Administrator - Senior Care Leadership Team

5 months ago

Barnstaple, United Kingdom Children’s Hospice South West Full time

Accept incoming phone calls and transfer calls or take messages as appropriate. To pass phone messages on at the earliest opportunity according to the system agreed. Accurately produce or edit any letters, reports, or other documentation from either database, digital, audiotape, handwritten material or verbal direction. Work with the PA Executive, Care Administration Teams, Clinical Information System Team, and IT Team to ensure clear and effective communication and workstreams.

Complete information inputting onto digital systems ensuring data accuracy including the hospice tracker, Vantage and other systems. Prepare/support regular reports for the leadership team based on a set framework and source of information e.g. Hospice Quarterly Quality Reports, Activity, Education Compliance, Policies. These may include graphs, tables and media sources.

Support the creation and collation of data for new or ad hoc reports or presentations as required. Work with the Local Care Administration Teams to provide support where necessary. Supporting any administration cover required for CHSW care due to demand, illness and vacancy to support service continuity. Support the local Teams in family engagement questionnaires, meetings, and other tools to capture their views and experiences at CHSW.

Oversee the children and family information available, both in paper and digitally, supporting the local teams to ensure this is relevant, up to date and accessible to all. This will require close working with Care and the CHSW Digital and Marketing Teams. Support any SCLT led staff engagement activities through organising events, supporting digital meetings, minute taking, distributing minutes / recordings, collating feedback, providing reports. Administrative support for any sensitive issues (HR processes, complaints, compliance issues) ensuring detail and standards are exceptionally high and confidentiality maintained throughout the process.

To proactively manage the arrangement, agenda setting and paper collation for specified meetings (digital and face to face). To attend meetings as required to take notes/minutes, manage follow up actions, coordinating and ensuring log and storage of information. This includes (but not exhaustive) care morning meetings three times a week, Senior Care Leadership meetings, Quality Governance, Risk, Clinical meetings (infection control, risk, education, clinical standards, documentation, care planning, family support), medical meetings, care zoom, and other meetings as requested. To be conscientious and careful in the maintenance of accurate records of all types, (written and computerised) and to always adhere to the CHSW Confidentiality and Information Governance policies and procedures.

To ensure that office and filing systems which guarantee confidentiality are maintained. Establish and maintain an effective system of office filing which is compatible with systems in use by other administration colleagues and ensure that the office operates in an efficient and effective manner. To ensure that all information relating to children and families is stored in line with the requirements of the Data Protection Act and Childrens Hospice South Wests policy on the creation, management, storage and destruction of health records. To ensure all compliance and security standards are met in line with the NHS tool kit under the direction of the Care Digital Lead.

To ensure the quality agenda is central to all administration systems and developments ensuring that we continue to improve services and meet all the safety and regulatory requirements. This includes ensuring data is accurate, easily accessible, and reportable. To liaise with Finance and be responsible for ensuring all relevant financial documentation, e.g. Purchase Orders, invoices etc for care services are raised and processed in accordance with the relevant guidelines and procedures.

To be aware of the need to use the resources of Childrens Hospice South West wisely and effectively to meet the needs of the children and their families; maintaining a cost-conscious approach to avoid the wasteful use of funds. CHSW expects of its employees the highest standards of behaviour in carrying out their duties and responsibilities, which are in accordance with legislative requirements. CHSW employees are expected to act fairly and with consideration, treating others as we would wish to be treated ourselves and uphold CHSWs values and behaviours at all times. To be responsible for ensuring compliance with CHSW policies, procedures and contractual requirements.

To comply with CHSWs Equality, Diversity and Inclusion Policy. To safeguard children and vulnerable adults. All staff must be familiar with, and adhere to, the CHSW children and vulnerable adult procedures and guidelines. To be familiar with your role and responsibility around safeguarding children and to ensure that you have completed training at a level commensurate with your role.

To be aware

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