BIRMINGHAM ST MARY’S HOSPICE



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BIRMINGHAM ST MARY’S HOSPICE

Happy to talk about Flexible Working’

JOB DESCRIPTION

|Job Title: |Bank Clinical Administrator |

|Department: |Clinical Administrative Team |

|Hospice Band: |3 |

|Hours: |Bank as required |

|Reports to: |Clinical Administration Lead |

|Responsible for: |Providing administration support to the Clinical Administration Team |

Job Purpose

|The post holder will be responsible for support the clinical administrative team. |

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|The post holder will be expected to use a range of skills, knowledge and initiative to provide the support necessary to enable the Clinical |

|Administrative Team to carry out their duties effectively. |

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|As well as providing administrative support, the post-holder will be a key point of contact for other services involved in the care of patients. |

|The post-holder will along with other administrative staff form a point of contact for a range of queries, and will assess them and resolve where |

|possible or pass on to the appropriate staff. A high level of initiative, knowledge, tact, sensitivity and judgement is required in this post, as |

|is an understanding of the importance of confidentiality. |

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|The post holder will be participating in a rota system to support joint working initiative so cross-site working will be a key part of this role. |

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Main Duties and Responsibilities

|Communication |

|to support the team with incoming telephone calls into hospice and exercise initiative in prioritising appropriately. |

|Communicate effectively and professionally, using initiative to prioritise calls appropriately and sensitively. |

|Liaising and speaking with internal and external health care professionals, patients and their carers/family to assist with communication of |

|information in a tactful and sensitive manner. Obtain patient information from other health care organisations as required |

|Use Hospice electronic patient records via patient records system communicating telephone messages via S1 Task to Duty CNS or appropriate team |

|member; managing tasks; producing and sending out all clinical correspondence to include new patient assessment, discharge and clinic appointment |

|letters for the team, in accordance with set standards. |

|Disseminate internal and external correspondence and communications within the team |

|Assist the team in obtaining clinical correspondence for patients from GP surgeries/University Hospitals Birmingham clinical portal, as requested |

|by the team. |

|Liaise with external agencies and health care professionals. Establish and maintain good working relationships and effective communication with |

|other teams within the Hospice |

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|Governance |

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|Responsible for registering and processing of all new patient referrals onto the Hospice electronic patient records system (SystmOne)ensuring |

|these are processed in accordance with set standards - Liaising with TriageNurse/Lead CNS. |

|Responsible for production of weekly statistical reports in relation to team caseloads and other ad hoc reports from S1 as required, including |

|auditing of specific admin process |

|Ensure that incidents are reported using Datix |

|Responsible for utilising CONNECT system to and manage own mandatory training requirements |

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|General |

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|Organise monthly team meetings to include collating agenda in liaison with Integrated Community Team Leader and taking minutes |

|Responsible for booking required rooms for ICT clinical team meetings. |

|Assist with S1 ledger set-up and management; including booking and cancelling outpatient clinics appointments for patients at multiple internal |

|and external clinics |

|Co-ordinate induction timetables with internal and external colleagues for new starters to the team. |

|Produce accurate lists of current patients on a weekly basis. |

|Produce statistical information and ad hoc reports from the patient record system as required. |

|Develop and maintain any other databases, templates and logs as directed. |

|Participate in information gathering and processing as directed |

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|Confidentiality |

|All employees are required to uphold the confidentiality of all information records in whatever format, encountered in the course of employment |

|and after it. |

|All employees are bound by the requirements of the General Data Protection Regulations when, in the course of their employment, they deal with |

|information records relating to individuals |

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|Equality and Diversity |

|The Hospice is committed to promoting an environment that values diversity. All staff are responsible for ensuring that they treat individuals |

|equally and fairly and do not discriminate on the grounds of age, disability, gender reassignment, marriage or civil partnership, pregnancy or |

|maternity, race, religion or belief, sex and sexual orientation. The Hospice expects all staff to behave in a way that recognises and respects |

|diversity in line with the appropriate standards. |

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|Health and Safety |

|All employees have a responsibility under the terms of the Health and Safety at Work Act1974 to protect and promote their own health and that of |

|others in the workplace |

|All employees must comply with all Hospice Health and Safety Procedures |

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|Infection Control |

|The prevention and control of infection is the responsibility of everyone who is employed by the Hospice. Employees must be aware of infection |

|control policies, procedures and the importance of protecting themselves and their clients in maintaining a clean and healthy environment. |

|Information Governance |

|All employees are responsible for ensuring they undertake any training relating to information governance, read the Hospice’s policies, procedures|

|and guidance documents relating to information governance, and understanding how this affects them in their role. |

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|Professional Development |

|All employees must participate in an annual appraisal and develop a personal development plan with their Line Manager |

|All employees are responsible for maintaining their statutory and mandatory training. |

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|Safeguarding Children, Young People and Vulnerable Adults |

|The Hospice is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. All employees and volunteers |

|are therefore expected to behave in such a way that supports this commitment. |

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|Pandemic or major incident |

|In the event of a pandemic or major incident, the post holder may be asked to undertake other duties not necessarily commensurate to the banding |

|of this role. This could include duties in any part of the Hospice. Prior to undertaking any duties, the member of staff will have full training |

|and induction. No member of staff will be asked to undertake duties for which they are not competent or where they feel unsafe in their |

|environment or could put patients or themselves at risk. |

The job description is not exhaustive and may be amended following appropriate consultation in the light of business needs

PERSON SPECIFICATION

|Job Title: |Bank Clinical Administrator |

|Department: |Clinical Administration |

|Hospice Band: |3 |

|Requirements |Essential |Desirable |How identified |

|Education and Qualifications |Educated to GCSE standard or equivalent |Knowledge of medical terminology |Application Form, |

| |Excellent IT skills and proven experience of | |Interview, Test, |

| |Microsoft Office including Word, Excel, PowerPoint | |Certificates |

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|Knowledge and Experience |Recent experience in a similar position at senior | |Application Form,Interview |

| |level | | |

| |Achievement of objectives within specific timescales| | |

| |Recent experience in developing and maintaining | | |

| |databases | | |

| |Experience of supporting and coordinating activities| | |

| |/ projects | | |

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|Personal skills and |Proven minute writing skills | |Interview |

|attributes |Self-motivated and able to motivate others. | | |

| |Good oral and written skills. | | |

| |Excellent organisational skills. | | |

| |Problem solving skills. | | |

| |Adaptable/flexible approach to work | | |

| |Good interpersonal skills. | | |

| |Able to prepare reports and present data accurately | | |

| |and methodically. | | |

| |High degree of accuracy in reporting and attention | | |

| |to detail. | | |

| |Support the development of departmental guidelines | | |

| |and procedures. | | |

| |Excellent telephone and other communication skills. | | |

| |Able to deal sensitively and appropriately with | | |

| |patients and their carers. | | |

| |Understanding of and commitment to equal | | |

| |opportunities | | |

| |Able to work in team environment. | | |

| |Friendly approach. | | |

| |Understanding of need for confidentiality | | |

AF = Application form I=Interview T=Test C=Certificate

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