Job summary
The role of the Clinical Administrator within BarnsleyHospice is an integral part of the whole administrative function and willprovide an effective and efficient support service to the multi-disciplinarystaff team(s), performing particular tasks and duties as directed by theCorporate Administration Manager.
The post holder will be expected to provide administrativesupport to nominated individuals and/or parts of the service but provide coveramongst other colleagues to fill gaps and to ensure continuity of services. Itis essential that the post holder is able to exercise initiative suitable tothe role and is fully supportive to other colleagues in the administrativeteam.
Please contact Paul Emmerson, Corporate Services Managerfor an informal chat 01226 244244 or email paul.emmerson@barnsley-hospice.org
Main duties of the job
This post ensures smooth operations and enablesclinical staff to focus on their core functions. The post holder manages various tasks,including record keeping, supporting effective information flows, communicationand coordination of medical rotas, appointments and deadlines, helping themedical team to prioritise their work, all of which contribute to the overallefficiency and success of the Hospice.
About us
Barnsley Hospice is a charity that provides specialist palliativeand end of life care to hundreds of local people and those close to them eachyear. Our main priority is to achieve the best possible quality of life forpeople living with a life- limiting illness, whilst supporting those close tothem during the period of illness and bereavement. As a specialist careprovider, the range of skills we offer include, pain and symptom management,emotional support and end of life care. The hospice currently employs about 100people and has a team of volunteers, based both at the hospice and within ourRetail Hub.
We are committed to Equality, Diversity &Inclusion in all that we do and welcome applications from all sections of thecommunity. We particularly welcome applications from Black, Asian and minorityethnic candidates, LGBTQIA+ candidates and candidates with disabilities becausewe are committed to increasing the representation of these groups at Barnsley Hospice.
Job description
Job responsibilities
Secretarial Duties
Provide comprehensive secretarial support to a team of clinicians andthe 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 relevantcourses and travel as required.
Coordinate and minute weekly MDT meetings, medical team meetings,monthly mortality review meetings and governance groups, ensuring timely andefficient distribution of notes and actions.
In conjunction with the ward clerk and medical team, generate andcirculate the Consultants and IPU doctors on-call rotas.
Liaise with consultants regarding junior doctor changeovers and ITaccess.
Liaise with Sheffield University regarding medical studentplacements, including coordination of induction packs and documentation and collationof student feedback.
Provide secretarial and administrative support for outpatientclinics.
Administrative Duties
Monitor and manage telephone calls and clinical NHS emailaccounts, ensuring professional and efficient handling of all enquiries.
Monitor and respond to voicemail and answerphone messages in atimely and courteous manner.
You may be the first point of contact for service users and/orpartners and it is vital that inquiries are handled well, issues resolved, andrelevant information is provided to ensure a positive first impression andcustomer satisfaction.
Request and track letters and medical information from primary andsecondary care providers (e.g., Weston Park, Sheffield Teaching Hospitals,Barnsley Hospital).
Access the NHS ICE system to retrieve patient results asrequired.
Update and maintain patient information and appointments usingSystmOne, including registering new patients, adding and amending appointments,supporting the Consultants with outpatient clinics and home visits (e.g., trackingreferrals, arranging appointments, follow-ups, liaison with patients andfamilies).
Maintain accurate physical and digital records for outpatientappointments, including letters and ReSPECT forms.
Liaise with external storage providers regarding patient recordarchiving.
Monitor and update the bereavement Friends & Familyspreadsheet and issue follow-up letters.
Coordinate FamCare surveys, and other patient and family feedbackas directed by the Medical and Counselling Teams.
Complete required governance tasks to support use of FP10prescription pads.
Coordinate education sessions for the clinical team and supportnew doctor inductions (e.g. F1 every 3 months, GP trainees every 6 months).
Liaise with Community Clinical Nurse Specialists (CNS) tocoordinate 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 ClinicalAdministration 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, includingconverting PDFs to Word and formatting and filing clinical guidelines, policiesand Quality Improvement work as required.
Support Quality Improvement work for medical audits and serviceevaluation i.e., FamCare.
Other Responsibilities
Provide annual leave and sickness cover for the Ward Clerk during periodsof absence or high workload.
Ensure personal compliance with Mandatory and Statutory Training(MaST) requirements.
Undertake any other duties as required andappropriate to the role, as directed by management.
To undertake any other duties, commensurate with the role asrequired by the Hospice.
To act as an ambassador of theHospice, maintaining honesty, integrity and trustworthiness at all times.
The post holder will be expected tomaintain strict confidentiality at all times.
The post holder will ensure that theyare aware of and apply health and safety and fire precautions.
The post holder will ensure thatclinical risk management and safeguarding procedures and relevant good practiceguidelines 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 inorder to meet service needs.
The post holder will support the Hospice as required, across therange of duties as appropriate within the grading of this post. In the contextof rapid and ongoing change within the Hospice, the above responsibilitiesrepresent the current priorities and requirements for the post. Thesepriorities will develop and evolve over time. Any significant changes will bethe subject of full communication and consultation with the post holder.
Full compliance with required aspects ofthe induction programme prior to undertaking any duties aligned with the post.
Job description
Job responsibilities
Secretarial Duties
Provide comprehensive secretarial support to a team of clinicians andthe 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 relevantcourses and travel as required.
Coordinate and minute weekly MDT meetings, medical team meetings,monthly mortality review meetings and governance groups, ensuring timely andefficient distribution of notes and actions.
In conjunction with the ward clerk and medical team, generate andcirculate the Consultants and IPU doctors on-call rotas.
Liaise with consultants regarding junior doctor changeovers and ITaccess.
Liaise with Sheffield University regarding medical studentplacements, including coordination of induction packs and documentation and collationof student feedback.
Provide secretarial and administrative support for outpatientclinics.
Administrative Duties
Monitor and manage telephone calls and clinical NHS emailaccounts, ensuring professional and efficient handling of all enquiries.
Monitor and respond to voicemail and answerphone messages in atimely and courteous manner.
You may be the first point of contact for service users and/orpartners and it is vital that inquiries are handled well, issues resolved, andrelevant information is provided to ensure a positive first impression andcustomer satisfaction.
Request and track letters and medical information from primary andsecondary care providers (e.g., Weston Park, Sheffield Teaching Hospitals,Barnsley Hospital).
Access the NHS ICE system to retrieve patient results asrequired.
Update and maintain patient information and appointments usingSystmOne, including registering new patients, adding and amending appointments,supporting the Consultants with outpatient clinics and home visits (e.g., trackingreferrals, arranging appointments, follow-ups, liaison with patients andfamilies).
Maintain accurate physical and digital records for outpatientappointments, including letters and ReSPECT forms.
Liaise with external storage providers regarding patient recordarchiving.
Monitor and update the bereavement Friends & Familyspreadsheet and issue follow-up letters.
Coordinate FamCare surveys, and other patient and family feedbackas directed by the Medical and Counselling Teams.
Complete required governance tasks to support use of FP10prescription pads.
Coordinate education sessions for the clinical team and supportnew doctor inductions (e.g. F1 every 3 months, GP trainees every 6 months).
Liaise with Community Clinical Nurse Specialists (CNS) tocoordinate 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 ClinicalAdministration 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, includingconverting PDFs to Word and formatting and filing clinical guidelines, policiesand Quality Improvement work as required.
Support Quality Improvement work for medical audits and serviceevaluation i.e., FamCare.
Other Responsibilities
Provide annual leave and sickness cover for the Ward Clerk during periodsof absence or high workload.
Ensure personal compliance with Mandatory and Statutory Training(MaST) requirements.
Undertake any other duties as required andappropriate to the role, as directed by management.
To undertake any other duties, commensurate with the role asrequired by the Hospice.
To act as an ambassador of theHospice, maintaining honesty, integrity and trustworthiness at all times.
The post holder will be expected tomaintain strict confidentiality at all times.
The post holder will ensure that theyare aware of and apply health and safety and fire precautions.
The post holder will ensure thatclinical risk management and safeguarding procedures and relevant good practiceguidelines 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 inorder to meet service needs.
The post holder will support the Hospice as required, across therange of duties as appropriate within the grading of this post. In the contextof rapid and ongoing change within the Hospice, the above responsibilitiesrepresent the current priorities and requirements for the post. Thesepriorities will develop and evolve over time. Any significant changes will bethe subject of full communication and consultation with the post holder.
Full compliance with required aspects ofthe induction programme prior to undertaking any duties aligned with the post.
Person Specification
Qualifications
Essential
* RSA 3 Word Processing (or equivalent expertise)
Desirable
* NVQ 3 in administration (or equivalent expertise)
* Knowledge of a range of administrative procedures and systems
Skills, abilities, and personal attributes
Essential
* Exceptional telephone skills, with the ability to take and convey clear messages
* Strong interpersonal and relationship skills and able to work well as part of a team
* Proficient IT skills
* Excellent organisational and time management skills
* Exceptional written and verbal communication skills
* Ability to work confidentially at all times
* Ability to take initiative and work independently
* Ability to work accurately and with precision
* Ability to work with databases, entering information, running basic reports and undertaking system updates
* Previous experience working with SystmOne
* Professional, pleasant and friendly demeanour
* Approachable and compassionate
* Sensitive to patient/carer needs
* Ability to respond in a calm manner
* Flexibility & Reliability in terms of work undertaken
Desirable
* Advanced typing skills
* Shorthand or speed-writing skills
Experience
Essential
* Recent experience working as a medical secretary including medical audio transcription
* Recent experience of Microsoft Word processing and spreadsheet packages
* Experience of administration, general office routines and filing systems
* Experience of handling confidential data and information
* Experience of prioritising own workload to achieve tasks efficiently and effectively
* Previous experience within a healthcare environment
* Previous clinical administration experience
Person Specification
Qualifications
Essential
* RSA 3 Word Processing (or equivalent expertise)
Desirable
* NVQ 3 in administration (or equivalent expertise)
* Knowledge of a range of administrative procedures and systems
Skills, abilities, and personal attributes
Essential
* Exceptional telephone skills, with the ability to take and convey clear messages
* Strong interpersonal and relationship skills and able to work well as part of a team
* Proficient IT skills
* Excellent organisational and time management skills
* Exceptional written and verbal communication skills
* Ability to work confidentially at all times
* Ability to take initiative and work independently
* Ability to work accurately and with precision
* Ability to work with databases, entering information, running basic reports and undertaking system updates
* Previous experience working with SystmOne
* Professional, pleasant and friendly demeanour
* Approachable and compassionate
* Sensitive to patient/carer needs
* Ability to respond in a calm manner
* Flexibility & Reliability in terms of work undertaken
Desirable
* Advanced typing skills
* Shorthand or speed-writing skills
Experience
Essential
* Recent experience working as a medical secretary including medical audio transcription
* Recent experience of Microsoft Word processing and spreadsheet packages
* Experience of administration, general office routines and filing systems
* Experience of handling confidential data and information
* Experience of prioritising own workload to achieve tasks efficiently and effectively
* Previous experience within a healthcare environment
* Previous clinical administration experience
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
Barnsley Hospice
Address
104-106 Church Street
Gawber
Barnsley
S75 2RL
Employer's website #J-18808-Ljbffr