Job summary
The role of the Clinical Administrator within Barnsley Hospice is an integral part of the whole administrative function and will provide an effective and efficient support service to the multi-disciplinary staff team(s), performing particular tasks and duties as directed by the Corporate Administration Manager.
The post holder will be expected to provide administrative support to nominated individuals and/or parts of the service but provide cover amongst other colleagues to fill gaps and to ensure continuity of services. It is essential that the post holder is able to exercise initiative suitable to the role and is fully supportive to other colleagues in the administrative team.
Please contact Paul Emmerson, Corporate Services Manager for an informal chat 01226 244244 or email paul.emmerson@barnsley-hospice.org
Job responsibilities
Secretarial Duties
Provide comprehensive secretarial support to a team of clinicians and the Inpatient Unit (IPU). This includes audio typing of correspondence (e.g., home visits, ward discharges, outpatient clinics, death notification letters), diary management and coordination of weekly timetables, organising relevant courses and travel as required.
Coordinate and minute weekly MDT meetings, medical team meetings, monthly mortality review meetings and governance groups, ensuring timely and efficient distribution of notes and actions.
In conjunction with the ward clerk and medical team, generate and circulate the Consultants and IPU doctors on-call rotas.
Liaise with consultants regarding junior doctor changeovers and IT access.
Liaise with Sheffield University regarding medical student placements, including coordination of induction packs and documentation and collation of student feedback.
Provide secretarial and administrative support for outpatient clinics.
Administrative Duties
Monitor and manage telephone calls and clinical NHS email accounts, ensuring professional and efficient handling of all enquiries.
Monitor and respond to voicemail and answerphone messages in a timely and courteous manner.
You may be the first point of contact for service users and/or partners and it is vital that inquiries are handled well, issues resolved, and relevant information is provided to ensure a positive first impression and customer satisfaction.
Request and track letters and medical information from primary and secondary care providers (e.g., Weston Park, Sheffield Teaching Hospitals, Barnsley Hospital).
Access the NHS ICE system to retrieve patient results as required.
Update and maintain patient information and appointments using SystmOne, including registering new patients, adding and amending appointments, supporting the Consultants with outpatient clinics and home visits (e.g., tracking referrals, arranging appointments, follow-ups, liaison with patients and families).
Maintain accurate physical and digital records for outpatient appointments, including letters and ReSPECT forms.
Liaise with external storage providers regarding patient record archiving.
Monitor and update the bereavement Friends & Family spreadsheet and issue follow-up letters.
Coordinate FamCare surveys, and other patient and family feedback as directed by the Medical and Counselling Teams.
Complete required governance tasks to support use of FP10 prescription pads.
Coordinate education sessions for the clinical team and support new doctor inductions (e.g. F1 every 3 months, GP trainees every 6 months).
Liaise with Community Clinical Nurse Specialists (CNS) to coordinate home visits or joint appointments.
Direct PallCalls and other communications for the medical team.
Team and Service Development
Develop and improve administrative systems within the Clinical Administration Team to enhance efficiency and accuracy.
Coordinate and delegate general administration tasks to Reception, including filing, archiving, photocopying, documentation, and signage.
Support general administrative needs of the department, including converting PDFs to Word and formatting and filing clinical guidelines, policies and Quality Improvement work as required.
Support Quality Improvement work for medical audits and service evaluation i.e., FamCare.
Other Responsibilities
Provide annual leave and sickness cover for the Ward Clerk during periods of absence or high workload.
Ensure personal compliance with Mandatory and Statutory Training (MaST) requirements.
Undertake any other duties as required and appropriate to the role, as directed by management.
To undertake any other duties, commensurate with the role as required by the Hospice.
To act as an ambassador of the Hospice, maintaining honesty, integrity and trustworthiness at all times.
The post holder will be expected to maintain strict confidentiality at all times.
The post holder will ensure that they are aware of and apply health and safety and fire precautions.
The post holder will ensure that clinical risk management and safeguarding procedures and relevant good practice guidelines are followed at all times.
The post holder is to ensure data protection is maintained at all times.
The post holder will be flexible in terms of working hours in order to meet service needs.
The post holder will support the Hospice as required, across the range of duties as appropriate within the grading of this post. In the context of rapid and ongoing change within the Hospice, the above responsibilities represent the current priorities and requirements for the post. These priorities will develop and evolve over time. Any significant changes will be the subject of full communication and consultation with the post holder.
Full compliance with required aspects of the induction programme prior to undertaking any duties aligned with the post.
Proud member of the Disability Confident employer scheme
Disability Confident
About Disability Confident
A Disability Confident employer will generally offer an interview to any applicant that declares they have a disability and meets the minimum criteria for the job as defined by the employer. It is important to note that in certain recruitment situations such as high-volume, seasonal and high-peak times, the employer may wish to limit the overall numbers of interviews offered to both disabled people and non-disabled people. For more details please go to Disability Confident .