Job Description

Administrator for Social Work and Psychological Therapies Team

Reports to:Social Work Manager and Psychological Therapies Team Manager

Accountable to:Social Work Manager and Psychological Therapies Team Manager

Grade:Band 4

Hours: 37.5per week (exclusive of lunch breaks)

Background Statement

The post holder will provide administrative support to a team of Social Workers, Welfare Benefits Advisors,Psychological Therapists and volunteers offering end of life care and bereavement services to hospice patients and their families.

The postholder will be the lead member of a small administrative team and will be expected to work closely with and where necessary assist the work of the Psychological Therapies Team administrator.

They will also identify administrative tasks which can be carried out by volunteers and assist in their recruitment and supervision

JobPurpose

Run and where necessary develop the departmental administrative systems to enable

  • Clear and timely communication between the team members and its service users and internal and external professional partners
  • The maintenance and use of essential information systems
  • The availability of appropriate physical resources e.g. stationery, therapy equipment

MAIN DUTIES

Communication

  • Act as the first point of contact to telephone callers who may be distressed bereaved relatives, patients, hospice staff or referrers. This requires sensitivity, providing immediate support, accurate recording of the content and passing on of relevant information to team members including volunteers, and the management of room bookings as necessary.
  • Explain to potential referrers and bereaved relatives the roles and functions of the teams
  • Take and relay telephone messages from hospice staff, referrers and volunteers in a timely fashion

AdministrativeRole for Social Work Team and Psychological Therapies Team

Provide the following services to the two teams, involving and overseeing the work of volunteers as appropriate

Information systems

  • Maintain a spreadsheet to log all social work and counselling referrals
  • Maintain and update contact/ resource/information databases
  • Maintain and update filing systems for general and client files
  • Track patient notes for Social Workers
  • Run reports from PalCare/Procare as requested
  • Send out evaluation forms and monitor feedback
  • Assist with collation of monthly and yearly statistics for the departments
  • Produce statistical reports and graphs from both contact and client databases for use within the service and the wider Hospice
  • Update service whiteboards and notice boards with relevant information including the movements of team members, paying particular attention to and taking responsibility for the wellbeing of lone workers.

Secretarial

  • Collect and distribute post
  • Send and receive faxed information to and for team members
  • Type referral, waiting list and information letters as required
  • Photocopy leaflets, forms and letters as required
  • Assist with revising, proof reading producing and distributing departmental information
  • Assist the managers to produce reports as required
  • Produce master copies of forms used within the departments and maintain adequate supplies
  • Print off and photocopy reports and information as requested
  • Update the staff Annual Leave chart on a regular basis

Meetings and Departmental Training events

  • Provide administration for various teams meetings (e.g. volunteers meetings, internal training departmental meetings) such as
  • Produce and update various rotas and lists of meetings as required
  • Take, type, and distribute minutes from meetings as required
  • Bookrooms
  • Arrange diary appointments for trainers
  • Photocopy handouts and evaluation forms
  • Check resources
  • Assist with the preparation of PowerPoint presentations
  • Order refreshments where necessary

Mailouts

  • Co-ordinate mailouts on a yearly rolling programme to relevant organisations in the catchment area of the service including schools, GP surgeries and Social Services

Staff and Resource Management

  • Order stationery and therapy materials and maintain stocks
  • Keep and update petty cash accounts and manage the payments for volunteers travel and other claims
  • Receive and pass on client donations to the Fundraising Department
  • Maintain stocks of departmental leaflets and information for mailouts and more general distribution
  • Request repairs from the Maintenance Department as required
  • Devise new administration systems as appropriate
  • Engage, train, supervise and support administrative staff and volunteers in the departments as required
  • Organise and maintain the Department library and resources including ordering materials and chasing borrowers to return items

Training

  • Undertake mandatory in-house training and any other workshops/courses deemed appropriate by the managers of the department
  • Assist with the induction of new staff, volunteers and students to the department
  • Co ordinate and record staff attendance at mandatory training.

Administrative Role for Psychological Therapies Team

Oversee and where necessary assist the Psychological Therapies Team Administratortocomplete thefollowingtasks

Bereavement Follow Up

  • Collateand process relatives contact details and bereavement risk information from the wards, CPCT and the Social Work Team.
  • Assist the Assistant Bereavement Coordinator in providing follow up
  • Administrate a cycle of monthly mailings to bereaved relatives, 2 months and 5 months after their bereavement, using the Bereavement Service data that has been collected and by creating detailed spreadsheets and mail merges
  • Keep accurate and updated records of those relatives who request no further contact from the Bereavement Service
  • Liaise with the bereavement coordinators to send anniversary cards to bereaved relatives
  • Produce and distribute a detailed information sheet of bereaved relatives who wish to attend bereavement afternoons, to assist staff who may be involved in offering support or ongoing care.
  • Regularly update PalCare with relatives contact details and preferences
  • Provide edited Bereavement Service spreadsheets for the Fundraising Team to assist in the promotion of Light up a Life
  • Welcome and escort bereaved relatives to the monthly bereavement afternoon
  • Maintain and update client database (Procare and PalCare) for volunteers (Kites and Bereavement Service) on a daily basis
  • Implement and review equal opportunities monitoring of clients who access the support of the Bereavement Service.

EQUAL OPPORTUNITIES

Comply with and promote St Joseph’s Hospice Equal Opportunity Policy and avoid any behaviour which discriminates against colleagues, potential employees, patients/clients or their families on the grounds of sex, marital status, race, age, belief, colour, nationality, ethnic or national origins, religion, disability, sexual orientation or political opinion.

MISSION AND CORE VALUES

All staff must have an understanding of St Joseph's Mission and Core values (details attached) and will be expected to undertake a Mission Effectiveness Programme during their appointment.

HEALTH & SAFETY

Ensure a safe working environment and be aware of responsibilities under theHealth & Safety at Work Act, taking appropriate action in the event of an accident to patients, staff, self or any other person in the work area.

THIS JOB DESCRIPTION WILL BE REVIEWED IN THE LIGHT OF CHANGING CIRCUMSTANCES AND MAY INCLUDE OTHER DUTIES AND RESPONSIBILITIES, FOLLOWING DISCUSSION WITH JOB HOLDER AND MANAGER(S)

STATEMENT OF ST. JOSEPH’S HOSPICE

Our Mission is:

1)To treat each individual as unique

  • Valuing them without distinction or judgement
  • Respecting their culture
  • Respecting their beliefs – be they religious or otherwise

2)To enable all to reach their full potential until death

  • Valuing what they have to offer
  • Respecting the autonomy of the individual
  • Encouraging them to participate in their own care, together with

their family and friends

3)To confront the patient’s pain and distress whether physical, mental, social or spiritual

  • Through close co-operation between all of the disciplines involved

in the care of the patient and family members

4)To encourage openness and honesty when communicating with the patient and family members

  • By respecting the patient’s wish to question or remain silent
  • By respecting the patient’s confidentiality at all times

5)To create an atmosphere where healing can occur

  • Through meeting the patient’s needs as a person
  • Through accepting the terminal dimensions of the illness
  • Through a holistic approach of care

6)To show particular concern for staff at all levels

  • Through consultation and participation in decision making
  • Through staff support

7)To be committed to education, research and an ethical approach to care

  • Through the work of the Study Centre and Ethics Committee
  • Ensuring that research projects are carried out when deemed appropriate

8)To be committed to the development of palliative care

  • Throughout the United Kingdom
  • And further afield

9)To participate actively in National Associations

  • Of the various palliative care disciplines – medical, nursing, social work and chaplaincy

CORE VALUES OF THE RELIGIOUS SISTERS OF CHARITY

RESPECT FOR HUMAN DIGNITY

We respect human dignity when we:

  • Respect the sacredness of life
  • Care for the whole person
  • Demonstrate unity of purpose, while recognising

individual differences

  • Value each person’s contribution
  • Act in a culturally appropriate manner

SERVICE / QUALITY

We provide service when we:

  • Create an environment of welcome and hospitality
  • Promote quality care and excellence
  • Encourage and demonstrate team spirit
  • Recognise the value of individual initiatives and ideas
  • Show an openness to constructive criticism and feedback

CARE OF THE POOR AND VULNERABLE / ADVOCACY

We care for the poor and vulnerable when we:

  • Listen attentively to identify unmet needs
  • Respond in a practical way to those in need
  • Collaborate with others to share resources
  • Create access to needed services
  • Provide basic resources for daily living to those in need

COMPASSION

We show compassion when we:

  • Act with understanding and sensitivity
  • Work cooperatively with others
  • Are available to those we serve and to each other
  • Respect and nurture the environment

JUSTICE

We promote justice when we:

  • Act with integrity
  • Respect the rights of others
  • Take responsibility for our actions
  • Preserve resources
  • Provide quality without extravagance
  • Demonstrate fairness in decision making
  • Affirm, celebrate and develop the gifts and talents of each person
  • Model justice in all aspects of business practice

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