Clinical Administrator

Haringey GP Federation; Esher; Hybrid; Part time

Job summary

A healthcare charity is seeking a part-time Clinical Administrator to support busy clinical teams and serve as the first point of contact for patients and families. The role requires excellent communication and organizational skills, with a focus on compassion and attention to detail. Ideally suited for someone with prior administrative experience, you will work collaboratively in a supportive environment, making a meaningful impact in patient care. Congratulations on considering this vital position!

Benefits

Supportive team environment

Opportunities for training and growth

Qualifications

• Experience dealing with sensitive and confidential information.
• Experience in an administrative or secretarial role.
• Experience in a healthcare or not-for-profit environment.

Responsibilities

• Provide administrative support to the clinical staff.
• Act as the first point of contact for patients and families.
• Maintain patient records accurately.

Skills

Attention to detail

Excellent telephone manner

Communication skills

Ability to manage time effectively

Compassionate interaction

Education

Administrative/Secretarial qualification

Good standard of literacy and numeracy

Tools

EMIS patient record software

MS Office

Job description

Full time or part-time - minimum of 22.5 hours per week

Please apply via Princess Alice Hospice website - link to site on the right

See the impact your admin and communication skills make. Every day.

At Princess Alice Hospice, you have the opportunity to make a satisfying, rewarding contribution for a great cause.

Were a friendly team committed to making a difference to the lives of patients, family, and friends through providing excellent clinical administration.

About the role:

Were looking for a part time Clinical Administrator to support our busy multi-disciplinary teams in their day-to-day work with patients.

A substantial part of the role also involves liaising with colleagues across Princess Alice Hospice, and being the first point of contact for patients, families, and their carers. We are looking for someone who can remain calm in often busy and demanding situations and act on and manage urgent information.

Were big enough to give you opportunities and training. But small enough for you to see the difference you make. As a team we will support you to grow and learn in your role with training, experience, and fantastic benefits.

Main duties of the job

Youll have an excellent phone manner, great organisational skills, accurate typing ability and attention to detail as well as working knowledge of computer systems and programmes including MS Office.

Youll feel comfortable liaising with a variety of people in a compassionate and considered manner. Ideally, youll have previous administration or secretarial experience and youre looking for a role where you can add value and make assignificant contribution to the lives of others.

If youre a dynamic and organised person who shares our values, and are looking for a new role in a supportive and inclusive environment, we would love to hear from you!

About us

Princess Alice Hospice is a charity supporting people in life, death and grief. Were dedicated to working closely with individuals, communities and organisations in the London Boroughs of Kingston and Richmond and large parts of Surrey, to ensure more people receive the support they need.

Job responsibilities

To provide cross-departmental administrative support as directed by the Clinical AdministrationManager, and to be the first point of contact with the department for referrers, patients, families andcarers.

1. Administrative

• As part of the Clinical Admin team, provide full administrative support to the clinical staff withinthe department.
• To be part of the central pool answering calls from Health Care Professionals, patients andcarers.
• To provide an effective liaison between clinical staff and departments.
• To maintain and develop all departmental electronic folders and files.
• To accurately maintain patient records.
• To accurately prepare reports and other documentation as required by clinical staff, includingpatient letters
• To collate documents/leaflets for sending information packs to patients

2. Dealing with Patients, Carers and Visitors

• To deal with telephone calls and messages from patients, carers and relatives in a sensitive,compassionate and courteous manner, ensuring that messages are promptly and accuratelyrelayed to the most appropriate person.
• To carry out duties associated with the referral and / or admission of patients, including thepreparation of all necessary electronic documentation.
• To arrange transport for patients being admitted as requested.

3. Use of in-house patient record software (EMIS)

• To be fully conversant with the in-house patient record software (EMIS), and to enter andupdate patient information onto the system, notifying clinical staff as appropriate.
• To scan documents and care plans into EMIS as directed. These may contain sensitive info orimages.

4. Other Duties

• To be part of the central pool answering calls from Health Care Professionals, patients andcarers.
• To provide administration support at daily admission meetings.
• To advise on alternative hospice referrals if patient is outside the PAH catchment area.
• Ensure the correct disposal of all confidential waste.
• To be aware of the accident / incident reporting system (Vantage). Co-ordinate the ordering and delivery of stationery, relevant medical stores and otherequipment as required and ensure it remains fully functional applicable only if working onthe hospice In Patient Unit.
• To act as an ambassador for Princess Alice Hospice at all times

5. Other Responsibilities

• To undertake any other such duties or general tasks and hours of work as may reasonably berequired and to work in other locations within the hospice organisation.
• Lead by example, exemplifying the Hospice values and behaviours Integrity, Compassion,Accountability, Respect, Excellence.

Person Specification

Particular Skills and Aptitudes

• Ability to work accurately and with good attention to detail
• Excellent telephone manner
• Excellent communication and interpersonal skills, in particular the ability to deal compassionately and appropriately with people in distress
• Ability to think logically under pressure
• Ability to manage time effectively and prioritise workload
• Ability to take notes effectively
• Ability to review systems and develop smarter working practices

Personal Qualities and Other Requirements

• Willingness and ability to maintain a high level of confidentiality and trust
• High degree of diplomacy and tact
• Discretion
• Patient and calm under pressure
• Ability to work well as part of a small team
• Ability to deal with stresses of busy office environment
• Awareness of, and commitment to the Mission, Vision and Values of the Hospice

Qualifications

• Good standard of literacy and numeracy
• Administrative / Secretarial qualification e.g. Diploma in Business Administration or equivalent OR written validation of successful completion of MS Office System training to an Intermediate level

Experience

• Broad experience of working in an administrative/secretarial post.
• Experience of working unsupervised.
• Experience of working in a team.
• Experience of dealing with sensitive and / or confidential information.
• Experience of working in a pressured environment.
• Experience of working with databases.
• Experience of similar healthcare environment or the not-for-profit sector.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.