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Admin Assistant

4 months ago

Worcester, United Kingdom Worcestershire Acute Hospitals NHS Trust Full time

**Liaiseswith**: External: Patients, carers and the general public, General Practitioners, Registrar, Coroner and Coroners Officers, Funeral Directors, Crematorium Officials, Hospices, Treasury Solicitor and Voluntary Organisations Internal: Medical examiners and medical examiner officers, Bereavement Officers, Patient Services/Experience team. Medical staff of all grades and specialities, Nursing staff of all grades and specialities, Other health professionals of all grades and specialities including Mortuary staff and Bereavement Officers. Operational and non-operational managers, Non-operational staff of all grades and specialties, Chaplains, Volunteers, Portering team and ISS. Risk Assessment: Dealing with situations of loss, grief, and potential confrontation on a regular (daily) and frequent basis.

Noting that this will include dealing with traumatic, sudden deaths, paediatric deaths and those occurring in the maternity service. Significant proportion, greater than 60%, of the work involves using a VDU. Some manual handling associated with moving files and medical records between sites and departments Fire safety and awareness. Potential of occasional lone working and working from home.

**Job Purpose**: To deal with the administrative aspects of the deaths of patients in hospital and the community. This includes dealing with distressed families in potentially distressing situations. To support the Medical examiners and the medical examiner officers in the processes relating to scrutiny of all acute and community deaths. To work with the medical examiner officers to ensure that these processes are as smooth and prompt as possible, for the bereaved relatives.

Liaise with front-line staff including doctors, ward managers and Matrons and facilitate responses to any concerns or problems raised by patients/relatives regarding the death of a patient to ensure timely, local resolution. Contribute to service improvements through promoting the use audit and questionnaires to highlight the views of bereaved relatives, undertaking actions to resolve problems and share good practice. Key Duties: Assist with the process for dealing with deaths in the Trust in accordance with the Trusts bereavement processes. Ensure relevant documentation is collected and that data is inputted.

To liaise with the community care providers, coroner and registry office to chase the status of the death certificates and registration process. To liaise with the coroners team to update the status of deaths. To liaise with community care providers to chase referrals. Record all necessary information using current administrative systems.

Record any relevant telephone conversations/ messages and communicating these to the correct person/ team. Escalate any concerns to the appropriate team/ consultant/ nursing team. Ensure that relatives are contacted, and provided with the necessary information and support to enable the death of the patient to be registered appropriately. Ensure that all paperwork is completed correctly.

Arrange for medical staff to talk to relatives if they have any concerns or questions relating to the death of the patient. Ensure that good practice is developed and adopted in feeding back patients and carers views and recommending actions to resolve problems. Order stationery and ensure that there is a supply of MCCD certificates, cremation forms and relatives information booklets at all times. Keep accurate records of in-patient deaths, BID (Brought in Dead), GP notifications and baby deaths within the hospital.

Keep medical records in good order and file any loose paper work ensuring the notes are tracked in and out of the department. Keep all relevant excel spread sheets up to date ready for audit. Be aware of the implications of the Freedom of Information Act 2000, Data Protection Act 1998, Access to Health Records Act 1990, the Human Rights Act 1998 and the Trusts Confidentiality Policy in undertaking this role. Alert the Head of Patient, Carer and Public Engagement of any patient services matters that might attract adverse media coverage Assist in the development of patient information.

Attend and contribute to team meetings. Participate in an annual appraisal during which appropriate personal and service objectives for the forthcoming year will be defined and agreed. Plan for continuous professional development and attend courses as identified through the appraisal process and to disseminate the information gained to other staff to encourage continuous improvement. General Duties: The post holder may be required to undertake such other duties and training and/or hours of work as may be reasonably required to be consistent with the general level of responsibility of the post.

This post will be based at both Worcestershire Royal Hospital and The Alexandra Hospital in Redditch. Travel to the other Trust sites may be required. Vision and Values: The Trust aims to provide local services for local people. It has