Dear Applicant
Post Title: Clinical Administrator (Medical Services)
Salary Range: £17,130 – £20,126
Hours: 37.5 hours per week
Closing date: Friday 22nd September 2017
Informal Enquiries to: Angela McLaren, 01292 269200
Thank you for your recent enquiry regarding the above vacancy. I have pleasure enclosing an application pack containing;
· An Application Form. Please note we do not accept CVs.
· An Equal Opportunities Form.
· A Job Description (for reference only).
· A Person Specification (for reference only).
· An Information sheet containing details of the terms and conditions applying to the post (for reference only).
Please note that only candidates who are shortlisted and invited for interview will receive further communication regarding the process of an application. I would therefore like to thank you for the interest you have shown in this vacancy with The Ayrshire Hospice and look forward to receiving your Application for this post.
Yours sincerely
LORNA SAMSON
People Development Officer
INFORMATION
FOR CANDIDATES
POST OF: CLINICAL ADMINISTRATOR (MEDICAL SERVICES)BASE: 35-37 RACECOURSE ROAD, AYR, KA7 2TG
REF NO: AH/40/17
Thank you for applying for the above post with the Ayrshire Hospice. This information sheet summarises the terms and conditions related to the post. The Hospice has recently undertaken a Pay and Benefit Review and the following terms and conditions will be effective from 1 April 2016.
ABOUT THE POST:
Employing Organisation: Ayrshire Hospice
Job Description: A job description is attached.
Salary/Grade Scale: £17,130 - £20,126 per annum
Your salary will be paid into your bank account on the last Friday of each month.
Hours of Work: 37.5 hours per week
Annual Leave: Leave year is from April – March
30 days (225 hours) on commencing employment
32 days (240 hours) after 5 years’ service
For part time staff, this will be applied on a pro-rata basis and also allocated in hours.
Public Holidays: Entitlement is 37.5 hours based on the 5 designated Public Holidays per annum, and on a 5 day week working 7.5 hours per day. The 37.5 hours entitlement is due to all whole time staff irrespective of work pattern.
For part time staff, this will be applied on a pro-rata basis and also allocated in hours.
Pensions: The Company will comply with the employer pension duties in accordance with Part 1 of the Pensions Act 2008 by automatically enrolling you where eligibility criteria is met, in the Group Personal Pension Plan.
The Hospice provides a generous employer contribution of 7.5% of your salary per month provided a minimum 2.5% employee contribution is made.
Asylum And The Asylum and Immigration Act 1996 and 2004(Section 8)
Immigration Act 1996 checks to ensure that all employees are legally employed
And 2004 (Section 8): in the United Kingdom. Candidates will be asked to provide relevant original documents prior to an offer of employment being made. Any offer of employment will only be made when the organisation is satisfied that the candidate is the rightful holder of the documents and is legally eligible for employment within the United Kingdom.
Medical Examination: Any offer of employment is conditional upon a satisfactory medical report from the Occupational Health Department. You may be offered employment conditional on confirmation that you are medically fit for employment. A commencement date for employment will only be agreed following this confirmation.
Rehabilitation of This post is not exempt from the provision of
Offenders Act: Section 4(2) of the Rehabilitation of Offenders Act 1974 (Exemptions) Order 1975.
References: Two satisfactory written references must be obtained prior to any offer of employment being made. These should include current and previous employers as requested in the job application form. This is in line with our Recruitment and Selection Policy.
Informal Enquiries: Informal enquiries are welcomed by Angela McLaren, Administration Manager, who can be contacted on 01292 269200.
Closing Date: Your completed application form should be submitted to:-
Administration Department
Ayrshire Hospice
35 Racecourse Road
AYR
KA7 2TG
Or emailed to
By: Friday 22nd September 2017
JOB DESCRIPTION
1. JOB IDENTIFICATIONJob Title:
Responsible to :
Department:
No of Job Holders:
Last Update : / Clinical Administrator (Medical Services)
Administration Manager
Administration
Two
October 2015
2. JOB PURPOSE
To provide efficient and effective administrative and secretarial support to the Hospice Medical team.
To provide a high quality typing service to Hospice clinical teams in respect of patient-related correspondence and communication.
To serve as the first point of contact for clinical based calls providing assistance and communicating in a professional manner, ensuring calls from patients are dealt with in a calm and sensitive way.
3. DIMENSIONS
Reporting to the Administration Manager, the post holder is responsible for designing, implementing and maintaining well-organised administrative systems to ensure that a professional, proactive and efficient service is provided at all times.
Working directly with Medical team and wider multi-professional team including Hospice Specialist Palliative Care Nurses, Hospice Physiotherapists and Hospital Palliative Care teams.
To take part in the daily prioritisation of the Clinical Administration team’s workload to ensure that priorities are consistently met and that KPIs and standards are achieved.
Providing support during periods of annual leave, absence and fluctuating workload to members of the administration team and the Executive Secretary. This includes provision of support to reception team, as required.
4. ORGANISATIONAL POSITION
5. ROLE OF THE ORGANISATION
The Ayrshire Hospice is an experienced source of outstanding quality care and services which helps those with any life limiting illness. Care is provided where there is no cure for the condition, but which improves the quality of each day for people who have a limited time to live.
Our Vision
We will reach and improve the lives of everyone in Ayrshire affected by life limiting illness
Our Purpose
The Ayrshire Hospice, working together with others, will reach and improve the lives of everyone in Ayrshire affected by life limiting illness by delivering exceptional care.
Our commitment
In putting people at the heart of everything we do, we will work together to:
• Support every person as a unique and valued individual
• Respect the dignity of everyone
• Listen to and respect the wishes of people
In striving to be exceptional in every aspect of our services, we will:
• Provide a safe, comfortable, caring environment
• Develop and provide high quality services that are underpinned by audit and research
• Demonstrate clinical, financial and organisational excellence
• Work to achieve financial sustainability
• Deliver effective leadership and management throughout the organisation
• Ensure we have the right number of people with the right skills in the right place at the right time
In building relationships, we will:
• Listen to, respect and value the contribution of everyone
• Work together to improve all of our services
• Extend our collaboration with external partners
6. KEY RESULT AREAS
1. To provide comprehensive, high quality and confidential administrative support to the Hospice medical team and to other clinical teams as required. This support will include filing, typing, audio-typing, photocopying, formatting documents, processing incoming/outgoing mail, and ensuring availability of correspondence, patient medical records, medical team rota, stationery, forms and leaflets.
2. To provide a typing service to Hospice teams and support the Hospital Palliative Care Teams based at Crosshouse and Ayr Hospitals by downloading and transcribing information from digital dictation machines in order to type letters and reports using audio typing equipment.
3. To action patient referrals to Hospice services, including urgent telephone referrals, within agreed parameters from internal and external sources, inputting the information on to the electronic Hospice Patient Management System (Crosscare).
4. To attend and support the co-ordination of the daily MDT referral meeting, preparing reports in advance, ensuring outcomes are recorded on the patient management system and are followed-up and communicated efficiently to appropriate clinical services, as required.
5. To provide accurate and timeous information to GPs regarding patients’ visit / stay in the Hospice and of domiciliary visits.
6. To order and distribute copies of the British National Formulary for the Medical Team, as required.
7. To provide support to all clinical teams by providing a high quality telephone call handling service by dealing with clinical based calls in an efficient and effective manner, responding appropriately according to the needs of the caller and logging details appropriately on the Hospice Patient Management System (Crosscare).
8. To assist with the maintenance, archiving and destruction of patient information ensuring that correspondence and documents are accurately and timeously scanned into electronic Hospice Patient Management System (Crosscare) and that archived case notes are destroyed in line with Hospice policy. Records must be accurate and comply with data protection legislation, Caldicott principles and the Hospice Information Governance policy.
9. To take personal responsibility for own learning, ensuring that the required skills and knowledge are in place in order to work across a multi-disciplinary administrative function.
10. To provide support to the Medical Team’s electronic diaries in relation to patient-related appointments, as required.
11. To provide full secretariat support to organisational meetings, as required, including room bookings, preparation and distribution of papers and agendas, and production of accurate minutes. Meetings include Respite & Response weekly meeting, Drugs & Therapeutics, Clinical Effectiveness meetings, Hospice Board and sub-committee structure.
12. To ensure that Administrative Procedures Documents relating to duties carried out by post holder are kept up-to-date.
13. To be responsible for your own safety and that of others who may be affected by your actions during the performance of Hospice activities.
14. To be aware of your responsibility to prevent discrimination, harassment or victimisation of others, co-operate with the Hospice Equality Policy and draw any suspected breaches to the attention of a member of the Operational Management Team.
7a. EQUIPMENT AND MACHINERY
· Personal Computer
· Telephone
· Dictation Equipment
· Guillotine
· Printer/Photocopier/Scanner
· Franking Machine
· Fax Machine
· Laminator
· Binding equipment
7b. SYSTEMS
· Microsoft Office packages (including Word, Excel, Publisher, PowerPoint, Access, Outlook)
· Electronic Patient Management System (Crosscare)
· Electronic HR/Workforce Planning System (SMI Staff.Care)
· NHS SCI Gateway
· Electronic Referrals
· NHS.net
· Office Procedures Documents
· Filing systems
8. ASSIGNMENT AND REVIEW OF WORK
The post holder will work across a multi-disciplinary administrative function with tasks predominantly being generated by Operational Managers and members of the Medical/Clinical Services teams. Workload is demand-led based on patient activity.
The post holder will work within clearly defined occupational policies, protocols, procedures and/or codes of conduct. Advice and support is available from the Administration Manager and other Operational Managers if required.
Formal review of performance and objective setting is carried out by the Administration Manager in accordance with Hospice performance management arrangements and regular review of workload and performance will also take place. The post holder is responsible for highlighting areas where learning and development is required.
9. DECISIONS AND JUDGEMENTS
The post holder prioritises tasks on a daily basis, making judgements concerning own working day and using initiative where appropriate.
The post holder is required to comply with Hospice Policies and Procedures working with the Administration Manager to improve the quality of administrative systems and processes.
The post holder has responsibility for ensuring that all their own activities in relation to patient information (creation, access, storage, maintenance, destruction, communication and transportation) are carried out in line with relevant legislation and policies and procedures, including Information Governance Policy, Access to Health Records Policy and Procedure, Health Records – Creation, Management, Storage and Destruction Policy and Procedure, Data Protection Act and Caldicott principles.
The post holder may provide general advice on administrative procedures and systems.
10. MOST CHALLENGING/DIFFICULT PARTS OF THE JOB
· Working within a busy office environment where there is a necessity to maintain concentration when faced with constant interruptions.
· Managing time effectively, prioritising work to meet competing demands to ensure clinical teams are supported and objectives are met.
· Regularly communicating with patients and their relatives which may be distressing.
· Dealing with confidential and sensitive information on a daily basis.
11. COMMUNICATIONS AND RELATIONSHIPS
The post holder requires to establish and maintain effective working relationships with Hospice staff, Hospice patients and their families, and representatives from external agencies and bodies.
The post holder will provide and receive routine, sensitive and confidential information on a daily basis, exercising tact and diplomacy to ensure that patients/relatives who are worried are reassured and that information is communicated appropriately.
Good communication skills are required for listening and passing on information, particularly in respect of patient information. This communication can be both verbal and written.
12. PHYSICAL, MENTAL, EMOTIONAL AND ENVIRONMENTAL DEMANDS OF THE JOB
Physical
· Sitting for long periods of time.
· Using DSE for long periods of time when inputting data and typing letters, etc.
· Pulling document trolleys up and down to the basement when archiving and destroying casenotes.
Mental
· Dealing with enquiries from patients and bereaved relatives in a calm and sensitive manner.
· There is a frequent requirement for concentration e.g. on a daily basis when listening to dictation through headphones and checking accuracy of produced documents.
· Dealing with several tasks simultaneously.
Emotional
· Frequent indirect exposure to distressing or emotional circumstances e.g. speaking with patients on the telephone, attending daily MDT meeting, typing letters, etc on a daily basis.
· Occasional direct exposure to distressing or emotional circumstances e.g. during face-to-face contact with patients in IPU or attending Day Services.
Environmental
· Working in a busy office – frequent, unplanned interruptions and many competing demands.
· Regularly working to tight timescales and re-organising workload in order to meet priorities.
· Noise and odour from photocopier.
· Mainly working in office environment, but will occasionally be exposed to unpleasant working conditions when it is necessary to visit IPU or Day Services.
13. KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB
QUALIFICATIONS
Essential:
· AMSPAR Level 3 Diploma in Medical Administration
OR
· RSA/OSC Level 3/SVQ Level 3 qualification/equivalent qualification and AMSPAR (or equivalent qualification) in Medical Terminology
OR
· AMSPAR (or equivalent qualification) in Medical Terminology and equivalent, relevant experience.
13. KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB (cont)
EXPERIENCE
Essential:
· Previous experience of working in a similar role within a healthcare environment.
· Previous experience of providing a high quality and confidential administrative service.
· Previous experience of co-ordinating rotas and/or projects and/or diaries.
· Previous experience of taking minutes at meetings.
Desirable:
· Previous experience of working with an electronic patient management system.
· Previous experience of using digital dictation equipment.
· Previous experience in data input.
SKILLS AND KNOWLEDGE
Essential:
· Highly developed typing skills, including audio typing.
· High level of proficiency in Microsoft packages including Word, Outlook, Excel, Access and PowerPoint.
· Excellent knowledge and understanding of Data Protection Act and Caldicott Principles.
· Excellent communication skills, both verbal and written.
PERSONAL QUALITIES
Essential:
· Ability to produce high quality work often to a tight timescale.
· High levels of personal integrity and loyalty.
· Ability to:
o Work flexibly and effectively in a busy environment with a helpful approach at all times.
o Effectively prioritise workload.
o Maintain confidentiality at all times, dealing with confidential issues in a professional and sensitive manner.
o Build effective relationships.
14. JOB DESCRIPTION AGREEMENT
A separate job description will need to be signed off by each jobholder to whom the job description applies.
Post Holder’s Signature:
Operational Manager’s Signature: / Date:
Date:
EMPLOYMENT APPLICATION FORM
(All areas of this form must be fully completed or you will not be shortlisted)
Application for the post of: / Clinical Administrator (Medical Services)
Location: / 35-37 Racecourse Road, Ayr, KA7 2TG
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