Clinical Services Administrator

Primrose Hospice is looking to recruit a professional and motivated Clinical Services Administrator. This is an integral post within our Clinical Services Team and we are looking for someone who wants to make a real difference to our community. Based in Bromsgrove, Primrose Hospice provides compassionate care to patients with life-limiting illnesses and support for their family. This is a really exciting time to join the Primrose Team. This post will be instrumental in helping us deliver our vision for the future of Primrose Hospice.

Current services include: Day Hospice, nurse led clinics and physiotherapy led by the Clinical Team; family support, living well and complementary therapies are led by our Family Support Team.

We offer a competitive salary, continuing contributions to the NHS pension scheme (for existing members) and NEST pension scheme for others, a package of employee support and development, EAP, flexible working opportunities, free onsite parking and refreshments. No weekend work is required.

The ideal candidate will have:

• Exceptional administrative skills, including minute taking and databases
• RSA Level III and a Medical Secretarial qualification (preferable)
• Empathy and understanding of issues encountered by patients with palliative care needs (training and support will be given)

They must be a keen team player with good interpersonal and communication skills who believe that working with people at end of life is a privilege.

Main duties of the job:

The post holder will provide effective administrative support to the Hospice's Clinical Team under the guidance of the Head of Clinical Services.

Duties & Responsibilities:

• Provide digital support and in-house patient database / EMIS support and advice, secretarial and general office support to the clinical team with limited cross cover with Family Support Team administrators during times of leave.
• Receive and respond appropriately to telephone and email enquiries, using personal initiative and remembering with sensitivity the patient / family group supported by the Hospice.
• Undertake an EMIS administrator role which includes setting up and maintaining caseloads, creating templates, and waiting lists, scanning documents and support & guidance to clinical staff in the use of EMIS.
• Work with the clinical team to produce and send all required clinical correspondence for patients, GPs and other health care professionals as required.
• Work with the Clinical Nurse Specialist (CNS), contributing to diary management and supporting the day-to-day organisation of the outpatient clinic; this includes booking appointments and correspondence.
• Provide limited secretarial support for the CEO as necessary relating to clinical matters i.e., writing to GPs and the wider teams as requested.
• Prepare and take minutes of meetings within the Primrose Hospice, always maintaining strict confidentiality.
• Work with the Data Compliance Officer to set up administration for developing services to ensure efficient service, data collection and data quality for the Clinical Team.
• Co-ordinate student placements, being a central point of contact and ensuring students have the required information prior to attending Primrose Hospice.
• Maintain electronic folder for Risk Assessments and Audits, monitor and keep assessments and audits electronically.
• Support the IT process for new and leaving staff members including requesting (or closing) email accounts and access to clinical systems, liaising with external agencies as required.
• Ensure all written and verbal communication is constructive, effective, accurate and documented following Hospice procedures.

Person Specification:

Experience:

• Minimum of 2 years secretarial experience including a full range of general office duties.
• Knowledge of medical terminology.
• Good working knowledge of Microsoft Office especially Word, Excel & Sharepoint.
• Working in a medical setting e.g. medical secretary/receptionist.
• Knowledge of patient record system e.g. EMIS Web.
• Understanding of the hospice environment.

Qualifications:

• Word processing/typing to RSA II or equivalent.
• GCSE Grade C (or equivalent) in English.
• Word processing/typing to RSA III or equivalent.
• Medical Secretary qualification.

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.