Day Services Coordinator

About Us

Are you looking for an administrative role that makes a real difference to our Herefordshire community? Can you provide a sensitive and caring welcome to patients and relatives? Do you have an eye for detail and are you able to respond to multiple requests in a calm and efficient manner?

Based in the beautiful village of Bartestree, approximately 5 miles east of Hereford city, St Michael's Hospice has been providing the highest quality care, free of charge, to the local community for over 35 years.

About the job

You will be providing a secretarial and administrative support service, to the Day Services Department as Day Services Coordinator on Monday, Wednesday, Thursday and Friday’s weekly.

You will need to be able to provide a welcoming first point of contact for the Day Services Department dealing with queries from patients, relatives and professionals.
You will need to be able to use Lexacom digital dictation, Microsoft Office SharePoint, Word, Outlook and Teams. While also having experience of providing administrative support within a health care environment.

As well as joining an enthusiastic, friendly and committed team, our location is hard to beat - nestled in the stunning Herefordshire countryside, in a state-of-the-art facility with free on-site parking, discounted delicious meals, snacks and drinks. We offer a Hospice pension, discounts with local suppliers, and support for ongoing personal development.

If the Day Services Coordinator role sounds like the role for you and you want to work at one of the top 30 Best Charities to work for*, then we’d love to hear from you.

This post is conditional to a standard Disclosure and Barring Service (DBS) Check.

*Best Companies 30 Best Charities to work for 2021

Job Description and Person Specification

Job Title: Day Services Coordinator

Salary Range: 5, 6, 7 pro rata.

Hours: Monday (9am - 12pm), Wednesday, Thursday and Friday (8.30am - 3.30pm daily)
Total 22 ½ hours weekly.

Department: Care - Clinical Administration

Location: Day Services Department, St Michael’s Hospice, Bartestree

Reports to: Clinical Administration and Data Manager

Responsible for: Up to 10 Volunteer Day Services Hospitality Assistants during week.

Job Purpose:
To provide an administrative and clerical support service for Day Services Clinicians, enabling the effective day to day running of activities in the Day Services unit.

Key Responsibility Areas:
Service Delivery
- Ensure systems and processes are in place to enable delivery of all administrative tasks relating to the Day Services Department and services to patients.
- Support the Nurses in Charge with all administration relating to Emis Web workflow of Day Services referrals to caseload lists.
- Complete any required Emis Web Patient Journey Tracker entries for Day Services patients.
- Complete Emis Appointment Book entries for patients attending clinics or Day Services activities or group sessions, by creating and updating Emis Appointment Book slots.
- Maintain electronic patient records within EMIS Web for admissions, discharges and deaths of Day Services patients.
- Ensure all paper correspondence is scanned, uploaded to Emis Web and filed upon receipt in the multi-disciplinary case notes.
- Facilitate collating patient information and associated documentation and deliver to the Nurse in Charge in a timely manner.
- Produce medical letters to final Clinician signature standard, for the Day Services Medical Team seeing Day Hospice patients in the Hospice.
- Maintain daily workload contact with the Medical Secretaries in the Clinical Admin Team, to enable workload to be distributed evenly between both areas and allow medical letters to be completed to final Clinician signature standard, within the Hospice stated target of two working days.
- Create new Day Services letter templates within Emis Web, as required by Clinicians for distribution to Day Hospice, Living Well and any other Day Services patient.
- Provide support to IPU (In Patient Unit) Ward Clerk if any administration support requested e.g. scanning patient records or preparation of admission folders.
- Ensure Respect form documentation is recorded within Emis Web for all new Day Services patients, if appropriate, ensuring Respect form is available to Nursing team if required for medical emergency assistance situation.
- Responsible for overseeing the safe storage and secure holding of patient notes (both paper and electronic) within the Hospice building, maintaining confidentiality and preventing unauthorised access as per GDPR regulations.
- Respond to urgent requests for support from Day Services team.
- Review and action items from Day Services diary and communications book.

People
- Become an Emis Super User and assist colleagues with Emis queries and user support.
- Support Clinical Day Services staff with access to the NHS Shared Care Record, recording any supporting evidence for accessing the record is recorded, to ensure c