative tasks related to this

3. Personal development

3.1 Identify your own learning and development needs in order to meet the key requirements of the post.

3.2 Take responsibility for linking your own development needs with the Hospice appraisal and objective setting process.

3.3 Take responsibility for your own continuing development by undertaking specific areas of work/projects to develop new skills.

3.4 Take responsibility for your own professional development, including keeping up-to-date with relevant professional and other developments in HR at local and national levels

3.5 Engage in supervision to support your personal and professional development.

3.6 Attend an annual appraisal meeting with the Senior Medical Administrator to discuss performance, training and objectives.

3.7 Complete all Hospice Mandatory training and update regularly to maintain compliance.

3.8 Undertake relevant training courses following discussion, agreement and as directed by the Senior Medical Administrator

4. Equality, diversity and inclusion

4.1 Comply with and promote St Josephs Hospice Equal Opportunity Policy and avoid any behaviour, which discriminates against colleagues, potential employees, patients/clients or their families on the grounds of sex, marital status, race, age, belief, colour, nationality, ethnic or national origins, religion, disability, creed, class, gender, sexual orientation.

5. Mission & core values

5.1 All Hospice staff are expected to work in line with St Josephs Mission & Core Values as these precepts act as a value base which directly influence how all work activities are undertaken. The ethos of the Hospice should be apparent in the behaviours and attitudes of all employees as the work they undertake, whether it is direct or indirect, care is ultimately for the benefit of patients. The Mission and Core Values are an integral part of all job descriptions, the probationary period and performance and development reviews.

Person Specification

Qualifications

Essential

• Q1. Educated to A Level standard or NVQ level 3 or equivalent level of experience of working at a similar level in specialist area
• Q2 Advanced Keyboard skills to enable use of various software products An accurate typing speed of 40 WPM
• Q3 Have an in-depth knowledge of using MS Office: Word, Excel, PowerPoint, Publisher and Outlook
• Q4 Have an in-depth knowledge of speedwriting and audio transcribing
• Q5 Working knowledge of information governance requirements, including the Data Protection Acts
• E1 Significant experience of working in a secretarial or administrative role
• E2 Excellent IT skills, ability to use all Microsoft Ability to work on own initiative and organise own workload with minimal supervision working to tight and often changing timescales
• E3 Proven ability to draft and prepare correspondence and papers.
• E4 Experience of supporting staff at different levels of hierarchy.
• E5 Demonstrable knowledge of administrative procedures, project management or information analysis
• E6 Ability to organise information and data and produce reports and dashboards for a wide range of audiences
• C.1 Well developed communication and interpersonal, including written and oral skills to work with complex information and administrative matters
• C2 Ability to work as part of a team and independently
• C3 Experience and proven ability in dealing with people at all levels with tact, discretion and diplomacy
• C4 Ability to handle confidential and sensitive information with discretion and tact.

Desirable

• E7 Basic knowledge of project management principles
• E8 Experience of using patient database systems

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

St Joseph's Hospice

Address

Mare Street

London

E8 4SA

Employer's website

https://www.stjh.org.uk/about-us/our-history/?gclid=EAIaIQobChMIx-6rn76G9gIVQYBQBh0ftgaxEAAYASAAEgLITPD_BwE (Opens in a new tab)