Quality & Governance Administrator

Job summary

An exciting opportunity has arisen for two care administrators to join the Claire House Care Team

At Claire House Childrens Hospice, we are passionate about providing the best possible care to children and young adults with life-limiting or life-threatening conditions, as well as support for their families, from across Merseyside and Cheshire. Please see our website for more information about the care and support we provide for children, young people and their families.

The care services administrators are all based in the hospice within specific Care Services teams but work collaboratively.

The key elements of the role are to provide administration management support to the Care and Family Support Services to ensure a high quality, efficient, child and family centered service in line with the vision, mission and values of Claire House. The post holder will work collaboratively with the other Care Services administrators, to ensure an effective and comprehensive support service to the full range of care and family support teams.

The right candidate will have the opportunity to flex, grow and develop. You would be joining a fantastic team who work hard to provide outstanding hospice and palliative support services.

If you are a motivated, determined individual with an eye for quality and passion for patient safety then we would love to hear from you.

Main duties of the job

Main purpose of job

This post is responsible for providing administration management support to the Care and Family Support Services to ensure a high quality, efficient, child and family centred service in line with the vision, mission and values of Claire House.

Position of the role in Claire House Childrens Hospice

The post holder reports to the Head of Statutory Partnerships & Clinical Strategy, and Director of Clinical Services. The post holder will work collaboratively with the other Care Services administrators, to ensure an effective and comprehensive support service to the full range of Care and Family Support teams. The post holder, in their specific administrative role, will also report operationally to an identified lead within the specific Care or Family Support service.

About us

We hold Claire House values central to our recruitment process. Therefore, we welcome interested applicants to arrange an informal visit and spend time at Claire House ahead of the interview.

All Claire House employees receive a rewards and recognition package which includes generous annual leave, life cover, free access to an Employee Assistance Program and counselling service, free parking, access to training and courses and in-house clinical supervision. We offer additional payments for working unsocial hours and night shifts. You can also continue with your NHS superannuation scheme or join the Claire House pension scheme.

Should you require any further information or want to discuss the post please contact

Andrew Pickering, Head of Statutory Partnerships & Clinical Strategy: A

Job description & application via Claire House Website Completed applications should be emailed to

INTERVIEW: Friday 21st June 2024

This organisations recruitment and selection procedures reflect our commitment to equal opportunities and safeguarding and promoting the welfare of children and young people. All staff and volunteers are expected to share this commitment.

This role is subject to an Enhanced DBS check. Registered Charity No. 1004058

Job description

Job responsibilities

Scope of job

To provide a full range of administration support to ensure the smooth and efficient management of all the Care and Family Support services. To be a key point of contact for families and external professionals, and support the team to maintain and record contact for families and external professionals. To have a key responsibility for diary management and service bookings for planned and unplanned respite and day care services, working closely with service leads and liaising with families. To support the co-ordination of activities and groups for babies, children and young people, and parent/sibling events and groups. To provide administrative support to the Clinical Leadership Team and other service team leaders. To accurately input data and work collaboratively with the Data and Insight team to ensure that accurate reports and care service information can be obtained for service development and statutory reports.

Dimensions and Limits of Authority

The post holder will have delegated responsibility for the day-to-day operational administration from their operational service lead, and will report to the Executive Assistant.

Qualification and Skills Level

A Level or equivalent qualification/experience in a numerate or equivalent relevant subject; business administration/medical secretary Experience of working with, and managing, information and data Experience of providing administrative support in a healthcare setting Experience of providing administration support in an office environment Proven and proficient communication skills, both verbal and written Excellent keyboard skills and IT knowledge

MAIN DUTIES AND RESPONSIBILITIES

To provide the full range of administration support to ensure the smooth and efficient management of all the Care and Family Support services. To maintain, monitor, and support with all aspects of Quality, Risk and Safety Compliance records Manage, and coordinate, the referral process to the different Care and Family Support services, ensuring accurate documentation of all required demographic and other information on the electronic care database. Key point of contact for families and external professionals accessing Claire House services, ensuring collaboration of all relevant documentation of all contacts. Liaison with families/carers and external professionals to gather or share information as required. Arrangement and coordination of internal and external professional meetings, including minute taking as required. Process and input clinical notes and information for children and young people and their family members into the appropriate database and file. To log information of event activities on to the Care database. To be the point of contact for the Fundraising team when free offers of tickets/events etc. are offered to families, ensuring their equitable allocation. To be responsible for regularly posting information using the Claire House Facebook pages as a means of promoting family events/offers, being mindful of language and content on the Bereaved Parents Facebook page. To work with the Communications team to provide material/photographs for internal and external publicity, ensuring the appropriate consent has been obtained. To have an excellent telephone manner and be able to confidently call families. To provide administration support to the Clinical Leadership Team and other service team leaders. Support and work collaboratively with other care administration post holders as required, for example: to cover large events, sickness and absence etc. To ensure appropriate documentation and communication has been sent to individuals/families and professionals in an effective and timely manner. To be self-motivated, and to be able to work effectively both independently and as part of a team.

TRAINING AND DEVELOPMENT

To take a proactive role in your own continual professional development to ensure that you can be the best that you can. To highlight any areas in which you would like to improve, to ensure that Claire House are aware and can help you if possible. To keep up-to-date with new developments, legalities, codes of conduct and best practice within the world of income generation.

General Claire House Requirements

Every employee is required to:

Adhere to, and comply with, organisational policies, procedures and guidelines at all times, including GDPR guidelines and financial instructions. Have a basic understanding of the following areas: Health & Safety Equal Opportunities Confidentiality & GDPR Guidelines Fire Regulations Dealing with Violent and Disruptive People Whistle Blowing Policy Risk Assessments and Management The post holder must act in a professional and responsible manner at all times and have due regard to confidentiality and Health & Safety legislation. This is an outline job description and should not be regarded as an inflexible specification. Responsibilities will be reviewed periodically in line with service priorities and duties may change or new duties be introduced after consultation with the post holder. As a term of your employment you may be required to undertake such other duties, such as link roles, and/or hours of work as may reasonably be required, commensurate with your general level of responsibility with the organisation, at your initial place of work or at any other of the Claire House establishments. Person Specification

Experience

Essential

Significant administrative/secretarial experience. Experience of dealing with the general public on the telephone or in a face-to-face setting. Experience of working as part of a team Able to work independently and collaboratively across teams departments. Ability to manage time efficiently with conflicting pressures and prioritise deadlines

Desirable

Experience of working in a healthcare setting. Knowledge/experience of working for a charity.

Qualifications

Essential

A level, or equivalent qualification, in relevant subject business administration/ medical secretary. Excellent levels of literacy. GCSE Level A-C in English and Maths. Experience of working with MS Word, Excel, or other databases.

Desirable

Experience of working with social media platforms such as Facebook and Instagram. Previous risk management experience in any setting.

Skills & Abilities

Essential

Competent office skills in MS Word and MS Excel. Accurate data input. Data analysis. Proven strong communication skills, both verbal and written. Excellent keyboard skills. Understanding of data protection principles. Able to relate well with children, families and professionals. Ability to work on own initiative and confident to seek advice where appropriate. Clear communicator. Positive attitude. Enthusiastic. Supportive of colleagues. Able to motivate self and others. Professional manner. Approachable, fair and consistent. Honest and trustworthy.

Desirable

Excellent knowledge of MS Office.

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