JOB DESCRIPTION

ROLE: Admissions and Referrals Team Administrator

RESPONSIBLE TO: Admissions and ReferralsAdmin Coordinator

SALARY BAND: Trinity Band C

LENGTH OF TENURE: Permanent

Overall Purpose of the role:

As part of the administration team, provide an effective administration service for Admissions and Referrals to Royal Trinity Hospice.

To be the first point of contact for all queries from patients; their informal carers and other members of the health and social care workforce.

To establish and maintain good working relationships with internal and external stakeholders.

Communication and Relationships

•To communicate effectively at every level within the organisation

•To build relationships and communicate with key stakeholders in order to maintain effective relationships.

•To appropriately manage requests for access to community services team members, particularly during times when demand on the service is high.

Knowledge, training and experience

  • Knowledge of the role of the team and the wider work of the Hospice
  • Experience of minute taking and preparing meeting notes
  • Educated to GCSE level
  • Experience of electronic databases and Microsoft office package
  • Identify gaps in own knowledge and actively seek out opportunities to improve knowledge.

Analytical and judgment skills

  • Ability to produce reports from projects or audits
  • Create and maintain databases (Excel) as required

Planning and organizational skills

  • Ability to adapt and respond appropriately to competing demands on time
  • Responsible for organising and managing team meetings, including preparing the agenda, booking rooms and ensuring appropriate equipment is available
  • In conjunction with the Team Leader and Head of Community Services, responsible for preparing induction documentation for new members of staff and volunteers

Physical skills

•Good standard of keyboard skills

Responsibility for patient / client care

•Be the first point of contact for queries from patients, their carers and other involved health and social care professionals.

•Responsible for enquiring about the urgency of calls coming to the community service and ensuring messages are relayed to the relevant team member to ensure an appropriate response.

Responsibility for finance and physical resources

  • Responsibility for ordering and maintaining stationary and other non-clinical equipment required by the team.
  • Responsibility for managing health emergency parking badges, business and other parking permits required by team members during the course of their work.

Responsibility for Human Resources

  • Responsible for own workload
  • Has ability to explain and train others when required, on all aspects of the Admissions and Referrals Administrator role

Responsibility for Information Resources

•Maintain personal identifiable and sensitive data according to information governance guidance and policy

•Maintain and update an accurate database of contact details of all partnership agencies

•Assist in maintaining theInformation Asset Register for Community Services

Research and Development

•Undertake simple surveys and audits as required

Freedom to act

•Work within organisational policies and procedures to achieve agreed goals

•With the agreement from the Admin Team Coordinator, develop and try new ideas in relation to the administrative role for the Admissions and Referrals team.

Physical effort

•Undertake moving and handling in line with policy and training when required

Mental effort

•Be able to concentrate for short periods of time where there will be frequent interruption

•Adapt to changes in planned work pattern, and manage multiple demands

•Show an appropriate level of emotional intelligence and resilience

•Seek support and guidance as required

Emotional effort

•To have a degree of self-awareness and use this to maintain own and others emotional well being

•Resilience to be able to frequently manage individuals who may be in distress or in conflict with the information presented.

Working conditions

•Daily requirement to use a computer or tablet device for extended periods of time

Mandatory Training Requirements:

Course title / Mandatory for this role? / Refresher intervals
Health & Safety and Fire
Basic Health & Safety / Yes / 2 years
Fire Safety (split into main building and ward) / Yes / 2 years
Manual Handling
Manual Handling – Non-inpatient only / Yes / 2 years
Advanced Manual Handling / No / -
Information Governance
Information Governance: The Beginner’s Guide (& assessment) - 30 minutes plus assessment / Yes / 2 years
Information Security Guidelines (& assessment) – 1 hour plus assessment / Yes / 2 years
Safeguarding
Safeguarding adults Part A / Yes / 2 years
Safeguarding adults Part B / No / -
Safeguarding Children and Young People - Level 1 / Yes / 2 years
Safeguarding Children and Young People - Level 2 / No / -
Equality & Diversity
Equality & Diversity training / Yes / 2 years
Infection Control
Infection Control – Basic / Yes / 2 years
Infection Control – Advanced / No / -
Food hygiene
Level 2 Food Safety & Hygiene for Catering (including City and Guilds Accredited Certificate) - 2-3 hour course / No / -
Food Hygiene – Level 1 / No / -
BOC training
BOC training – inpatient / No / -
BOC training – porters / No / -
Lone Working
Lone Working & Aggression training / No
CPR
Basic CPR / No
Mental Capacity Act
No
Deprivation of liberties of safeguarding
No

Supplementary information (included in all job descriptions):

Health and safety

Trinity has a Health and Safety policy applicable to all employees. Employees must be aware of the responsibility placed on them under the Employment Rights Act 1996 to ensure that agree safety procedures are carried out and to maintain a safe environment for all employees, patients and visitors. Implement at all times Trinity’s Lone Worker Policy

Infection control

The prevention and control of infection is the responsibility of everyone employed at Trinity. All staff and volunteers must be aware of infection control policies, procedures and the importance of protecting themselves, patients and visitors and in maintaining a clean and healthy environment.

Staff involvement

Trinity is committed to involve staff at all levels in the development of the organisation. Managers should ensure that staff are encouraged to be involved in organisational and service developments including business planning and they are able to influence discussions which affect them and their working conditions. All managers should support a culture of openness and inclusion so that staff feel free to contribute and voice concerns. They should develop and implement communications systems that ensure staff are well informed and have an opportunity to feedback their views.

Confidentiality

Employees should be aware that Trinity produces confidential information relating to patients, staff and commercial information. All employees have a responsibility for ensuring the security of information and to comply with the Data Protection Acts, Access to Health records and Computer Misuse Act. Disclosure of personal, medical, commercial information, system passwords or other confidential information to any unauthorised person will be regarded as gross misconduct and may lead to disciplinary action including which may include dismissal.

Equal opportunities

All employees of Trinity are expected to be aware of, and adhere to, the provision of Trinity’s Equal Opportunities Policy and to carry out their associated duties and responsibilities under this policy.

Job description

This job description is intended an outline of the post holder’s duties and responsibilities. The list of responsibilities is not exhaustive and will be reviewed annually with the post holder as part of the appraisal review process.

This job description will be reviewed in the light of changing circumstances, and other duties may be required of the post holder in accordance with the grade. The job description may be varied in consultation with the job holder and the relevant Executive Team Member.

TRINITY HOSPICE

PERSON SPECIFICATION

JOB TITLE:Community Services Administrator

EDUCATIONAL/PROFESSIONAL QUALIFICATION / ASSESSED
Essential
Educated to GCSE level / Application Form & Interview
Skills & Abilities / ASSESSED
Essential
Excellent verbal and written communication skills / Application Form & Interview
Excellent interpersonal skills / Application Form & Interview
Training and experience in minute taking / Application form and Interview
Ability to self-manage their workload / Application Form & Interview
Computer Literacy / Application Form & Interview
Experience / ASSESSED
Previous experience in an equivalent administrative or secretarial role. / Application Form & Interview
Ability to prioritise workload / Application Form & Interview
Desirable
Experience of working in a healthcare environment / Application Form & Interview
Other / ASSESSED
Essential
Commitment to equal opportunities / Application Form & Interview
Must feel comfortable working in an Hospice environment / Application Form & Interview