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Admin Support Officer
3 months ago
Job summary
Doyou possess excellent customer service, have great eye for detail and love towork in a fast paced environment? We are looking for a kind and considerateAdmin Support Officer to join our Care Coordination Centre and Inpatient Unit.
Main duties of the job
This role provides daily efficient administrative support to our busy Care Coordination Centre and Inpatient Unit. You will be responsible for processing referrals and taking calls from our Community clients, maintaining team rotas, minute taking, diary management and all input of data on to the Patient Administration Systems as required.
This is a busy role, working with systems and with a varied workload. We are therefore looking for someone enthusiastic and excited to take on a new challenge.
About us
Your Local Hospice:
If you live in Southampton and West Hampshire, Mountbatten Hampshire (formerly Countess Mountbatten Hospice) is your local hospice.
We are a charity which provides free care and support to people with any life-limiting illness, including respiratory disease, Motor Neurone Disease, heart disease, advanced dementia, respiratory disease and cancer. We also provide free bereavement and psychological support to patients and their families.
Much of our work takes places in people's own homes across our community.
Mountbatten Hampshire is part of the Mountbatten Group, and its sister hospice is Mountbatten Isle of Wight.
Our Values
We care about what we do.
We appreciate that people are different, and we are kind and compassionate to our patients and families, to our local community and to each other
We are experts in our field.
We are professional at all times, aspiring to be the best that we can be in everything that we do
We are innovative and bold.
We respond quickly and creatively to the changing needs of our society within the scope of our human and financial resources
We respect our community.
We exist for our local population, now and into the future, and we believe that we can achieve more together by working in partnership with others
Job description
Job responsibilities
Overview of Role
To maintaineffective and efficient administration systems by providing dailyadministrative support to the Care Coordination Centre and Inpatient Unit Teamsbased at Mountbatten Hampshire to ensure the smooth running of all Mountbattenservices across Hampshire.
Responsible forprocessing referrals/discharges, minute taking/meeting organisation/diarymanagement, sending the necessary medical letters/reports as required,responding to enquiries received as required.
Responsible forthe input of all data management onto the designated Mountbatten systems,including SystemOne as required by your teams and line manager.
Provideadministration support as required to other areas of Mountbatten Hampshire toensure the smooth running of services across the Mountbatten Group.
Care Coordination Centre General tasks
To provide a comprehensive administrative service tokey team and other colleagues and service users of Mountbatten Hampshire
To deal with all telephone enquiries from patients,carers and external organisations courteously and efficiently, taking messages and ensuring these are passed onto theappropriate accurately to the relevant department/employees required
Assist the Clinical Team Leaders with maintaining departmentalrotas, diary and appointment schedules as requested on a daily basis
Ensure all tasks assigned to this role are dealt within a timely manner and act as the point of contact for Community Team queriesfrom all the Community and Medical Teams of Mountbatten
Maintain and order all stationery and forms for theCommunity and Medical teams as required to ensure all items are fully stocked,liaising with the Lead Receptionist for ordering
In conjunction with other relevant MountbattenHampshire colleagues, assist in the design and development of administrativeprocesses/protocols to enhance the service provisions of MountbattenHampshire
Assist with the preparation, development and productionof correspondence, agendas, minutes, reports and presentational material thatare delivered to Mountbatten Hampshire standards
To attend meetings, prepare agendas and produce minutesat designated meetings, ensuring that any actions arising are communicated tothe relevant teams/employees and the actions arecompleted in accordance with agreed deadlines. All minutes to be produced in a timely fashion.
Process all referrals onto SystemOne accurately,ensuring urgent requests are given priority and that these processedimmediately and raised with the Community and Medical team as required
Discharge patients from the Community Team asrequested, ensuring standard operating procedures are always adhered to
Provide a comprehensive administrative service withinthe Care Coordination Centre to ensure that Community colleagues are supported,but also to ensure that the Care Coordination Centre works as efficiently aspossible this will mean ensuring that administration is effective for allCommunity team
To support Mountbatten Hampshire Medical Team with alladministration duties, to include populating clinic letters from SystemOne and weekly medical rotas
To ensure and manage the smooth running of bothCommunity Team/ Inpatient Unit Syringe drivers. To accurately document on SystemOne in a timely manner thebooking out and return. To ensure syringe driver boxes are fully stocked inreadiness for use. To liaise with Inpatient Unit for ordering whenrequired.
Inpatient Unit Tasks
To check and maintain the daily bed state updatingthe system regularly, to allow maximum and efficient use of bed space atMountbatten Hampshire
To check and complete patient identification data onall relevant documentation, utilising the relevant computer system to updateinformation, as necessary, and ensure that sufficient patient identificationlabels are available
To receive patients, relatives and visitors onto theward/unit/department, to ensure that they are appropriately orientated
Where applicable to assist medical colleagues byensuring that all visitors adhere to any prevailing visitor limitations or PPErequirements at all times
To co-ordinate the appropriate storage of patientproperty, ensuring that patients valuables are kept securely that patientvaluable are taken to the Finance Office
To ensure that SystemOne is used to update all patientrecords, particularly admission/discharge recording
To make discharge/transfer arrangements for patients,as instructed by nursing staff, to include the booking of transport service, ifrequired
To provide comprehensive administration support tomedical colleagues, which would include (but not be limited to), arrangingpatient medical investigations, making outpatient/follow-up appointments,assisting with non-medical enquiries, preparing medical certificates. To ensureall death paperwork is completed in atimely manner.
To assist/advise relatives in arranging overnightaccommodation, if required
Education and Training Responsibilities
Ensure you are compliant with all mandatorytraining requirements as well as those required by Mountbatten Hampshire toremain fully-informed in regards to hospice and Mountbatten Hampshireexpectations
Research,Audit and Service Evaluation Responsibilities
SupportMountbatten Hampshire colleagues with the formatting of audits when required
Other Responsibilities
Support the administration provision at MountbattenHampshire by being flexible and able to cover Inpatient Unit Ward Clerk ASOrole and/or Reception as reasonably required
Provide administrative support to other areas ofMountbatten as required
Complete internal audits and the associated auditreports as required
Liaise as necessary with both internal and externalstakeholders, businesses, and members of the community, providing an effectivelink with the organisation for those bodies and individuals
Develop and maintain effective working relationshipswith all other Administration colleagues at Mountbatten Hampshire, volunteersand visitors
Undertake specific project work as directed
General
All Mountbattenemployees are:
Required to abide by the Health & Safety at WorkAct
Required to attend mandatory and refresher trainingannually
Required to respect confidentiality applying to allMountbatten matters
Required to work within Mountbatten policies andprocedures
Required to participate in and contribute to teammeetings
Required to cooperate and liaise with departmentalcolleagues
Required to adhere to the Data Protection Legislationand General Data Protection Regulations in all aspects
Required to provide a new DBS Certificate every threeyears in line with the Disclosure and Barring Policy and Procedure
Expected to promote, at all times, Mountbattensphilosophy and uphold the Mountbattencore values
Expected to demonstrate at all times a commitmenttowards equality and diversity
Expected to demonstrate a commitment to their owndevelopment, to take advantage of education and training opportunities anddevelop their own competence
Expected to support and encourage harmonious internaland external working relationships
Expected to make a positive contribution to fundraisingand raising the profile of Mountbatten
Thisrole profile is not exhaustive and all employees are expected to undertakeadditional reasonable duties as requested. The profile will be subject to periodic review and may be amendedfollowing discussion between the post holder and employer.
Person Specification
Abilities & Skills
Essential
Understanding of confidentiality issues in a patient/client care setting Ability to adapt to changing needs and requirements Ability to be professional and take a consistent approach when dealing with service users and colleagues Ability to use wide range of software packages including Microsoft, Excel, PowerPoint, Office 365 Ability to work effectively in a team environment as well as independently manage own workload Excellent telephone manner and ability to provide a great customer service
Desirable
Ability to extract, analyse, interpret and report data and statistical information from multiple data sources
Qualifications
Essential
5 GCSEs grade C or above
Experience
Essential
Experience/understanding of information and statistics Experience of communicating with professionals in a variety of settings
Desirable
Experience of working in a pressurised environment Experience of using SystemOne or other electronic care plan systems Experience of initiating and maintaining office systems