Katharine House Hospice

KATHARINE HOUSE HOSPICE

JOB DESCRIPTION

Administrative Assistant to Matron

Area of Work: Care Services

Medical Secretary

Accountable to:

Matron

Mission

Role within the Department

To provide administrative and clerical support to the Matron

Function and Responsibilities

Specific Objectives

Responsible to:

‘TO OFFER THE BEST CARE SO THAT PEOPLE IN OUR COMMUNITY

AFFECTED BY PROGRESSIVE ILLNESSES CAN LIVE THEIR LIVES TO THE

1. To carry out clerical and administration duties to support the Matron in their role.

2. To liaise with other professional and ancillary disciplines concerned with patient care, both internal and external to the organization.

3. Set up databases.

FULL”

4. Key inter-personal relationships:

· Matron

· Family Support Team Leader

· Advanced Nurse Practitioner

· IPU Sister

· OT & Physiotherapist

· Medical Secretary

· Director of Nursing Services

· Voluntary Services Officer

· Fundraising Team

· Support Services Manager

· Care Services Administration Team

· Outside Agencies

· Community Services Manager

· Marketing Manager

Key Tasks and Responsibilities

1. Receiving telephone calls and ensuring messages are passed on accurately and responded to in a timely manner.

2. Filing, copying and shredding and other administrative/clerical duties as directed by the Matron.

3. Take, type up and distribute minutes of meetings when require.

4. Collating and producing statistical information.

5. Assist in the administration and collation of audits.

6. To monitor patient information leaflet and ensure they are updated in a timely manner.

7. Assist in the organisation of the ‘Shared Learning’ sessions and Mandatory Training including booking speakers, rooms, equipment, etc

8. Provide administrative support for the Patient User Group.

9. Maintain and monitor Matron’s diary.

10. Maintaining adequate levels of stationary.

11. To maintain computerized records and produce reports as requested.

12. The checking and recording of invoices.

13. Preparing and monitoring the Catering Department and Housekeeping Department work rotas.

14. The post-holder may at times be required to provide support to other areas.

Induction Requirements

· Two day Katharine House Hospice Induction course

· Attendance at, and completion of, mandatory training

· Introduction to Katharine House Hospice team

Job Revision

This job description is subject to periodic revision following discussions with the post
holder.

Confidentiality

Patient and/or staff information is confidential. It is a condition of Katharine House
Hospice employment that you will not use or disclose any confidential information
obtained in the course of your duty. Any breach of confidence will be treated as
misconduct and dealt with appropriately.

Infection Prevention and Control

In accordance with the Health and Social Care Act 2008, the post holder will actively
participate in the prevention and control of infection within the capacity of their role.
The Act requires the post holder to attend infection prevention and control training on
induction and at regular updates and to take responsibility for the practical application
of the training in the course of their work. Infection prevention and control must be
included in any personal development plan or appraisal.

Smoking

The hospice has a no smoking policy. All hospice premises are considered No
Smoking Zones

All employees have a responsibility to abide by the safety practices and
policies authorised by Katharine House Hospice.

This post requires the individual to consent to an enhanced disclosure by the
Disclosure and Barring Service

PERSON SPECIFICATION – Admin Assistant to Matron

Essential / Desirable
Qualifications
Ø Good General Education
Ø NVQ Business Administration Level 2 or equivalent / ü
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Experience
Ø Previous experience in an administrative position
Ø Experience of working with volunteers / ü / ü
Skills and attributes
Ø Excellent computer skills, including familiarity with word processing packages, spreadsheets, Outlook, Powerpoint and the internet.
Ø Accurate and methodical working methods
Ø Ability to work under pressure and cope with tight deadlines
Ø Excellent interpersonal skills
Ø Excellent communication skills, both oral and written
Ø Excellent telephone manner
Ø Understand and adhere to the rules of confidentiality
Ø Understand the need for sensitivity
Ø Ability to prioritise competing demands
Ø Ability to organize and prioritise workload
Ø Numerate and literate / ü
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Other
Ø ‘Can do’ approach
Ø Flexible attitude
Ø Confident manner
Ø Team Player
Ø Self-motivated
Ø Positive attitude / ü
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