Clinical administrator- Medical support

2 weeks ago

Warrington, United Kingdom St. Rocco’s Hospice Full time

Job summary

St.Rocco's Hospice is looking to recruit a clinical administrator to report to theMedical Director to provide comprehensive administrative support of a highstandard, to the Medical Director and the clinical team to enable exemplaryservice onsite at the Hospice.

Thisrole requires innovative thinking, autonomous working and the ability todevelop strong productive relationships. Excellent communication,organisational, planning, scheduling and problem-solving skills are essential.

hours per week- part time and potentially full-time hours willbe considered for the right candidate.

Main duties of the job

Manage the Medical Directors office, achieving high standards in terms of efficiency, presentation standards and customer care. Organise the Medical Directors electronic diaries and communications in line with priorities. Be pro-active in dealing with issues without instruction as appropriate. Arrange routine and ad hoc meetings, briefings, preparing necessary agendas, reports, minutes, overheads etc. Both face to face and virtually. Writing letters to patients and companies in a well-structured manner. (please see Job description for further details)

We offer employees a competitive salary as well as a comprehensive benefits package which includes but is not limited to:

Annual holiday entitlement is 7 working weeks inclusive of all public holiday entitlement Contributory Company Group Pension Plan (NHS Pension Scheme members have the option of continuing in this scheme) Medical Cash Plan Life assurance Free onsite car park

We commit to our employees well-being through work life balance, on-going development, support and reward.

St. Rocco's Hospice is an Equal Opportunities Employer. All offers of employment are subject to 2 references & DBS.

St. Rocco's Hospice is not part of the NHS and is not licensed to sponsor foreign nationals. All offers of employment are subject to / conditional upon satisfactory documentary proof of right to work in the UK.

About us

St. Rocco's Hospice is a registered charity, notpart of the NHS and it costs over £ million to run the Hospice every year.We rely on support from the community of Warrington, both through volunteeringtime and donating money to enable us to continue our existing services.

For this reason, it is encouraged that all membersof staff will also support the fundraising activities of the Hospice. Weencourage every staff member to help at, participate in, or support atfundraising activities every year. Opportunities to support fundraisingactivities vary and could include helping at fundraising and shop events,taking part in an event and raising sponsorship or attending chequepresentations. Staff members will be asked as part of their annual appraisalwhich events, they have supported.

About the Team:

AtSt. Rocco's Hospice, you will find a fantastic team spirit and a commitment todeveloping you and your skills so that you can choose a long-term career withus.

Closing date: 24th November. In order tostreamline our recruitment process, we reserve the right to expire vacanciesprior to the advertised closing date once we have received a sufficient numberof applications

Job description

Job responsibilities

OPERATIONAL RESPONSIBILITIES

MEDICAL DIRECTOR SUPPORT

Draft/Produce correspondence reports, agendas, minutesand presentations using Microsoft Office.

Arrange and plan meetings both face to face andvirtually.

Create, manage and update documents and electronicalfiling systems, maintaining excellent records and following informationgovernance policies.

Act as a minute taker for key internal and external meetingschaired by the Medical Director (MD).

Update and maintain MD & team holiday and absencerecords in line with organisational protocols.

Manage the timely administration of timesheets, expensesand course booking.

Handle incoming and outgoing communication and directappropriately.

Support the Medical Director to run their officeefficiently, supporting with Day to day diary management for the MD, usingMicrosoft Outlook and NHS Calendars: add, amend, delete appointments, sendinvites, book rooms and venues and forward plan.

Set up and co-ordinate internal and external meetingsfor the MD and the medical team, including Journal Club. Invite attendees, promote, circulatedocumentation and collate feedback.

The MD is also the organisations Caldicott guardian, sosupport with logging and tracking relevant issues and queries,

Meet and greet visitors to the department appropriately.

Schedule annual appraisals and regular supervisionmeetings for the medical team and type up outcomes.

Liaise with external partners to ensure alldocumentation for medical appraisal and revalidation is forwarded in a timelymanner.

Organise occasional business travel, itineraries andaccommodation for external courses.

Manage, formalise and distribute the medical team oncall weekly rotas.

Liaise with the hospital regarding MD consultant on callcover.

Provide a point of contact for the MD and medical teamduring periods of annual leave, as requested. General office administrationsupporting the smooth running of the team/department

MEDICAL PLACEMENTS SUPPORT

Organise regular induction programmes for visitingtrainees and medical attachments.

Co ordinating medical students, GPSTs and shadowing withclinical teams including nursing and AHP teams

ADMINISTRATION SUPPORT AND COVER

Provide relief or additional administrative support forthe Hospices administrative team, across a range of functions, being flexibleto respond to priorities and workload peaks and troughs.

Staff management

None

Financial management

To work within financial budget of operational model andensure cost savings are identified where noted.

Responsibility for patient/client care

None

COMMUNICATION AND WORKING RELATIONSHIPS

To work as a positive team member at all times.

To contribute to the maintenance of St. Roccoscredibility, success and reputation.

To establish and maintain effective workingrelationships internally with the Clinical Team, and externally with healthcareprofessionals, patients and families to ensure effectiveness of the service.

To provide cover for other members of the ClinicalAdministration Team when required and requested.

To communicate appropriately with patients, families andcarers who may be distressed, anxious or who need support, reassurance andempathy.

INFORMATION SYSTEMS

To deal with sensitive and confidential informationwhilst maintaining confidentiality at all times, and being compliant with GDPR,& national guideline standards.

Be fully conversant with operating computer softwaresystems including SystmOne for recording of patient information as required.

Person Specification

Qualifications

Essential

Educated to A Level or equivalent, or with three years relevant experience. Qualified or trained in Microsoft Office applications.

Desirable

Formal qualification in computer literacy ECDL or equivalent. Proficient typing skills, including audio typing.

Experience

Essential

Experience of using patient record systems, ideally SystmOne Experience of working in a clinical administrative role High level of computer literacy, including Microsoft Office Word, Excel, PowerPoint, Access and Outlook and NHS Email

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