Job description

Job responsibilities

Providing administrative support in the Palliative care Advice Centre at the hospice

Providing secretarial support for the senior medical team and Community Consultant.

GENERAL DUTIES

To provide a comprehensive administrative support service to members of the hospice clinical team. This will include processing and managing new referrals, discharges and correspondence and entering data onto EMIS within specified timescales. This list is not exhaustive.

Ensure all administrative tasks are followed in an accurate and compliant manner following agreed protocols.

To support other administration teams as needed e.g. during periods of absence/ holidays.

To prioritise work ensuring that correspondence regarding patients is dealt with appropriately and in accordance with service quality standards and time limits.

To receive incoming telephone calls, determining the urgency of the call and use own initiative to deal with it.

To have knowledge of local services that are available for patients and their carers/families within East Cheshire.

To develop and promote efficiencies in administration processes to the wider clinical teams.

To attend, co-ordinate and minute MDT Meetings as required.

To support and guide any departmental volunteers and seek advice regarding their practice where required.

Communicating/liaising with all staff within partner organisations, health care professionals and East Cheshire Hospice staff, maintaining good communication/ referral processes with other health care professionals.

The confidentiality of information about patients must be upheld at all times as the post involves access to vulnerable adults. A satisfactory Disclosure and Barring (DBS) check is required.

Act as a welcome to the Palliative care Advice Centre/Hospice @home/In-patient service for all service users.

Dealing with distressed patients, carers, relatives and the bereaved in an empathetic manner, in person and via telephone.

To provide clear and professional communication at all times.

Effectively signpost colleagues within the Hospice or external contacts to other agencies or sources of help as appropriate.

To continuously seek to maintain and improve own level of skills and undertake learning and development as appropriate.

To contribute to the development of the Palliative care Advice & Coordination service.

Minute taking for the wider team as well as own team, as and when required.

Dealing with a combination of both computerised and paper-based information systems, including fault finding on non-complex office equipment.

Researching information for clinical colleagues on assorted topics from the Internet or external agencies.

Helping clinical colleagues by taking on all the administrative duties of audits and surveys and then collating the results in an easy-to-read format.

There will be a rotational element to the post including to the Inpatient unit and Hospice at home

Person Specification

Qualifications

Essential

• See Job Description

Experience

Essential

• EXPERIENCE
• Significant administration experience.
• Experience of working in a secretarial role.
• Experience of developing/improving administrative processes and/or systems.
• SKILLS & KNOWLEDGE
• Excellent communication, numeracy, literacy and IT skills.
• The ability and desire to work independently and within a team.
• Strong organisational and time management skills in a time-pressured environment
• Able to demonstrate commitment towards various quality and care standards.
• The ability to work effectively in emotionally and demanding situations.
• The ability to use your own initiative.
• Understand the importance of and adhere to Confidentiality & Information Governance
• IT competence to support members of the team and other staff through new processes and systems.
• Able to adapt to changing situations and demonstrate resilience when working under pressure.

Desirable

• Experience in a health care setting
• Knowledge of Specialist Palliative Care services & the working practices of the wider hospice environment
• Good word-processing ability & familiarity with Microsoft Office packages
• Ability to use several databases i.e. EMIS, SMI, Teams, secretarial software

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

East Cheshire Hospice

Address

Millbank Drive

Macclesfield

Cheshire

SK10 3DR

United Kingdom

Employer's website

https://www.eastcheshirehospice.org.uk/ (Opens in a new tab)