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Office Admin

1 month ago

Aylesford, United Kingdom Heart of Kent Hospice Full time

**VACANCY POSTING**

**Job Title**:Administrator - Family Support Team (FST)

**Reports To**:Head of Family Support Team

**Accountable To**:Patient Services Director

**Responsible for**:Providing high quality administrative and clerical support to the Family Support Team (FST) and managers.

This is a multi-professional team, comprising of two Heads of Departments, Counselling, Social Work, Spiritual Care, Welfare Advice, and the Compassionate Neighbours service.

As part of the specialist palliative care services provided by the Hospice, the FST provide psycho-social and spiritual care that contributes to the holistic care provision to patients and their families.

To ensure the provision of a comprehensive high-quality service the team administrator’s role is essential in ensuring the department works efficiently, is co-ordinated, organised, and that we respond to clients and colleagues in an effective and organised way.

The administrator has a central role in managing referral systems, data inputting, supporting the FST team and volunteers. Being the first point of contact for patients and families wanting to access FST and supporting basic triage work and signposting. Being highly organised, motivated, able to work independently and as part of a team are vital. This is an office based role and will need someone with an excellent telephone manner and who is able to talk to people who may be in distress.

**Hours**:Part time - 25 hours per week (Monday - Friday)

**Location**:Heart of Kent Hospice, Aylesford, Maidstone.

**Salary**:£22,382 per annum (full time 37.5 hours per week pro rata equates to £14,921 per annum in relation to 25 hours per week.

**Closing Date**:Wednesday 24 May 2023

**Interview Date**:Wednesday 7 June 2023

**About you**

To contribute to the administrative running of the Compassionate Neighbours Service, Counselling, Social Work,
Spiritual care and Welfare team. To always ensure the smooth and effective operation of the department, Developing positive relationships and effective communications with clients, colleagues, and external organisations. With a keen eye for detail, able to manage varying demands and improve processes and administrative tasks to support all colleagues within the team.

**About the Role**
You’ll be using your excellent client service skills as the first point of contact for patients, their loved ones and health professionals. You’ll have a proven record of handling sensitive conversations and communicating with professionalism, clarity and empathy.

You’ll also be highly organised and skilled in prioritising and managing your time. The workload is varied and includes a mix of routine tasks and urgent requests. Reacting positively and adapting to changing demands on your time are key skills in this role. Previous work in an administration or secretarial role is essential.

Experience of working in a clinical setting, familiarity with clinical terminology, electronic patient record systems and an understanding of palliative care would be an advantage.

**About the Hospice**
We have been providing exceptional care to people living with a terminal illness in Maidstone, Aylesford, Tonbridge, Malling and surrounding areas since 1991. We support patients with both cancer and non-cancer diagnoses, and those closest to them, and all our services are provided free of charge.

Our vision is that everyone living with a terminal illness in our community will have the best quality of life, for as long as they live. Our highly trained colleagues and volunteers do everything to help our patients live in comfort, with independence and dignity in their own homes, local care homes or in our Hospice. All our care is underpinned by our core values of compassion, integrity, respect and teamwork **.**

As a local charity independent of the NHS we are reliant on our supporters and donors, our services cost £5 million to run, with over £4 million raised through the generosity of our local community. Our supporters fundraise in so many ways for us - from taking part in Hospice events and physical challenges, to local business support, to giving in memory of a loved one (and so many more other ways), their generosity is incredible.

We pride ourselves on being a value driven behaviour-based organisation, a willingness to embrace the Hospice Cultural Framework is paramount in all that we do.

**Key Responsibilities**
- First telephone point of contact and reception duties.
- Full administrative support to the FST team - inc supporting 2x managers, social workers, welfare advisors, counsellors, spiritual care team and compassionate neighbour’s service.
- Manage referral system and caseload database.
- Ensuring bereavement response within 6 weeks - to include a letter - to audit regularly and ensure a robust and effective system.
- To ensure the office is well stocked, organised - order leaflets, equipment and ensure effective management of office systems regarding lea

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