Medical Administrator

Job description

Job responsibilities

The Medical Administrator will:

• Offer a complete and efficient secretarial service to the medical staff and the Community Palliative Care Team as directed by the Senior Medical Administrator.

Play a lead role in the MDT service and meetings by preparing administration required, closely monitoring the progress of agreed actions of clinicians, ensuring that these are correctly recorded and followed up or reviewed during each meeting, holding clinicians responsible for them and escalating upwards where these have not been met. Collate data regarding the MDTs and produce evidence for Quarterly Commissioning reports.

• Work with the Senior Medical Administrator, to assist the Medical team and Community Palliative Care Team to establish efficient clerical systems and processes, to ensure that workflow is manageable and that all members of the Medical and Community teams have sufficient clerical support to fulfil their duties.

• Take direction from the Senior Medical Administrator to ensure the smooth running of the medical department, maintaining adequate clerical and administrative cover to members of the Medical department and Community Palliative Care Team at all times.

• 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.

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

Offer administrative and secretarial support to the medical team and Community Palliative Care Team as directed by the Senior Medical Administrator.

Set up, review and maintain administrative and secretarial procedures that enable effective and timely work within the Departments.

Plan and prioritise own daily/weekly workload to meet deadlines, demonstrating good time management and ensuring any anticipated difficulties in meeting deadlines are promptly reported.

Maintain strict confidentiality at all times in accordance with organisational policies and procedures.

Keep accurate and contemporaneous records of all communications at all times.

Behave in a professional manor and maintain effective working relationships with other staff in the department and hospice, ensuring a professional and seamless service is provided. In particular this will require regular liaison with various departments and wards.

Interact appropriately and with empathy with the patients and relatives at the hospice.

Provide all necessary coordination and secretarial services for the MDT meetings i.e compiling papers, distributing agenda and booking rooms etc.

Prepare, type and send written letters and other correspondence for the medical team and Community Palliative Care Team in a timely manner as required.

Maintain and assist record keeping, update databases as required by senior medical staff and the Senior Medical Administrator.

Maintain a supply of office consumables for the medical team. Source and order ad hoc items for the Medical Team as required by the Senior Medical Administrator.

Receive and distribute incoming mail and post to the medical team.

Produce a range of draft documents using MS Office products to include reports and correspondence, designing of forms and templates as requested by the medical team and Community Palliative Care Team.

Have the ability to interrogate the Crosscare electronic database system and produce appropriate reports as required by senior medical staff and the Senior Medical Administrator.

Provide administrative and secretarial support for weekly medical team meetings and any other meetings (internal and external) as required by the senior medical team or Senior Medical Administrator. This will include booking venues, arranging refreshments, arranging transport if necessary, preparing and distributing agendas, invitations, and any other documents prior to the meeting, preparing and typing of minutes following the meeting, and any other administrative support as required.

Ensure that the St. Josephs Hospice system of communicating with GPs is followed including sending out discharge & death letters within a set timeframe.

Liaising with ward staff and the community team about ward discharges.

Arrange for the medical team to complete cremation papers within 48 hours of the request from funeral directors, in line with the Hospice policy. To liaise with internal and external colleagues to ensure the accurate and timely completion of all elements of this process, including the management of cremation fees.

• Arrange timely completion and sending of CQC death notification and deprivation of liberty notifications.

Arrange timely completion and sending of other reports & forms to the CQC or other external bodies as required.

Keeping the medical team, Community Palliative Care team and Senior Medical Administrator informed of any delays/problems regarding correspondence or reporting.

Arrange clinical supervision for the consultants and other doctors, including booking appropriate rooms.

Regularly inspect (at least monthly), maintain and update notice boards in the medical team offices and surrounding corridors.

Send out weekly on-call rotas for the medical team.

Send and receive written clinical handovers between the hospice and external teams following on call periods, and record these in the Crosscare clinical database when required.

Preparing medical notes and records for redaction by consultants in a timely way upon request from the Senior Medical Administrator.

Assist on a rota basis with other members of the Medical secretariat the monthly confidential waste collection by chaperoning external staff to ensure all confidential waste cabinets are emptied securely.

Act as a key contact point for external parties for the medical department, acting as a point of contact for telephone enquiries, taking messages, providing replies or undertaking follow-up action as required.

Act as reception for patients, relatives, students and other visitors attending the Hospice as required.

Supporting the medical team in the planning and timetabling of visitors and medical 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 placements.

To carry out additional ad-hoc administrative duties as directed by the Senior Medical Administrator.

Person Specification

Qualifications

Essential

• QUALIFICATIONS AND KNOWLEDGE
• Educated to GCSE Level standard including Maths and English
• Accurate typing speed of 40 wpm
• Have an in-depth knowledge of speedwriting and audio transcribing
• Have an in-depth knowledge of using MS Office: Word, Excel, PowerPoint, Publisher and Outlook
• EXPERIENCE
• Significant experience of working in a secretarial or administrative role
• Proven ability to draft and prepare correspondence and papers on behalf of senior medical staff
• Experience of supporting staff at different levels of hierarchy.
• Experience of servicing complex meetings and minute taking
• Substantial experience of using patient database systems
• Experience of dealing with people at all levels with tact, discretion and diplomacy
• Have had some experience in planning and managing projects
• COMMUNICATION AND PEOPLE SKILLS
• Able to demonstrate a high level of communication skills orally and in writing
• Excellent command of the English language both written and spoken
• Ability to deal with people at all levels with tact, discretion and diplomacy
• Able to work using own initiative and as part of a team
• ORGANISATIONAL SKILLS
• Understanding and ability of to contribute to organisation planning cycle at department and team level
• Self-motivated with an ability to analyse and execute a varied workload independently
• Excellent organisational, planning and analytical skills
• Able to negotiate, consult and make effective decisions
• Be motivated and have the ability to use own initiative
• Proven ability to organise others
• Ability to manage the diaries of multiple senior staff
• OTHER
• Possess a calm and composed personality
• Adaptable and able to work flexibly
• Willingness to undergo further training and development in order to fulfil the role
• Excellent record of good health and attendance
• Feel comfortable working within the spiritual ethos of St. Joseph's Hospice

Desirable

• QUALIFICATIONS AND KNOWLEDGE
• Medical Secretary qualification e.g. AMSPAR L2 or equivalent experience
• EXPERIENCE
• Experience of working in an healthcare environment
• COMMUNICATION AND PEOPLE SKILLS
• Ability to cope with direct and indirect patient contact within a palliative care setting, which at times may be distressing

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)