Clinical Services Administrator

Job summary

ClinicalServices Administrator

Thisrole will provide vital support to our clinical services to ensure they areable to deliver the highest quality of care and support to our patients,clients, and families. We are lookingfor a proactive and supportive administrator with good working knowledge ofEMIS ,our patient record system. Youwill also have the ability to continue current ways of working and also assistin the development of new working methods which will enhance the clinical teamsability to do their roles within the patient facing environments they work in.

Main duties of the job

Youwill be able to work on your own initiative, with strong organisation andinterpersonal skills. You will also be able to demonstrate good written andverbal communication skills, including the ability to provide training to staffon our data systems and other elements of administrative tasks according totheir role. Previous experience ofworking within a health care environment will assist in the ongoing work ofthis role.

Workingas part of a wider, friendly and committed staff team, this role presents anexciting opportunity to play an essential part in supporting our quality dataagenda, and also day to day support of the clinical teams.

Candidatesmust be able to demonstrate their eligibility to work in the UK.

About us

The Shakespeare Hospice,based in Stratford upon Avon, offers a diverse range of services to patients,and their families/carers across South Warwickshire and surroundingareas. The Hospice is not just about end-of-life care, we provide supportand compassion alongside our patients and their families throughout theirjourney from diagnosis through to treatment and survivorship.

Patients and theirfamilies can access one or more specialised services; day hospice, hospice athome, adult and children's counselling for pre and post bereavement,transitional care for terminally ill 16-24 year olds, and provide spiritual,emotional and complementary therapies. We pride our offer as one that isall inclusive and embraces not only the patient but their complete supportsystem, family and loved ones.

Job description

Job responsibilities

The Shakespeare Hospice Job Description

Job Title: Clinical ServicesAdministrator (Working across the Clinical Department)

Band: Band4 (Agenda for Change)

£25,147to £27,596 pro rata, dependent upon experience

Hours: Part time: 26 hours/ - ideallyspread over 4 or 5 days, Monday to Friday

Responsible to: ClinicalOperations and Quality Lead (COQL)

Accountable to: Headof Clinical and Operational Services (HCOS)

DepartmentBase: The ShakespeareHospice, Shottery, Stratford upon Avon CV37 9UL

Summary of Role:

The postholder will prepare, coordinate and lead administrative supportrequired for the clinical teams and will therefore be required to haveexcellent administration and communication skills, both written and verbal,with a positive can do attitude.

The postholder will manage clinical data extraction for the hospice, inorder to provide effective support and monitor performance outcomes across careservices. This will be from a variety of sources utilised by the hospice.

The postholder will be responsible for the co-ordination, development andmaintenance of the organisations electronic patient record system, EMIS,developing a comprehensive understanding of the functionalities of EMIS.

The postholder will work closely with the COQL to ensure processes are inplace, relating to quality assurance and database development; performingongoing review and recommended changes where appropriate, in consultation with users acrossthe organisation.

The post holderwill uphold our hospice values:to be responsive, compassionate, supportive, collaborative and innovative.

Main Duties and Responsibilities: Clinical Administration

To provide telephone support and administrative support to the clinical teams,dealing with enquiries from a range of sources, bothinternal and external, to include both patients/families and key stakeholders.

To ensure that messages are relayed accuratelyand within a timely manner.

To support Team Leads with new starters andinduction packages, including organising system set up with IT.

To undertake referral information collectionwith a sensitive and empathetic manner, having an ability to communicate with awide range of people in often emotionally challenging circumstances.

To provide support for meetings as requested.

To input, update and retrieve/extract data fromthe clinical database, EMIS, and a range of other systems used in the clinicaldepartment in an accurate and timely manner.

To support the COQL, workingto fixed deadlinesto produce performance and activity reportsagainst pre-determined outcomes/KPIs. Contribute to the development andmaintenance of a Clinical Dashboard.

To support the COQL to produce quarterlystatistical data reports for governance purposes. In addition, reportsdemonstrating all contractual outcomes for commissioned services and other fundersas required.

Support the patient feedback mechanism withinthe hospice, and reporting outcomes and data.

System Management

Manage, maintain, and develop the full range ofEMIS functions

Provide expertise where required in EMIS processand systems design, care plan and template design and effective use of clinical codes.

Being the Hospice point of contact for internaledits to EMIS organisational configuration. Makingsystem design amends as agreed with the COQL.

Create EMIS templates with embedded clinicalcodes to ensure reporting on activity for the clinical dashboard.

To train staff and support Super Users for EMIS

Manage general user problems and queriesrelating to EMIS, with support of IT department.

Keep abreast of EMIS system developments andliaise with the Head of Clinical Services and LNCQI to develop and introduce aninternal approach and solutions/initiatives based on interpretation of nationaland local policies and procedures.

Responsible for the effective management of NHSSmartcards. Work with the Registration Authority as a Smartcard Sponsorto ensure staff are able to accessEMIS appropriately, including the completion of RAdocumentation.

Complete Role Based Access Control for newstarters on EMIS Web.

Audit new starters to ensure compliance withclinical recording of patient information, escalate anomalies to relevant line manager.

Ensuring EMIS Business Continuity processes arein place and adhered to by staff.

Education

To adhere to all statutory and mandatorytraining requirements as designated by the organisation.

To be responsible for your own ContinuousProfessional Development (CPD).

To attend and participate in learning anddevelopment opportunities as deemed mutually beneficial for both yourself andthe organisation.

To be involved in the induction programmes fornew staff members and volunteers.

Provide ad hoc refresher training for existingstaff in use of EMIS Web.

To provide support, training and technicalsupport to the clinical team in the use of EMIS to ensure data accuracy

Attend mandatory training and in-servicetraining opportunities.

Managerial

To supervise and support other members of theteam, including both staff and volunteers, acting as a role model alwaysdemonstrating the Hospice values.

To demonstrate proficient IT skills in order to maintain and develop data collection and reporting.

To support the COQL in local audit and data extraction/compilation.

To take a proactive approachtowards service development recommendations, using initiative and creativity to support the implementation of new ideas andways of working, where mutually agreed with the HCOS, COQL & Team Leaders to be of benefit to patients, staff and the organisation.

Organisational

To demonstrate on a day to day basis theorganisational values of the Hospice, acting as a role model to others.

To ensure that all patient and sensitiveinformation will be treated confidentially and in line with local and national policies/legislation.

To support the organisation to ensure that all clinicalstaff and clinicalvolunteers are appropriately equipped and trained tofulfil their duties.

To undertake administrative tasks for thepurpose of your role and utilise volunteer support as appropriate.

To work in accordance with all Hospice policiesand procedures.

To participate in the Hospice appraisal process,responsible for complying with mutually agreed personal objectives.

To raise any areas of risk or concern inaccordance with hospice policy, including incident reporting.

To be involved with the wider organisationalaspects of the hospice, such as promotion of the charity and its services. Thismay include representing the hospice at certain key events, where clinicalsupport is required.

Other:

1.To undertake any other duties commensurate with thepost and as requested by the COQL or HCOS.

2.This job description is subject to periodic review innegotiation with the post holder and may be revised/updated as servicerequirements change and develop.

Person Specification

Qualifications

Essential

5 GCSEs to include Maths and English Relevant administrative/IT qualification, such as NVQ Business Administration or equivalent experience

Desirable

Statistical Data Qualification EMIS Health Accredited Training Status

Experience

Essential

Experience of working in a health and care environment Experienced in a range of clinical administration tasks. Previous experience of using the EMIS patient record system Experienced in data extraction; identifying issues and breaking them down into their component parts. Experience of coordinating and prioritising own workload Ability to establish, coordinate and maintain effective administrative systems Experienced in solving administrative and database problems as they arise, using judgement, knowledge and decision making skills Experienced in working effectively both as part of a team and autonomously as required Experienced in identifying potential administrative and IT risks and risk management

Desirable

Previous charity experience Experienced in providing database and system training.

Knowledge and Communication Skills

Essential

Good knowledge of IT systems including Microsoft office, clinical systems and databases, including EMIS Basic knowledge of NHS systems that support EMIS (Registration Authority, Health & Social Care Network, NHSmail) Good understanding of data protection regulations and how these apply in a healthcare setting (Caldicott Principles, GDPR, computer security) Excellent knowledge surrounding the safeguarding of patients and service users. Ability and confidence to apply and use own initiative Committed to supporting others. Excellent written and verbal communication skills Sensitive handling of difficult information and situations. Demonstrates active listening and listening Excellent listening & communication skills and ability to communicate with patients and families in distress Ability to communicate effectively with MDT staff, across all levels. To demonstrate an enthusiastic, approachable and friendly manner. Personal Attributes Organises own time effectively and creates own work schedules. Prioritises and prepares in advance. Sets realistic timescales. Motivated and enthusiastic Compassionate Self-motivated and enjoys solving problems High attention to detail, values accuracy Flexible approach to work Ability to identify own learning needs and interests. Ability to reflect and critically appraise own performance. Demonstrate personal insight and the ability to cope with personal emotions in distressing situations Commitment to the work and values of The Shakespeare Hospice

Desirable

Formal presentation and teaching skills

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