Medical Administrator

**The Medical Administrator will**: Offer a complete and efficient secretarial service to the medical staff and the Community Palliative Care Team as directed by the Senior Medical Administrator. Play a lead role in the MDT service and meetings by preparing administration required, closely monitoring the progress of agreed actions of clinicians, ensuring that these are correctly recorded and followed up or reviewed during each meeting, holding clinicians responsible for them and escalating upwards where these have not been met. Collate data regarding the MDTs and produce evidence for Quarterly Commissioning reports. Work with the Senior Medical Administrator, to assist the Medical team and Community Palliative Care Team to establish efficient clerical systems and processes, to ensure that workflow is manageable and that all members of the Medical and Community teams have sufficient clerical support to fulfil their duties.

Take direction from the Senior Medical Administrator to ensure the smooth running of the medical department, maintaining adequate clerical and administrative cover to members of the Medical department and Community Palliative Care Team at all times. Liaise with internal departments within the Hospice to ensure good communication between teams and that information held on patient databases is accurate, well managed and is available to meet the reporting needs of the Hospice. Liaise with external parties to ensure effective and timely communication with local GPs and other external bodies where required. MAIN TASKS AND RESPONSIBILITIES Offer administrative and secretarial support to the medical team and Community Palliative Care Team as directed by the Senior Medical Administrator.

Set up, review and maintain administrative and secretarial procedures that enable effective and timely work within the Departments. Plan and prioritise own daily/weekly workload to meet deadlines, demonstrating good time management and ensuring any anticipated difficulties in meeting deadlines are promptly reported. Maintain strict confidentiality at all times in accordance with organisational policies and procedures. Keep accurate and contemporaneous records of all communications at all times.

Behave in a professional manor and maintain effective working relationships with other staff in the department and hospice, ensuring a professional and seamless service is provided. In particular this will require regular liaison with various departments and wards. Interact appropriately and with empathy with the patients and relatives at the hospice. Provide all necessary coordination and secretarial services for the MDT meetings i.e compiling papers, distributing agenda and booking rooms etc.

Prepare, type and send written letters and other correspondence for the medical team and Community Palliative Care Team in a timely manner as required. Maintain and assist record keeping, update databases as required by senior medical staff and the Senior Medical Administrator. Maintain a supply of office consumables for the medical team. Source and order ad hoc items for the Medical Team as required by the Senior Medical Administrator.

Receive and distribute incoming mail and post to the medical team. Produce a range of draft documents using MS Office products to include reports and correspondence, designing of forms and templates as requested by the medical team and Community Palliative Care Team. Have the ability to interrogate the Crosscare electronic database system and produce appropriate reports as required by senior medical staff and the Senior Medical Administrator. Provide administrative and secretarial support for weekly medical team meetings and any other meetings (internal and external) as required by the senior medical team or Senior Medical Administrator.

This will include booking venues, arranging refreshments, arranging transport if necessary, preparing and distributing agendas, invitations, and any other documents prior to the meeting, preparing and typing of minutes following the meeting, and any other administrative support as required. Ensure that the St. Josephs Hospice system of communicating with GPs is followed including sending out discharge & death letters within a set timeframe. Liaising with ward staff and the community team about ward discharges.

Arrange for the medical team to complete cremation papers within 48 hours of the request from funeral directors, in line with the Hospice policy. To liaise with internal and external colleagues to ensure the accurate and timely completion of all elements of this process, including the management of cremation fees. Arrange timely completion and sending of CQC death notification and deprivation of liberty notifications. Arrange timely completion and sending of other reports & forms to the CQC or other external bodies as required.

Keeping the medical team, Community Palliative Care team and Senior Medical Administrator informed of any delays/problems regard