Clinical Administrator Community Services (Palliative Care)
Job summary
37.5 hours per week. Shifts Monday-Friday (8am-4pm or 10am-6pm) Weekends: Currently 1 in 4 Saturdays (8am-4pm)
About the Role
We are looking for a dedicated and organised Clinical Administrator to join our Community Services team. Based in our Community Office, you will provide vital administrative and secretarial support to our multi-professional team.
This is a key role in ensuring the smooth running of our services and supporting the delivery of outstanding care to patients, carers, and healthcare professionals.
Key Responsibilities
* Provide administrative support to the Community Team and wider multi-professional staff
* Maintain accurate records and manage correspondence
* Support the development and improvement of administrative systems
* Demonstrate an understanding of hospice care and a commitment to our values
Key Attributes:
* Strong administrative and organisational skills
* Excellent communication and interpersonal abilities
* A proactive and flexible approach to work
* Experience in a healthcare setting is desirable
Please note that this role is based within a hospice environment, where conversations around death and dying are a regular part of the work, and the role may involve handling sensitive or emotionally challenging conversations
In return for your commitment, we offer a competitive salary, benefits, generous leave, pension options (including NHS continuity), life assurance, and an Employee Assistance Programme. We also provide strong development support and learning opportunities.
Main duties of the job
* The Clinical Administrator for Community Services will provide comprehensive administrative and secretarial support to Community Services, ensuring effective coordination and communication across all members of the multi-professional team.
o The postholder will handle incoming calls promptly and accurately, providing a professional, compassionate, and efficient service to patients, families, and healthcare professionals.
o The postholder will demonstrate strong teamwork skills while confidently working independently when required, effectively prioritising tasks to manage a dynamic workload throughout the day.
About us
St Clare Hospice is a charity providing specialist palliative care to improve the lives of people affected by a life-limiting illness in West Essex and the borders of East Hertfordshire. Our care helps patients, their families, and carers, to make the most of every moment together, no matter how long they have left to live. We support them both at home and in the Hospice
Job description
Job responsibilities
* To provide comprehensive administrative and secretarial support to Community Services, ensuring effective coordination and communication across all members of the multi-professional team.
* To communicate regularly with a wide range of clinical and non-clinical staff within and outside St Clare Hospice.
* To confidently use the SystmOne electronic patient record system to manage and prioritise tasks, ensuring accurate and timely documentation and communication.
* To support clinical teams by ensuring patient letters are accurately typed and dispatched within the agreed timescale typically on the same working day and that patient/carer questionnaires are sent out promptly.
* To work as part of a team but also prioritise the work schedule and have the ability to work confidently on your own.
* To provide activity and other reports as required e.g. SystmOne reports /GSF/ caseloads.
* Oversee the housekeeping of SystmOne, including setting up new users, Smartcard activation and removing access where no longer required.
* To teach and assist clinical staff to accurately record patient information onto the electronic patient record system (SystmOne).
* To advise and assist callers and signpost as appropriate.
* To handle emotional calls in a sensitive and compassionate manner.
* To be responsible for collating all relevant information in relation to patient referrals, episodes of care and follow up plans.
* To communicate with and develop good working relationships with other outsides agencies, accessing and providing accurate information as required.
* To take accurate minutes in meetings as required e.g. clinical team meetings, working groups etc.
* To meet and greet patients and carers as required. To have compassion and sensitivity when communicating with distressed patients, relatives and carers.
* To help teach, support and take responsibility for managing the volunteer administrators working in community team.
* To support the delivery of major educational events, including the Hospice Conference, ensuring smooth coordination and a high standard of organisation.
* To coordinate electronic patient lists and liaise with GP practices to support clinicians virtual meeting attendance.
* Coordinate MDT meetings, enter meeting notes and update plan of care in SystmOne.
* To provide support in other clinical departments in the absence of allocated administrative support for example, Inpatient Unit, First Contact Service or Patient and Family Support Team.
* To identify ways to continuously enhance systems and improve service delivery for patients, carers, and healthcare professionals.
* To work outside of usual office hours as needed and rota demands.
* To provide data information relating to the service as per management request.
Job description
Job responsibilities
* To provide comprehensive administrative and secretarial support to Community Services, ensuring effective coordination and communication across all members of the multi-professional team.
* To communicate regularly with a wide range of clinical and non-clinical staff within and outside St Clare Hospice.
* To confidently use the SystmOne electronic patient record system to manage and prioritise tasks, ensuring accurate and timely documentation and communication.
* To support clinical teams by ensuring patient letters are accurately typed and dispatched within the agreed timescale typically on the same working day and that patient/carer questionnaires are sent out promptly.
* To work as part of a team but also prioritise the work schedule and have the ability to work confidently on your own.
* To provide activity and other reports as required e.g. SystmOne reports /GSF/ caseloads.
* Oversee the housekeeping of SystmOne, including setting up new users, Smartcard activation and removing access where no longer required.
* To teach and assist clinical staff to accurately record patient information onto the electronic patient record system (SystmOne).
* To advise and assist callers and signpost as appropriate.
* To handle emotional calls in a sensitive and compassionate manner.
* To be responsible for collating all relevant information in relation to patient referrals, episodes of care and follow up plans.
* To communicate with and develop good working relationships with other outsides agencies, accessing and providing accurate information as required.
* To take accurate minutes in meetings as required e.g. clinical team meetings, working groups etc.
* To meet and greet patients and carers as required. To have compassion and sensitivity when communicating with distressed patients, relatives and carers.
* To help teach, support and take responsibility for managing the volunteer administrators working in community team.
* To support the delivery of major educational events, including the Hospice Conference, ensuring smooth coordination and a high standard of organisation.
* To coordinate electronic patient lists and liaise with GP practices to support clinicians virtual meeting attendance.
* Coordinate MDT meetings, enter meeting notes and update plan of care in SystmOne.
* To provide support in other clinical departments in the absence of allocated administrative support for example, Inpatient Unit, First Contact Service or Patient and Family Support Team.
* To identify ways to continuously enhance systems and improve service delivery for patients, carers, and healthcare professionals.
* To work outside of usual office hours as needed and rota demands.
* To provide data information relating to the service as per management request.
Person Specification
Other Requirements
Essential
* Ability to be flexible to cover the service
Experience
Essential
* Experience of providing administrative support in a clinical setting
* Previous work in a health/social care setting
* High standard of keyboard Skills
* Experience of using databases
* Experience of using MS office/Word, Excel, outlook
* Experience of working autonomously
* Worked closely with clinical teams including utilising team diaries as appropriate
* Able to arrange, attend and minute take at meetings
Desirable
* Medical secretary - min 1-2 years
* Experience of using SystmOne
Skills and Abilities
Essential
* Excellent communication skills (written & verbal)
* Knowledge of administrative processes
* Setting up basic data bases
* Ability to prioritise and work to deadlines
* Able to deal with a wide range of people
* Able to communicate clearly & unambiguously
* Able to cope with direct and indirect patient/carer contact which at times may be distressing
* Ability to be able to communicate internally and externally and coordinate meetings/events
Qualifications
Essential
* GCSE grade A - C English or equivalent
Desirable
* Typing qualification
Personal Qualities and Attributes
Essential
* Team player
* Ability to use own initiative and work independently
* To have a calming influence whilst working under pressure
* Ability to manage varied workload
* Commitment to equality and valuing diversity and understanding of how this applies to own area of work
* Commitment to the aims and charitable objectives of St Clare Hospice
* Committed to own continuing professional learning and development
Person Specification
Other Requirements
Essential
* Ability to be flexible to cover the service
Experience
Essential
* Experience of providing administrative support in a clinical setting
* Previous work in a health/social care setting
* High standard of keyboard Skills
* Experience of using databases
* Experience of using MS office/Word, Excel, outlook
* Experience of working autonomously
* Worked closely with clinical teams including utilising team diaries as appropriate
* Able to arrange, attend and minute take at meetings
Desirable
* Medical secretary - min 1-2 years
* Experience of using SystmOne
Skills and Abilities
Essential
* Excellent communication skills (written & verbal)
* Knowledge of administrative processes
* Setting up basic data bases
* Ability to prioritise and work to deadlines
* Able to deal with a wide range of people
* Able to communicate clearly & unambiguously
* Able to cope with direct and indirect patient/carer contact which at times may be distressing
* Ability to be able to communicate internally and externally and coordinate meetings/events
Qualifications
Essential
* GCSE grade A - C English or equivalent
Desirable
* Typing qualification
Personal Qualities and Attributes
Essential
* Team player
* Ability to use own initiative and work independently
* To have a calming influence whilst working under pressure
* Ability to manage varied workload
* Commitment to equality and valuing diversity and understanding of how this applies to own area of work
* Commitment to the aims and charitable objectives of St Clare Hospice
* Committed to own continuing professional learning and development
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 Clare Hospice
Address
Hastingwood Road
Hastingwood
Harlow
Essex
CM17 9JX
Employer's website
Create a job alert and receive personalised job recommendations straight to your inbox.
#J-18808-Ljbffr