Lead Administrator Patient & Family Support Service

Job summary This is an exciting opportunity to join our Patient and Family Support Team as the Teams Lead Administrator.
You will be required to work four days a week in the office: Monday, Tuesday, Wednesday and Friday.You will have good administrative experience as detailed on our job description and person specification.The Patient and Family Support Service is a multi-skilled, professional, supportive team who look forward to welcoming a new member.
The team is rapidly expanding its reach and work load and are looking for an enthusiastic, hardworking Lead Administrator to support them in this process.Please read the job description for further details.In return for your commitment, we offer a competitive salary and benefits package, flexible working, generous leave allowance, pension and life assurance scheme, Employee Assistance Programme, free parking and subsidised lunches on site.
We offer excellent development opportunities and are committed to supporting individuals in their learning and development.If you would like to discuss this opportunity we would be delighted to hear from you.
Please contact Sushma Dhami, Patient and Family Support Services Manager on 01279 773762 or by email Main duties of the job Demonstratean understanding of the nature of Hospice Care and Patient and Family SupportService.As coordinatorto ensure the smooth working of the Team and assist in the delivery of aneffective, innovative Service.
Tocoordinate and manage small ad hoc projects within the Team.Toassist in the co-ordination of approx.
50 volunteers.Toprovide full administrative support regarding the referral process andallocation of resources.Tocommunicate regularly with a wide range of clinical and non-clinical staffwithin and outside St Clare.Tohave expertise in using the clinical information IT system and be able to teachand support others in its use.Toprovide administrative and secretarial service to all members of themulti-professional team, in particular the Patient and Family Support ServicesManager.Todevelop, improve and enhance systems as appropriate, to improve the servicedelivered to patients, carers and health care professionals.Toassist in coordinating students.Tocollate statistics for all services when required for Management meetings.To provide datainformation relating to the service as per management requests.
About us At St Clare Hospice,our vision is that every adult with a life limiting condition in our localcommunities should have access to palliative care services wherever andwhenever they need them, so that they can make the most of every moment, nomatter how long they have left to live.Our many different services provide patients, their families and carers,with physical, emotional, social, psychological and spiritual support, at home,or here at the Hospice.The Patient and FamilySupport Service is a multi-skilled, professional, supportive team which iscomprised of Counsellors, Social Workers, Chaplain / Spiritual Lead &Volunteers.
The team is rapidly expanding its reach and workload and arelooking for an enthusiastic, hardworking Project Coordinator, to support themin this process.
As the Service hasexpanded its offering and reach and is now accessible to all (rather than thoseonly known to the Hospice) the differing projects within the Team need to becoordinated and managed With the introduction of a number of bereavementcafes, the Bereavement Support helpline & Listening Ear Service and theCommunity Hubs, this role requires someone who can co-ordinate projectsinvolving staff, external stakeholders and the engagement of volunteers.
Job description Job responsibilities Toprovide administrative and secretarial support to the Patient and Familysupport Services Manager and Multi-disciplinary team.
Toprovide administrative support to the Adult Safeguard Lead.Toprovide support in other departments in the absence of allocated administrativesupport.To inputand maintain robust data on all patient referrals and activity.Tosend appointment letters to patients, update the appointments system onSystmOne & book rooms accordingly.
Toensure that lettersfor deceased patients bereavement support are writtenand sent within the agreed timescale.
Tosend Condolence Cards.To provideactivity and other reports as required.Toteach and assist multi-disciplinary staff to in-put accurate patientinformation onto the clinical system (SystmOne).Toadvise and assist callers (both personal and by telephone) on the referralprocess to the hospice.To be responsible for collating all relevantinformation in relation to patient referrals, episodes of care and follow upplans.To communicate with and develop good workingrelationships with other outsides agencies, accessing and providing accurateinformation as required.
For example, local GP surgeries, funeral directors,voluntary organisations.To assist in the timely provision of appropriatepaperwork for Payroll such as mileage and time forms.To take notes in meetings as required, workinggroups meet and greet patients and carers as required.To have compassion and sensitivity when communicating with distressed relativesboth personally and by telephone.Prioritise the work schedule and have the abilityto work confidently on your own and as part of a team.To be responsible for maintaining records and processes for allBereavement Service volunteers.
To work closely with the Volunteers who areworking in the area, providing support and information as required.Having Shared the Lead System One role of RA Agent:Completed the mandatary Training to enable the authorisation of documentationfor new Starters on SystmOne; to reset and unlock passwords; deal withdocumentation for lost cards; add new users onto NHS Portal; set up NHS emailsfor new staff and process Leavers.To review processes, manage, and complete ad hoc projects within thePFS Team across the wider Hospice Next of Kin project, Bereavement packupdates, St Clare Hospice journey.To ensure we participate in external surveys and provide informationwhen required, National FAMCARE survey.To update the Memory Book and ensure the details are correct beforeinserting in the Memory Book in the Sanctuary.To provide cover for Reception on an ad hocbasis.To hold the Hostfor PFSS Zoom meetings and share responsibility for holding zoom bereavementcafes, team meetings,volunteer supervision & pastoral care meetings.Coordinatevolunteers for cafes, helpline.
Listening ears and bereavement support.
Tofield all enquiries, assist in IT set up and ongoing issues.To updateSystmOne with client notes for all those Team members working from home.To collatefeedback, figures and statistics for PFSS Services for Management meetings.To use SystmOne to run clinical reports.
Person Specification Experience Essential Good administrative, organisational, communication and interpersonal skills Ability to work to deadlines To work in a busy environment with many interruptions and have the ability to prioritise own workload Ability to work as a team Ability to manage volunteers Desirable 2 years experience as PA or in an administrative position Qualifications Essential Excellent command of English Language to minimum GSCE standard Knowledge Essential In-depth knowledge of Microsoft Office Suite Confident in using IT Systems Desirable Knowledge of Confidentiality and Data Protection Act Knowledge of Health & Safety in the Workplace Other requirements Essential Excellent organisational skills Excellent interpersonal skills Personal Qualities and Attributes Essential To use own initiative To be able to cope with the mental/emotional pressures encountered in a palliative care setting To have flexibility and ability to adjust and cope with the ever-changing demands placed on the post holder Skills and Abilities Essential Ability to deal with people face to face and on the telephone at all levels with sensitivity, tact, discretion and diplomacy To be able to cope with direct and indirect patient contact, which at times may be distressing