Admin Support Officer

Job summary

Doyou possess excellent customer service, have great eye for detail and love towork in a fast paced environment? We are looking for a kind and considerateAdmin Support Officer to join our Care Coordination Centre and Inpatient Unit.

Main duties of the job

This role provides daily efficient administrative support to our busy Care Coordination Centre and Inpatient Unit. You will be responsible for processing referrals and taking calls from our Community clients, maintaining team rotas, minute taking, diary management and all input of data on to the Patient Administration Systems as required.

This is a busy role, working with systems and with a varied workload. We are therefore looking for someone enthusiastic and excited to take on a new challenge.

About us

Your Local Hospice:

If you live in Southampton and West Hampshire, Mountbatten Hampshire (formerly Countess Mountbatten Hospice) is your local hospice.

We are a charity which provides free care and support to people with any life-limiting illness, including respiratory disease, Motor Neurone Disease, heart disease, advanced dementia, respiratory disease and cancer. We also provide free bereavement and psychological support to patients and their families.

Much of our work takes places in people's own homes across our community.

Mountbatten Hampshire is part of the Mountbatten Group, and its sister hospice is Mountbatten Isle of Wight.

Our Values

We care about what we do.

We appreciate that people are different, and we are kind and compassionate to our patients and families, to our local community and to each other

We are experts in our field.

We are professional at all times, aspiring to be the best that we can be in everything that we do

We are innovative and bold.

We respond quickly and creatively to the changing needs of our society within the scope of our human and financial resources

We respect our community.

We exist for our local population, now and into the future, and we believe that we can achieve more together by working in partnership with others

Job description

Job responsibilities

Overview of Role

To maintaineffective and efficient administration systems by providing dailyadministrative support to the Care Coordination Centre and Inpatient Unit Teamsbased at Mountbatten Hampshire to ensure the smooth running of all Mountbattenservices across Hampshire.

Responsible forprocessing referrals/discharges, minute taking/meeting organisation/diarymanagement, sending the necessary medical letters/reports as required,responding to enquiries received as required.

Responsible forthe input of all data management onto the designated Mountbatten systems,including SystemOne as required by your teams and line manager.

Provideadministration support as required to other areas of Mountbatten Hampshire toensure the smooth running of services across the Mountbatten Group.

Care Coordination Centre General tasks

To provide a comprehensive administrative service tokey team and other colleagues and service users of Mountbatten Hampshire

To deal with all telephone enquiries from patients,carers and external organisations courteously and efficiently, taking messages and ensuring these are passed onto theappropriate accurately to the relevant department/employees required

Assist the Clinical Team Leaders with maintaining departmentalrotas, diary and appointment schedules as requested on a daily basis

Ensure all tasks assigned to this role are dealt within a timely manner and act as the point of contact for Community Team queriesfrom all the Community and Medical Teams of Mountbatten

Maintain and order all stationery and forms for theCommunity and Medical teams as required to ensure all items are fully stocked,liaising with the Lead Receptionist for ordering

In conjunction with other relevant MountbattenHampshire colleagues, assist in the design and development of administrativeprocesses/protocols to enhance the service provisions of MountbattenHampshire

Assist with the preparation, development and productionof correspondence, agendas, minutes, reports and presentational material thatare delivered to Mountbatten Hampshire standards

To attend meetings, prepare agendas and produce minutesat designated meetings, ensuring that any actions arising are communicated tothe relevant teams/employees and the actions arecompleted in accordance with agreed deadlines. All minutes to be produced in a timely fashion.

Process all referrals onto SystemOne accurately,ensuring urgent requests are given priority and that these processedimmediately and raised with the Community and Medical team as required

Discharge patients from the Community Team asrequested, ensuring standard operating procedures are always adhered to

Provide a comprehensive administrative service withinthe Care Coordination Centre to ensure that Community colleagues are supported,but also to ensure that the Care Coordination Centre works as efficiently aspossible this will mean ensuring that administration is effective for allCommunity team

To support Mountbatten Hampshire Medical Team with alladministration duties, to include populating clinic letters from SystemOne and weekly medical rotas

To ensure and manage the smooth running of bothCommunity Team/ Inpatient Unit Syringe drivers. To accurately document on SystemOne in a timely manner thebooking out and return. To ensure syringe driver boxes are fully stocked inreadiness for use. To liaise with Inpatient Unit for ordering whenrequired.

Inpatient Unit Tasks

To check and maintain the daily bed state updatingthe system regularly, to allow maximum and efficient use of bed space atMountbatten Hampshire

To check and complete patient identification data onall relevant documentation, utilising the relevant computer system to updateinformation, as necessary, and ensure that sufficient patient identificationlabels are available

To receive patients, relatives and visitors onto theward/unit/department, to ensure that they are appropriately orientated

Where applicable to assist medical colleagues byensuring that all visitors adhere to any prevailing visitor limitations or PPErequirements at all times

To co-ordinate the appropriate storage of patientproperty, ensuring that patients valuables are kept securely that patientvaluable are taken to the Finance Office

To ensure that SystemOne is used to update all patientrecords, particularly admission/discharge recording

To make discharge/transfer arrangements for patients,as instructed by nursing staff, to include the booking of transport service, ifrequired

To provide comprehensive administration support tomedical colleagues, which would include (but not be limited to), arrangingpatient medical investigations, making outpatient/follow-up appointments,assisting with non-medical enquiries, preparing medical certificates. To ensureall death paperwork is completed in atimely manner.

To assist/advise relatives in arranging overnightaccommodation, if required

Education and Training Responsibilities

Ensure you are compliant with all mandatorytraining requirements as well as those required by Mountbatten Hampshire toremain fully-informed in regards to hospice and Mountbatten Hampshireexpectations

Research,Audit and Service Evaluation Responsibilities

SupportMountbatten Hampshire colleagues with the formatting of audits when required

Other Responsibilities

Support the administration provision at MountbattenHampshire by being flexible and able to cover Inpatient Unit Ward Clerk ASOrole and/or Reception as reasonably required

Provide administrative support to other areas ofMountbatten as required

Complete internal audits and the associated auditreports as required

Liaise as necessary with both internal and externalstakeholders, businesses, and members of the community, providing an effectivelink with the organisation for those bodies and individuals

Develop and maintain effective working relationshipswith all other Administration colleagues at Mountbatten Hampshire, volunteersand visitors

Undertake specific project work as directed

General

All Mountbattenemployees are:

Required to abide by the Health & Safety at WorkAct

Required to attend mandatory and refresher trainingannually

Required to respect confidentiality applying to allMountbatten matters

Required to work within Mountbatten policies andprocedures

Required to participate in and contribute to teammeetings

Required to cooperate and liaise with departmentalcolleagues

Required to adhere to the Data Protection Legislationand General Data Protection Regulations in all aspects

Required to provide a new DBS Certificate every threeyears in line with the Disclosure and Barring Policy and Procedure

Expected to promote, at all times, Mountbattensphilosophy and uphold the Mountbattencore values

Expected to demonstrate at all times a commitmenttowards equality and diversity

Expected to demonstrate a commitment to their owndevelopment, to take advantage of education and training opportunities anddevelop their own competence

Expected to support and encourage harmonious internaland external working relationships

Expected to make a positive contribution to fundraisingand raising the profile of Mountbatten

Thisrole profile is not exhaustive and all employees are expected to undertakeadditional reasonable duties as requested. The profile will be subject to periodic review and may be amendedfollowing discussion between the post holder and employer.

Person Specification

Abilities & Skills

Essential

Understanding of confidentiality issues in a patient/client care setting Ability to adapt to changing needs and requirements Ability to be professional and take a consistent approach when dealing with service users and colleagues Ability to use wide range of software packages including Microsoft, Excel, PowerPoint, Office 365 Ability to work effectively in a team environment as well as independently manage own workload Excellent telephone manner and ability to provide a great customer service

Desirable

Ability to extract, analyse, interpret and report data and statistical information from multiple data sources

Qualifications

Essential

5 GCSEs grade C or above

Experience

Essential

Experience/understanding of information and statistics Experience of communicating with professionals in a variety of settings

Desirable

Experience of working in a pressurised environment Experience of using SystemOne or other electronic care plan systems Experience of initiating and maintaining office systems

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