HOBS Clinical Business Administrator, Raddlebarn Rd

Job summary

At Birmingham Hospice, wehelp people living with life limiting illness to make the most of every day,while offering vital support to their families and loved ones. We are proud toprovide compassionate, person centred care to our communities and you couldbe part of that impact.

We are looking for aconfident, proactiveAdministratorto join our expandingHOBS(Hospices of Birmingham&Solihull) Administration Team, supporting ourCommunity HOBS service based at Selly Park Hospice.

This is a fantasticopportunity for someone who thrives in a busy, varied role and wants their workto make a real difference.

What You Will Be Doing

In this pivotal role,you will help ensure our clinical services run smoothly by:

Managing incomingcalls from patients and processing new referrals via our electronic patientrecord system

Organising meetings,preparing agendas, taking minutes and producing high quality reports

Coordinating staffrotas and managing records for sickness absence, annual leave and timesheets

Acting as the firstpoint of contact for a wide range of queries

Liaising withcolleagues and external partners to resolve issues professionally andefficiently

Administrativesupport to the community teams

Main duties of the job

About You:

You will be ahighly organised administrator who enjoys working both independently and aspart of a supportive team. You will bring:

Excellentcommunication and interpersonal skills

Confidenceusing systems and managing sensitive information

Strongproblem solving ability and good judgement

Acalm, compassionate and discreet approach within a clinical environment

Initiative,creativity, and the ability to juggle priorities effectively

Ifyou are someone who takes pride in delivering high quality support and wants tocontribute to meaningful, community focused care, we would love to hear from you.

WhatWe Offer:

The chance to bepart of an inspiring and growing charity

A competitive salaryand generous annual leave

Well being programmesand support

Reward Gatewayretail discounts&financial wellbeing tools

Access to car fleet/ cycle to work schemes

Opportunities togrow and develop your career within the charity sector

Interested?

For an informaldiscussion about the role, please contact Rachel Harrison, Head of ClinicalServices:

To apply and view the fulljob description go to us

Birmingham Hospice provides expert palliative and end oflife care for people and their families living with life-limiting illnesses.

We believe that all people in Birmingham should have accessto the best specialist care and support - when, where and how they need it. Ourvision is a future where everyone with a life-limiting illness will live anddie with dignity and in comfort. Our mission is to enable more people from allcommunities to access the care of their choice at the end of life.

During a recent CQC inspection our sites have been ratedoutstanding, with independent health care regulators highlighting thatcolleagues and services are caring, responsive and well-led.

Our outstanding teams are passionate about providing thevery best care, and patients and their loved ones are at the heart ofeverything we do.

Our values of kindness, respect, innovation, togetherness,positivity and openness are at the centre of who we are, what we do and how webehave. We pride ourselves on being an inclusive, welcoming, caring andsupportive team. We are offering a competitive salary, with generous holidayallowance, a contribution pension scheme, and a commitment to investing in ourpeople through employee benefits and ongoing professional development.

Job description

Job responsibilities

Job Purpose

The post holder will develop and implement the processes and procedures required for the effective and efficient administration of the HOBS service, monitoring, reviewing and making appropriate changes, updates and improvements as necessary.

The post holder will answer calls directly from patients and professionals and will coordinate who and where the calls are passed on to.

The post holder will be responsible for adding referrals into the hospice on to the clinical systems for the clinicians to assess suitability and the post holder will liaise with external, partners as needed.

The post holder will also be the first point of contact for a range of queries and will assess them and resolve where possible or pass on to the appropriate staff. A high level of initiative, knowledge, tact, sensitivity and judgement is required in this post, as is an understanding of the importance of confidentiality.

The Hospice advocates a one team approach to clinical administration. Whilst the day-to-day focus of this role will be to support the Community teams, the post holder will also be expected to provide cover for other members of the wider clinical administration team, if there is unexpected absence or demand.

Main Duties and Responsibilities

Administration

Provide administrative support to the Community teams including arranging meetings, taking meeting notes or minutes, correspondence, reports and other documents, management of enquiries any associated facilities and undertaking other tasks essential to the smooth and efficient running of the service.

Ensure the accurate processing of data and production of reports as required.

Collect, collate and record weekly the information relating to off duties, rotas, sickness absence, annual and other leave, required for payroll.

Coordinate staff rotas.

Obtain patient information from other health care organisations

Use initiative to develop and maintain administrative systems to meet changing needs of the service

Deal with incoming telephone calls sensitively and communicate messages promptly and accurately

Respond to queries, using initiative and judgement in assessing them and resolving or relaying on as appropriate.

Initial management of incidents/accidents/ near misses, including reporting on Vantage and to the Lead Nurse.

Undertake other tasks essential to the efficient running of the HOBS community team

Assist with recruitment, including volunteer recruitment.

Governance

Responsible for registering and processing of all new patient referrals onto the Hospice electronic patient records system (SystmOne) ensuring these are processed in accordance with set standards - Liaising with Triage Nurse/Lead CNS.

Responsible for production of weekly statistical reports in relation to team caseloads and other ad hoc reports from S1 as required, including auditing of specific admin process

Ensure that incidents are reported using Datix

Responsible for utilising CONNECT system to request annual leave and manage own mandatory training requirements.

General

Attend team meetings and contribute to strategic and service development.

Contribute to and support ideas and initiatives to continuously adapt and improve the service.

Provide cover for other members of the clinical administration team during holiday and other periods of absence.

Confidentiality

All employees are required to uphold the confidentiality of all information records in whatever format, encountered in the course of employment and after it. All employees are bound by the requirements of the General Data Protection Regulations when, in the course of their employment, they deal with information records relating to individuals

Equality and Diversity

The Hospice is committed to promoting an environment that values diversity. All staff are responsible for ensuring that they treat individuals equally and fairly and do not discriminate on the grounds of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex and sexual orientation. The Hospice expects all staff to behave in a way that recognises and respects diversity in line with the appropriate standards.

Health and Safety

All employees have a responsibility under the terms of the Health and Safety at Work Act1974 to protect and promote their own health and that of others in the workplace

All employees must comply with all Hospice Health and Safety Procedures

Infection Control

The prevention and control of infection is the responsibility of everyone who is employed by the Hospice. Employees must be aware of infection control policies, procedures and the importance of protecting themselves and their clients in maintaining a clean and healthy environment.

Information Governance

All employees are responsible for ensuring they undertake any training relating to information governance, read the Hospices policies, procedures and guidance documents relating to information governance, and understanding how this affects them in their role.

Professional Development

• All employees must participate in an annual appraisal and develop a personal development plan with their Line Manager
• All …