Are you an experienced administrator looking for a new role? Would you like to support a local charity who are looking to strengthen collaboration with one of their system-wide healthcare partners?
We are recruiting a fixed term Senior Palliative Care Administrator to join the Hospice's SPOC (Single Point of Coordination) Team to be part of a new and dynamic programme of work. This role will play a key part in maintaining high service standards, enhancing communication, building relationships and fostering collaboration to ensure consistently high-quality, patient-centred care.
This is a full-time position working 37.5 hours per week between normal office hours, Monday to Friday with occasional weekend working on a rotation with the rest of the SPOC team. This role is for a fixed period of 12 months.
Whilst you will be employed by St Leonard's Hospice, this role will be based with our partners at Nimbuscare's main site (Gate 1, Holgate) you will be expected to spend regular time at the main Hospice site on Tadcaster Road, York. Nimbuscare is a non-for-profit organisation owned by all the GP practices in York that aims to be collaborative and an agile provider that cares for its people and patients.
Main duties of the job
Working in a fast-paced environment, as a Senior Palliative Care Administrator, your main duties will be to:
* Provide clear and accurate signposting to healthcare professionals, service users and carers, helping them access appropriate services, information, and support in a timely and reassuring way
* Network with healthcare professionals and educate them on the services that the Hospice can provide
* Ensure patient records are kept accurate, up-to-date and concisely recorded
Our ideal candidate will:
* Have proven experience of working in a busy administrative environment
* Be a confident team player who can build and maintain strong relationships across all levels
* Have excellent organisational and communication skills, with the ability to prioritise effectively
What we can offer you in return:
* salary above NHS pay scales
* up to 41 days Annual Leave
* continuation of NHS pension and annual leave entitlement (T&Cs apply)
* attractive pension scheme for non-NHS staff
* work at a Hospice that has research and campaigning at the forefront of its mission
* a supportive and friendly working environment
* extensive employee discounts on shops, holidays and lifestyle choices and Blue Light Card discounts
About us
Our mission is to provide excellent care and support to those living with life-limiting illness and to the people they care about, to enrich their lives and to contribute to the ongoing development of end-of-life care. We do this by placing our patients at the centre of everything we do, and through involving patients and their families in all decisions regarding their care.
We can only achieve this with the help of our amazing colleagues, by developing and recognising their contribution, and by sharing our knowledge and skills through education, audit and research.
Job responsibilities
TheSenior Palliative Care Administrator supports the Single Point of Coordination(SPOC) Co-ordinator(s) and Administration Manager to ensure smooth andefficient clinical administrative operations across multiple sites and services.They will signpost and educate health professionals across the York andsurrounding area to ensure the Hospices services are considered.
Main duties andresponsibilities
Professional
1.Communicate and collaborate effectively withcolleagues, service-users, carers and health professionals at all levels,acting as a patient advocate within the scope of the role to ensure needs areheard and addressed, and care is coordinated seamlessly.
2.Work with Nimbus Care Navigators to assess whethereach service user would benefit from any of the Hospices services, promoting aseamless care pathway. Co-ordinate any pathways as required working with anetwork of healthcare professionals.
3.Receive and manage complex or sensitiveinformation, responding to distressing situations in a calm, sympathetic, andsupportive manner. Recognise when cases are beyond the scope of personalexpertise and escalate appropriately to SPOC Co-ordinators, or relevanthealthcare professionals to ensure safe and effective patient care.
4.Liaise effectively across organisational boundaries,collaborating with staff, teams, and external partners to ensure patientwelfare remains the central focus.
5.Share learnings from other healthcare providers withthe rest of the SPOC team to ensure there is a collaborative approach to thebest ways of working.
6.Keep abreast of Hospice activities by working with anumber of internal key stakeholders to ensure accurate information is providedto service users.
7.Maintain high-quality data management byoverseeing patient record systems across sites and, ensuring all information isaccurate, up-to-date, and concisely recorded. Update and track databases tosupport effective team communication, continuity of care, and compliance withorganisational standards and data protection protocols.
8.Ensure the secure handling, storage, and disposal ofall records in line with Hospice policies and data protection protocols,upholding the highest standards of confidentiality, accuracy, and compliance.
9.Where required, plan, coordinate, and supportmeetings, ensuring all logistical arrangements are in place, including venue,equipment, and materials.
10.Attend meetings as required, providingadministrative and governance support such as taking minutes, recordingactions, and tracking follow-ups to ensure effective decision-making andaccountability.
11.Provide cover for absent team members as directed bythe Administration Manager, assist with workloads as necessary, and performother duties as required, in line with the grade of the post and servicedemands.
12.Support the monitoring and validation of datarelated to key performance indicators and targets, ensuring thorough qualitychecks to meet performance standards and operational criteria.
13.Regularly reviewand update documentation to reflect changes in governance standards andpractices and assist in preparing reports and audits to ensure transparency andaccountability.
Supervision
1.Provide training and development for staff and volunteersacross multiple organisations. Offering support to new and/or less experiencedstaff as needed.
2.Provide guidance to internal teams and externalservices on hospice services, care pathways, and available support. Promoteunderstanding of hospice practices and resources, fostering effectivecollaboration, informed referrals, and continuity of care across the wider healthcaresystem.
Person Specification
IT
* Knowledge of Microsoft applications (Word, Excel, PowerPoint, Outlook)
* Demonstrate knowledge of inputting and retrieving data accurately
* Previous experience of electronic patient information systems
Personal
* Able to work under pressure and handle conflicting demands efficiently in a professional manner
* Self-motivated with the ability to motivate others
* Able to work on own initiative and work as part of a multi-disciplinary team
* Flexible and adaptable to meet the changing needs of the service
* Confident and professional
* Ability to deal with complaints or difficult / emotive situations, as they arise taking appropriate action and knowing when to escalate
* Ability to prioritise and process information according to urgency
* Committed to continual quality and service improvement
* Self-aware and committed to continual personal development
Communication
* Able to communicate effectively at all levels, both written and verbal
* Ability to communicate sensitively with patients, carers and staff about their health needs
* Ability to communicate at all levels within the Hospice
Other
* Be prepared to assist with Hospice fundraising activities
* Undertake receptionist duties
* Knowledge of services within York and the surrounding area
Qualifications
* Functional Skills Level 2 in Maths and English or O Level/ GCSE in Maths and English at grade C or above
* Word-processing skills at Level 3 (OCR/RSA Level 3 or equivalent qualification(s) in relevant subjects e.g. NVQ Level 3 in Business
Experience
* Previous experience of working in a busy office environment in an administrative function
* Experience in managing and maintaining office systems
* Good organisational and planning skills
* Excellent keyboard skills
* Demonstrate problem solving skills using sound judgement and initiative
* Understanding of confidentiality
* Knowledge and understanding of medical and/or specialised terminology
* Previous experience in a healthcare setting
* Previous supervisory experience
* Experience of working with medical records filing systems
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