To Assist with Or Provide Reports from the Database As Requested

JOB DESCRIPTION
Job Title: / Palliative Care and Referrals Administrator
Team: / Care
Group: / Hospice At Home
Reports to: / Head of Organisational Wide Care Services
Level: / SA2 /SA3 - 37.5 hours (part time considered)
Location: / Shooting Star House, Hampton
Job purpose

To coordinate and provide the administration of the Shooting Star CHASE care service referrals and review process at Shooting Star House.

To prepare the relevant documentation for the care service referral and review panel and Multi-disciplinary team meeting, liaising with the referrer, family and medical practitioners as appropriate.

To maintain the care database ensuring that all information held is correct and up to date.

To assist with or provide reports from the database as requested.

To provide administrative support to the Hospice at Home Team, Therapy Team, the Symptom management Team and Paediatric Palliative Care Consultant, including preparation of the children’s records, letters to families and professionals.

To ensure that all records are filed appropriately and archived in accordance with the Management of Health Records policy.

To work in close liaison with the administration team, providing cover for absence for general administration and bookings for short breaks. This includes the requirement to cover Christopher’s Hospice in Guildford.

Duties and key responsibilities

Referral and Review administration

To ensure that referrers and families are aware of the referral process when they contact the service by telephone, email or letter.
To collect basic information on the First Contact Sheet and if it is a professional referral to send out appropriate information about the service, a referral form and a consent to request medical information form. If it is a referral direct from a family member, to inform the Hospice at Home Team Leader (or Deputy)
Document referral as pending on the care database and entering all information received to date.
On receipt of a completed referral to discuss with the Hospice at Home Team Leader for action to be taken.
When all the necessary information is received, prepare for the next available panel meeting.
To contact referrers or medical practitioners to obtain information required by letter and or telephone.
To attend the Panel meeting and complete the outcome sheet for all referrals and reviews.
To inform the referrer and the family of the outcome of the Panel meeting in writing.
To ensure the designated care team member has all documentation prior to assessment visit.

To ensure designated care team members are aware of review dates and request updated medical reports in preparation for the panel meeting.
To participate in the ongoing development of the Shooting Star CHASE referral process and record keeping guidance.
To participate in the induction of new members of staff in relation to the referral process.
To prepare the annual leave summary on a quarterly basis for the Hospice at Home Team Leader.

2. Administration support to the Shooting Star CHASE symptom control team

To act as the communication point between Shooting Star CHASE and the Royal Marsden Hospital NHS Foundation Trust, (or other contracted provider), in relation to appointments for the Paediatric Palliative Care Consultant.

To take, prioritise and pass on messages received at Shooting Star House for the Paediatric Palliative Care Consultant.

To transcribe all clinical letters originated by the Paediatric Palliative Care Consultant - or lead nurse’s – in relation to children and families supported by the service and associated correspondence.

To participate in the ongoing development of Shooting Star CHASE symptom management service.

To work in collaboration with the Palliative Care and Referrals Administrator based at Christopher’s, including covering absence

3. Database Management

To input all new referrals onto the database and ensure that the information held is maintained and accurate.
To update child and family electronic data as required.
To produce exception reports on a monthly basis for action by the named care team member.
To produce reports from the information held on the database as requested.
To inform database manager of any difficulties or developments required on the database.
To be actively involved in the IT users forum and liaise with the Information Systems Manager.
To train new care team members on the use of the database during their induction period and provide ongoing support and advice.
To administer the electronic archiving system.

4.Management of records

To prepare records for all children accepted for support by Shooting Star CHASE.
To ensure that the children’s records are maintained and stored in accordance with the Shooting Star CHASE Management of Health Records Policy
To be responsible for the archiving and eventual destruction of the records in accordance with the Management of Health Records Policy

General Administration Support

To ensure that all correspondence in relation to referral and review process is completed in accordance with the referral policy.

To support the care team with correspondence directly related to the children and families supported by Shooting Star CHASE.
To take responsibility for maintenance of the filing systems.
To facilitate stocks of stationery and supplies as required and maintain adequate quantities of master records.
To provide administration support to the Head of Organisational Wide Care Services, Hospice at Home Team Leader and Therapy Team
To take minutes of Hospice at Home Team meetings and other meetings as requested.

Professional and Training

To promote the safety and wellbeing of the families, staff and visitors at all times and assist in ensuring a safe working environment.
To take responsibility to undertake the four elements of annual mandatory training i.e. Fire Safety, Safeguarding Children, Infection Control, Moving and Handling.
To promote and maintain knowledge of and compliance with the Shooting Star CHASE policies and procedures especially:

Accident and Incident Policy and Internal Procedure

Cash Handling Policy

Fire Evacuation Policy and Procedure

Lone Worker Policy

Poor Practice, Raising Concerns Policy

Safeguarding Children and Vulnerable Adults

Sickness and Absence Reporting Policy

Standards of Record Keeping

Total Utilities Failure/Major Incident Procedure

Confidentiality

To ensure the confidentiality of all information – verbal written and electronic in regard to families, staff and the organisation at all times.
To comply with the Data Protection Act 1998.

Essential Skills and experience
Attribute/Skill/
Qualification / Essential / Desirable
Qualification / Good level of literacy and numeracy GCSE Maths and English at C-grade or above, or equivalent / European Computer Driving Licence or equivalent
Experience /

Minimum 1 year previous clerical, administration or secretarial experience
Experience of working with Microsoft office applications

Previous clerical, administration or secretarial experience in a health care environment
Experience with working with Volunteers

Skills /

Audio / copy typing
Word-processing – ability to produce accurate, well presented work
Excellent oral and written communication skills
The ability to manage workload and prioritise competing tasks effectively

Minute Taking
Ability to produce Medical letters and reports
An understanding of National guidance in relation to Record Keeping and the management of Health Care Records

Knowledge / Knowledge and familiarity with a range of software including Word, Excel, database packages, e-mail and web browsers. /

Sound knowledge of medical terminology

Other /

Ability to work under pressure
Ability to work as part of a team
Able to use own initiative
Reliability & confidentiality
Ability to adapt to change and work flexibly
Ability to communicate effectively with parents/carers of life limited children and other professionals
Empathic approach

Values and behaviours

As a voluntary organisation our ambition is to see highly professional services which place life-limited children and their families at the heart of everything we do.

Therefore capitalising on this opportunity and to achieve this ambition we require that all of our staff share our common values and display behaviours that will enable us to achieve our goal.

Hence we require that all of our employees to be:

Driven by a passion to support life-limited children and their families which

Focuses on the needs of families first
Is ambitious and constantly looks for opportunities to improve
Contributes to improvements in children’s palliative care more widely

Dedicated to effective results through effective teamwork by -

Taking collective responsibility for achieving the charity’s overall goals
Integrating their particular area effectively with the rest of the charity