Community Administrative Assistant

Our Mission is Simple: To provide outstanding care and support to the community of North Devon who are impacted by a life limiting illness. Join our Community Team and be part of something amazing!

Main Duties of the Job:

• The Community Administrative Assistant is responsible for providing comprehensive and efficient administrative support to our Community Service with a primary focus on supporting the Hospice to Home Team.
• This role will provide the right candidate with the opportunity to undertake a range of activities that support our team to deliver outstanding care, including processing referrals, preparing and sending correspondence, preparing meeting agendas and taking notes, directing callers, and liaising with key contacts within the hospice and in other partner organisations.
• As a member of the wider Care Administrator Team, you will also contribute to cover arrangements across our teams, particularly sharing responsibility for providing administrative support for the weekly Multidisciplinary Team Meeting on a rotational basis, receiving and processing referrals for any of our services, and covering reception points as required.

To achieve this, you will have a calm and approachable manner with excellent communication skills. You must have a high level of computer literacy and experience of using data systems. While an existing knowledge of medical terminology would be beneficial, training will be provided if required.

About Us:

Working for us is awesome! Benefits include:

• An excellent working environment (& beautiful outside areas)
• Flexible & family friendly policies including Maternity, Adoption, Paternity, Shared Parental leave and Pawternity!
• Tech Scheme
• Cycle to work Scheme
• Free on-site parking
• Personal pension scheme with the ability to continue contributions to your NHS pension
• Generous holiday allowance increasing with service
• Employee Assistance Programme (EAP) offering free confidential advice on a range of matters including financial, legal, health and wellbeing
• Health Cash Plan which can include up to 5 children and the option to include partners
• Regular Wellbeing events
• The opportunity to give us your feedback on how we can improve as an organisation

Job Responsibilities:

• Providing comprehensive and efficient administrative support to our Community Service with a primary focus on Hospice to Home (H2H).
• Following and delivering on a key work plan specific to your area of practice.
• Working as part of the wider clinical administrative team to support a whole-team approach and undertaking tasks as required to meet the needs of the service, e.g. minuting MDT meetings, covering reception and other admin tasks in periods of absence.
• Acting as a central point of contact for the community team, other Healthcare Professionals, patients, and carers known to H2H.
• Processing all referrals to H2H in a timely manner, working closely with the Team Lead and RN on duty to understand capacity to facilitate caseload allocation.
• Proactively supporting the Team Lead with rostering, coordinating and recording of shifts, annual leave, sick leave, study leave etc.
• Supporting the induction of new staff.
• Supporting education and community admin team with allocating student placements between H2H and CNS.
• Supporting the Registered Nurse on duty with key communication activity related to service delivery including Marie Curie, Pathfinders, RIC and the Continuing Healthcare (CHC) Team as required.
• Supporting communication within your team and across teams, responding to requests for information and equipment in a timely manner.
• Managing telephone enquiries in a calm and easily understood manner, being as informative and as reassuring as possible and signposting where necessary.
• Answering the CNS Duty phone if all other staff busy.
• Monitoring and maintaining stocks of team leaflets, literature and equipment.
• Completing NHS ordering.
• Preparing and distributing a variety of correspondence within the hospice and to partner organisations as required.
• Maintaining and producing data and information for required departmental activity reports, audits, KPI data and quality accounts as required.
• Assisting with administrative tasks related to CHC billing, in coordination with the Finance Team.
• Supporting the collection and collation of service user feedback gained through a variety of sources including our out-sourced feedback tool.

Person Specification:

Essential Experience:

• Experience of providing administrative support to a busy team.
• Experience of collecting, collating and reporting data.
• Experience of developing and maintaining administrative systems.

Essential Qualifications:

• A good standard of education including Maths and English at GCSE Level 4 or above, NVQ3 or equivalent.

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:

North Devon Hospice, Deer Park, Newport, Devon, EX32 0HU

Website: https://www.northdevonhospice.org.uk/