Please apply via Princess Alice Hospice website - link to site on the right
See the impact your admin and communication skills make. Every day.
At Princess Alice Hospice, you have the opportunity to make a satisfying, rewarding contribution for a great cause.
Were a friendly team committed to making a difference to the lives of patients, family, and friends through providing excellent clinical administration.
About the role:
Were looking for a part time Clinical Administrator to support our busy multi-disciplinary teams in their day-to-day work with patients.
A substantial part of the role also involves liaising with colleagues across Princess Alice Hospice, and being the first point of contact for patients, families, and their carers. We are looking for someone who can remain calm in often busy and demanding situations and act on and manage urgent information.
This is a part-time role to be worked over three days Tuesday, Wednesday and Thursday, however the days may be subject to change to cover annual leave. Please note this is an office based role.
Were big enough to give you opportunities and training. But small enough for you to see the difference you make. As a team we will support you to grow and learn in your role with training, experience, and fantastic benefits.
Main duties of the job
You'll have an excellent phone manner, great organisational skills, accurate typing ability and attention to detail as well as working knowledge of computer systems and programmes including MS Office.
You'll feel comfortable liaising with a variety of people in a compassionate and considered manner. Ideally, you'll have previous administration or secretarial experience and you're looking for a role where you can add value and make a significant contribution to the lives of others.
If you're a dynamic and organised person who shares our values, and are looking for a new role in a supportive and inclusive environment, we would love to hear from you!
About us
Princess Alice Hospice is a charity supporting people in life, death and grief. Were dedicated to working closely with individuals, communities and organisations in the London Boroughs of Kingston and Richmond and large parts of Surrey, to ensure more people receive the support they need.
As well as our competitive salary package and the opportunity to join an organisation which puts patients at the heart of what we do, we also offer a range of great benefits, which include:
* 27 days annual leave, plus recognised public holidays - rising to 29 days after 5 years service and 33 days after 10 years service (pro rata for part time)
* educational and professional development opportunities (we have an on-site Education Team)
* monthly group reflections via Schwartz Rounds sessions
* Subsidised meals at our on-site restaurant
* Employee Assistance Programme
* Access to Blue Light Card discount card
* Access to a Group Personal Pension Plan (provided by Scottish Widows) plus we also offer an Auto-enrolment pension with NEST. If you have been a member of the NHS Pension Scheme, you may be able to continue your contributions to that scheme during your time at Princess Alice Hospice.
* Wellbeing - we provide a programme of activities, opportunities, and guidance to inspire and support our employees to live a healthy life, at home and at work.
Discover the difference you can be.
Please note that we reserve the right to close this vacancy early in the event of a high volume of applications.
Job responsibilities
To provide cross-departmental administrative support as directed by the Clinical AdministrationManager, and to be the first point of contact with the department for referrers, patients, families andcarers.
1. Administrative
* As part of the Clinical Admin team, provide full administrative support to the clinical staff withinthe department.
* To be part of the central pool answering calls from Health Care Professionals, patients andcarers.
* To provide an effective liaison between clinical staff and departments.
* To maintain and develop all departmental electronic folders and files.
* To accurately maintain patient records.
* To accurately prepare reports and other documentation as required by clinical staff, includingpatient letters
* To collate documents/leaflets for sending information packs to patients
2. Dealing with Patients, Carers and Visitors
* To deal with telephone calls and messages from patients, carers and relatives in a sensitive,compassionate and courteous manner, ensuring that messages are promptly and accuratelyrelayed to the most appropriate person.
* To carry out duties associated with the referral and / or admission of patients, including thepreparation of all necessary electronic documentation.
* To arrange transport for patients being admitted as requested.
3. Use of in-house patient record software (EMIS)
* To be fully conversant with the in-house patient record software (EMIS), and to enter andupdate patient information onto the system, notifying clinical staff as appropriate.
* To scan documents and care plans into EMIS as directed. These may contain sensitive info orimages.
4. Other Duties
* To be part of the central pool answering calls from Health Care Professionals, patients andcarers.
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* To provide administration support at daily admission meetings.
* To advise on alternative hospice referrals if patient is outside the PAH catchment area.
* Ensure the correct disposal of all confidential waste.
* To be aware of the accident / incident reporting system (Vantage). Co-ordinate the ordering and delivery of stationery, relevant medical stores and otherequipment as required and ensure it remains fully functional applicable only if working onthe hospice In Patient Unit.
* To act as an ambassador for Princess Alice Hospice at all times
5. Other Responsibilities
* To undertake any other such duties or general tasks and hours of work as may reasonably berequired and to work in other locations within the hospice organisation.
* Lead by example, exemplifying the Hospice values and behaviours Integrity, Compassion,Accountability, Respect, Excellence.
Person Specification
Particular Skills and Aptitudes
* Ability to work accurately and with good attention to detail
* Excellent telephone manner
* Excellent communication and interpersonal skills, in particular the ability to deal compassionately and appropriately with people in distress
* Ability to think logically under pressure
* Ability to manage time effectively and prioritise workload
* Ability to take notes effectively
* Ability to review systems and develop smarter working practices
Personal Qualities and Other Requirements
* Willingness and ability to maintain a high level of confidentiality and trust
* High degree of diplomacy and tact
* Discretion
* Patient and calm under pressure
* Ability to work well as part of a small team
* Ability to deal with stresses of busy office environment
* Awareness of, and commitment to the Mission, Vision and Values of the Hospice
Qualifications
* Good standard of literacy and numeracy
* Administrative / Secretarial qualification e.g. Diploma in Business Administration or equivalent OR written validation of successful completion of MS Office System training to an Intermediate level
Experience
* Broad experience of working in an administrative/secretarial post.
* Experience of working unsupervised.
* Experience of working in a team.
* Experience of dealing with sensitive and / or confidential information.
* Experience of working in a pressured environment.
* Experience of working with databases.
* Experience of similar healthcare environment or the not-for-profit sector.
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.
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