We are an ambitious organisation providing specialist palliative care services, completely free-of-charge, to patients and their families across a wide area stretching from Wrexham, Flintshire, and East Denbighshire to Barmouth and the border towns including Oswestry and Whitchurch.
It costs £5.6m per year to run the Hospice, with only 20% of our funding provided by the government. We are reliant on the support of the community we serve to donate and fundraise to maintain our vital services.
Over 400 volunteers give their time to the Hospice helping us run efficiently and effectively as part of the local community.
We are looking for an experienced Clinical Administration Lead to join our team on a permanent basis. The role will support the Clinical Team to uphold excellent standards and processes across the organisation. Are you that person?
The role will be based at the Hospice, and the ideal candidate will have Clinical Administration experience with strong leadership, organisation and communication skills.
Main duties of the job
Key Responsibilities
Provide effective leadership, support and development for the Clinical Administrative Team.
Provide administrative support to the Director of Clinical and Patient Services and Medical Director to a high standard, with a high level of confidentiality and efficiency
To have excellent organisational skills to ensure workload is prioritised and tasks met in a timely manner.
Ensure the clinical administration team provide general secretarial support, across all clinical departments including Rehabilitation, Family Support, Patient Flow, Medical, Inpatient and Outpatient departments.
Risk Management & Security: Reviewing risks to data assets, implementing controls, and reporting incidents to the SIRO (Senior Information Risk Owner).
Asset Governance: Maintaining an Information Asset Register (IAR) to know what information is held, where it resides, and who uses it.
Compliance: Ensuring data is used legally, ethically, and in accordance with GDPR and the Data Protection Act 2018.
Data Quality & Usage: Ensuring data is accurate, relevant, and securely destroyed when no longer needed.
Access Control: Authorising and monitoring who has access to the information.
About us
A positive and friendly working environment.
The opportunity to make a real difference.
Excellent training and development opportunities for those that want them.
Generous holiday allowance that increases with length of service.
Staff lunch Menu (Hospice based positions only).
Employee Assistance Programme.
Retail Discount Scheme.
Job responsibilities
Key Relationships
Director of Clinicaland Patient Services
Medical Director
ClinicalAdministration Team
Patient Flow Team
Executive Assistant
Clinical Leads
Business SystemsCo-ordinator
AdministrationAssistant
Marketing andCommunications Manager
Chief ExecutiveOfficer
Facilities andReception Team
Grant and TrustsFundraiser
SCUK OperationsManager
Duties and Responsibilities
Clinical Administration
Manage the roles of all clinical administrators and their dutiesacross all clinical departments.
Within the Clinical admin team ensure departmental cover ismaintained and delegate duties as appropriate. Ensuring all staff absences arecovered.
Co-ordinate, prepare papers and minute take for monthly Clinical Leads, Clinical Effectiveness, MedicineManagement andany other clinical meetings that require support.
Workingwith the Administration Assistant with regards reporting of allpatient incidents (logging, updating actions, closing and reporting).
Oversee and manage the document control register for all ClinicalPolicies, Risk Assessments and SOPs, ensuring that all are reviewed before thereview date within Clinical Effectiveness by the appropriate Lead. Coordinatethe sign off process for all documents mentioned ensuring all documents use theup-to-date templates and are proofread and formatted correctly. Once fullysigned off each document is to be added to Blue Stream and SharePoint andshared with the relevant staff members.
Manage the clinical administrative team, to ensure a high standardof accurate and valid Management Information and KPI data is collected,reported and shared in a timely manner with relevant parties, including the Directorof Clinical Services, the Medical Director, the CEO and the Clinical committee. The reports include but are not limited to:
* All Clinical Daily MI
* All Clinical Monthly MI
* All Clinical Quarterly MI
* Clinical Committee Report
* Hospices Funding Allocation KPIs
* Hospice UK data requests
* Hospice UK patient safety data
* MI to back up Proposals for Clinical Committee
* Organisation Charts
* Patient and Carer Feedback Report
* CDLIn Report
* Ad hoc requests from Income generation
Comply with information governance regulations ensuringinformation is efficiently and legally managed.
Be the Lead Super User on electronic patient records system (Nourish)and the Administrator of the Clinical area inSharePoint, ensuring all admin staff have received training and are competent using the systems. Oversee the record management of Nourishpatient files: active, inactive, archive and the build / amendments of Nourishinteractions for the whole clinical team.
Oversee and manage the admin and coordination of all new Clinicalstaff / students/placements. Includingbut not limited to:
* Nourish logins / link to Custr
* SharePoint access
* Update Clinical organisation charts
* Induction packs
* Welcome tours / induction side by sides
* Uniforms
Coordinate and oversee the following external group sessions:
* GP Trainee Day
To manage and oversee the purchase order process (have a NHHcredit card for purchases) for the Clinical team, ensuring POs and invoices areraised and signed off. Including but not limited to:
* Denbigh stores
* Amazon Business
* Medical suppliers
Direct Support to Clinical and Medical Directors
Provide a high-level administrative support tothe Director of Clinical and Patient Services and the Medical Director, toinclude meeting support, document provision and support with other duties asrequired
Work closely with the Executive Assistant and ExecutiveDirectors to manage the administration of clinical complaint handling, toinclude logging, tracking and supporting investigations.
Management and Leadership
To Lead the Clinical administrative team on adaily basis
Plan and organise own workload, and tosupervise and review the workload of the clinical administration team, whilebeing responsible and flexible to the needs of the hospice clinical team.
To ensure all staff within the team have thenecessary knowledge and skills to undertake their roles effectively.
To address any concerns regarding poorperformance within the team in an appropriate ad timely manner
To ensure periods of planned leave arecoordinated in a manner appropriate to maintain service continuity
To ensure all team members annual appraisalstake place and provide worthwhile reflection and meaningful discussions,setting clear objectives for the year ahead that have been agreed by bothparties
Education andTraining
To demonstrate ongoing personal and professional development inaccordance with own appraisal
Attend annual mandatory training appropriate to role andresponsibilities.
To undertake IT training and to maintain appropriate computer-basedskills in order to improve processes within the administration department.
Have advanced knowledge of MS office with Word, Excel, PowerPoint,Outlook, Teams and SharePoint and share knowledge with Clinical teams.
Requirements
This post is subject to the Terms and Conditionsof employment of the Hospice as specified in the staff handbook
Competence You are responsible for limiting your actions to those that you feelcompetent to undertake. If you have anydoubts about your competence during the course of your duties you shouldimmediately speak to your line manager / supervisor.
Itis a standard element of the role and responsibility of all staff of theHospice that they fulfil a proactive role towards the management of risk in allof their actions. This entails the risk assessment of all situations, thetaking of appropriate actions and reporting of all incidents, near misses andhazards. It is a requirement that you adhere to Nightingale House HospicePolicies, Procedures, Protocols and guidelines at all times.
Health and Safety Requirements of the Hospice
All employees of the Hospice have a statutory duty of carefor their own personal safety and that of others who may be affected by theiracts or omissions. Employees arerequired to co-operate with management to enable the Hospice to meet its ownlegal duties including attendance at mandatory training updates and also toreport any hazardous situations or defective equipment.
DataProtection and Confidentiality
The post holder must treat all information, whethercorporate, staff or patient information, in a discreet, secure and confidentialmanner in accordance with the provisions of the current data protectionlegislation and organisational policy. Any breach of such confidentialityis considered a serious disciplinary offence, which is liable to dismissal and/ or prosecution under statutory legislation and the hospices disciplinarypolicy. This duty of confidencecontinues after the post holder leaves the organisation.
RecordsManagement
As an employee of the hospice, the post holder islegally responsible for all records that they gather, create or use as part oftheir work within the organisation (includingpatient health, staff health or injury, financial, personal andadministrative), whether paper based or on computer. The post holder should consult the IG Lead ifthey have any doubt as to the correct management of records with which theywork.
Flexibility Statement
Thecontent of this Job Description represents an outline of the post only and istherefore not a final list of duties and responsibilities. The Job Description is therefore intended tobe flexible and is subject to review and amendment in the light of changingcircumstances, following consultation with the post holder.
Person Specification
Qualifications
* NVQ/Diploma in administration or business, level 5 or ability to demonstrate equivalent experience.
* Have attended MS office Advance courses on Word, Excel, PowerPoint, Outlook, Teams and SharePoint or can use the software to this level.
Experience
* Managing a team
* Working in an office environment as part of an administrative team.
* Substantial and demonstrable experience of administrating meetings (including full minute taking, producing agendas, paper collation and circulation and follow up of actions).
* Producing management information and being able to interpret data to report against key performance indicators.
* Handling telephone calls and written communication
* Administration of complaints management.
* Administration of monitoring systems.
* Implementing new electronic systems
* Previous employment in similar clinical role
* Working within a health or public sector environment.
* Understanding of the NHS and its partner organisations.
* Administration of patient experience process.
* Administration of patients experience monitoring systems.
* Working as a Personal or Executive Assistant
* Managing multiple diaries and inboxes at the same time.
* Clinical administration systems.
Knowledge
* Microsoft Office Software
* Advanced knowledge of MS office with Word, Excel, PowerPoint, Outlook, Teams and SharePoint.
* Working with multi agencies
* Blue Stream trained for updating training and Policy / Governance documents.
* Trained in the daily use of an electronic patient record system to a superuser level. Ideally Nourish Care.
Skills
* Ability to communicate effectively with staff, managers, external agencies and the general public.
* Good leadership, organisational, interpersonal and liaison skills.
* Ability to administrate meetings to a high standard as requested (including full minute taking, producing agendas, paper collation and circulation and follow up of actions)
* Able to demonstrate advanced use of software programmes including outlook / teams / excel / PowerPoint / word.
* Ability to be able to produce data and management information against key performance indicators.
* Ability to handle confidential information with the upmost discretion.
* Ability to administer and manage the administration of complaints handling, including logging recording tracking, formatting and closing complaint responses.
* Ability to carry out tasks to a high quality with a high degree of accuracy.
* Ability to coordinate and arrange meetings of large groups in a quick and efficient manner.
* Ability to establish systems and processes to manage a heavy workload within a fast-paced environment.
* Ability to problem solve.
* Excellent verbal and written communication skills (including spelling, grammar and punctuation).
* Ability to work to deadlines.
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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