Clinical Administration Assistant

Job summary

Clinical Administration Assistant

The department plays an integral role, providing high quality support to all the clinical teams within the Hospice, including Support and Wellbeing, Community Team and the Inpatient Unit. The department is in the process of upgrading EMIS processes and reporting systems to ensure that documentation is recorded consistently by all departments.

The Successful Candidate

The candidate should have excellent communication skills, ideally with extensive EMIS knowledge ensuring the ability to administer timely and accurate clinical information onto the clinical system.

An English qualification is essential in order to produce high quality documents that are formatted appropriately with correct spelling and grammar in line with corporate standards and requirements.

What we offer

The salary for the post is WTE £22,425 or £ per hour pro rata.

We have an excellent, collaborative working environment with a generous holiday allowance of 27 days + Bank Holidays with the option to buy additional days. You will have access to learning and development opportunities, ongoing training, and funded access to a private health scheme. There is also onsite parking and an onsite Café with reduced staff prices.

Aside from the terms and conditions detailed above, you will joining a very special and unique organisation, where people are at the heart of everything we do.

Main duties of the job

KEY PERFORMANCE AREAS

To provide highquality clinical administrative support across services including Support andWellbeing, Community Team and Inpatient Unit that includes:

Timely and accurate inputting of clinical information onto the clinicalsystems (EMIS),

Servicing the daily referral screening meeting tosupport the timely receipt, management and recording of referrals anddischarges of patients from the system

Administrative support for outpatient clinics andactivity, liaising with internal and external providers, including heads ofdepartments, consultants and specialist practitioners, to achieve this.

Preparation of patient related correspondence to thehighest standard and completed within agreed timeframes.

Accurate and timely preparation, filing and archivingof patient related records

Producing established clinical activity/data reportsfor internal and external use of Head of Administration

Use a variety of Microsoft Office packages includingfor example word, excel, email and internet

Order, distribute and monitor stock levels ofstationery for the clinical teams

Contribute to the co-ordinationof meetings and education events including: booking into diary, informingattendants, booking rooms, arrangeequipment needed for example laptop, flipcharts

Co-ordinate education forclinical services including the collation of attendance information

About us

East Lancs Hospice

East Lancashire Hospice is a registered charity, founded in 1984. We support and care for patients with a life limiting illness, their families and others close to them. We provide this in a number of ways; at the hospice and in peoples own homes across our community of Blackburn, Darwen, Hyndburn and the Ribble Valley.

With approximately 120 employees and over 250 volunteers, our people are our biggest asset whom we value tremendously. Our services to the local community would not be possible without our motivated and caring workforce who always strive to deliver excellence in all that they do. The hospice is a unique and special place, kindness and compassion are qualities that run throughout the hospice and our people truly believe in what we do.

Job description

Job responsibilities

KEY PERFORMANCE AREAS

To provide highquality clinical administrative support across services including Support andWellbeing, Community Team and Inpatient Unit that includes:

Timely and accurate inputtingof clinical information onto the clinical systems (EMIS),

Servicing the daily referral screening meeting to support thetimely receipt, management and recording of referrals and discharges ofpatients from the system

Administrative support for outpatient clinics and activity,liaising with internal and external providers, including heads of departments,consultants and specialist practitioners, to achieve this.

Preparation of patient related correspondence to the higheststandard and completed within agreed timeframes.

Accurate and timely preparation, filing and archiving of patientrelated records

Producing established clinical activity/data reports for internaland external use of Head of Administration

Use a variety of Microsoft Office packages including for exampleword, excel, email and internet

Order, distribute and monitor stock levels of stationery for theclinical teams

Contribute to the co-ordinationof meetings and education events including: booking into diary, informingattendants, booking rooms, arrangeequipment needed for example laptop, flipcharts

Co-ordinate education forclinical services including the collation of attendance information

Produce high quality documents that are formatted appropriatelywith correct spelling and grammar in line with corporate standards andrequirements.

Photocopying and filing for theservice as required

Provide support, training andsupervision to volunteers who are supporting the admin department

Contribute to systems for the orderingand issue of uniform to staff within clinical teams

Ensure information is handled inline with hospice policy to ensure compliance with information governancelegislation and best practice

Provide support for otherdepartments where the need arises.

PROFESSIONAL RESPONSIBILITIES

Maintain appropriate confidential and respectful professionalrelationships whendealing with staff, patients and other professionals / employees of communities

Ensuregood, collaborative working relationships are maintained across departmentsrecognising and promoting the whole hospice contribution to the patientexperience

Provideeffective and professional communication in person, typed correspondence,email, website and telephone

Exercisegood personal time management, punctuality, appearance and consistent reliableattendance

Act asan ambassador for the East Lancashire Hospice promoting at all times ourvision which is to help everyone who comesinto contact with the hospice to make the most of life. We do this by committingto our values: to care, listen, respect and work together to support people tolive well until they die and support those affected by death

PERSONAL DEVELOPMENT

Access own mandatory training appropriate to the role

Develop and maintain own skills to enhance the work of theclinical administration department

Participate in the hospice appraisal system and access trainingopportunities to improve own knowledge and skills

Participatein the education and training of others as appropriate to the role

STATUTORYDUTIES

Ensurethe security of information accessed in the course of your duties ensuringcompliance with the Data Protection Act, Caldecott principles and informationgovernance best practice guidance

Reportany hazards or incidents in accordance with the Health Safety and RiskManagement Policy and procedures

Complywith the East Lancashire Hospice no smoking policy in all hospice premisesand grounds

Ensurethat infection control measures are followed in relation to your role

Work at all times to safeguard the rights ofindividuals promoting their wellbeing and protecting those at risk from harm,acting on any concerns related to safeguarding children and adults at risk inline with policy and local guidance

Work at all times to respect peoplesindividuality, rights and diversity to ensure equality

Person Specification

Qualifications

Essential

Q1 ECDL or equivalent/experience Q2 English and Maths at Grade C GCSE or equivalent

Desirable

Q3 Administration qualification relevant to the role Q4 AMSPAR Medical terminology or equivalent /experience

Experience

Essential

E1 Proficiency in the use of Microsoft applications and the use of IT systems E3 Experience in a health care setting, familiar with medical terminology and clinical processes E4 Experience in the use of clinical systems (ideally EMIS)

Desirable

E2 Administrative experience including use of databases

Knowledge

Essential

K1 Knowledge relating to the correct use of grammar and punctuation

Personal Attributes

Essential

PA1 Understanding of confidentiality PA2 Enthusiastic and motivated about the work of the Hospice PA3 Willingness to adapt to change and reprioritise as appropriate PA4 Professional attitude and appearance PA5 Understand the responsibilities of the post PA6 Team player with the ability to establish professional working relationships

Skills

Essential

S1 Clear accurate written and verbal communication skills S2 Effective listening skills S3 Accurate input onto a database and producing reports using a database S4 Good organisational skills and time management S5 Able to use initiative to complete the objectives of the post

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