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St Michael’s Hospice Company JOB DESCRIPTION Date: March 2012 Job title: CLINICAL ADMINISTRATION SUPERVISOR Job Location: St Michael’s Hospice Responsible to: In Patient Services Manager Hours: 37.5 Hours per week Salary: £18041 1.0 Job summary: 1.1 To provide administrative support to the Head of Clinical Services and In Patient Services Manager. 1.2 To provide supervision to the Clinical Administration staff in support of the clinical teams across St Michael’s Hospice in conjunction with the Inpatient Services Manager. 1.3 To liaise internally and externally, with individuals, services and organisations to ensure the effective and efficient running of clinical systems and procedures. 1.4 To provide administrative support and co-ordinate specific tasks relating to Clinical Governance, CQC and Day Therapy Service. 1.5 To work with the other members of the admin team to develop a unified system of working across all sections of the team. 1.6 Support the clinical team in the delivery of an innovative and dynamic service which is flexible to organisational and patient needs 1.7 Support the co-ordination of administrative procedures and systems that relate to the admission, discharge and / or death of patients in St Michael’s Hospice. 2.0 Principal responsibilities Administration 2.1 Provide support in relation to the development, production, update, formatting and review of clinical guidelines. 2.2 To ensure accurate and timely preparation of all spreadsheets, presentations and other documents and correspondence (some of which may include complex and highly sensitive issues) as requested. 2.3 Undertake the duties of the Information Asset Administrator for clinical records, in accordance with the Information Governance policy and provide administrative support for the Caldicott Guardian and Information Asset Owner for clinical records 2.4 To be the first point of contact for any subject access requests. 2.5 To provide cover for admin team for annual, study and sick leave to ensure that the service is adequately covered. 2.6 Ensure that systems are in place that record all relevant patient details on an appropriate database, and ensure that the register of patients is maintained and updated as required. 2.7 Ensure that systems are in place that monitor and communicate the bed status of all inpatients areas within St Michael’s Hospice. 2.8 Ensure procedures are in place that co-ordinate the storage, collation, filing and archiving of all paperwork generated by clinical staff 2.9 To be responsible for arranging and minuting departmental meetings and transcribing formal minutes. 2.10 Support the Co-ordination of ordering, stock taking and dissemination of nursing supplies for all clinical areas. 2.11 Deal effectively with routine and non-routine enquires. 2.12 To maintain and manage electronic diaries for the Head of Clinical Services and In Patient Services Manager Supervision 2.13 Responsible for ensuring that staff roles are appropriately tailored to support the administration requirements of clinical staff across the organisation. 2.14 In conjunction with IPS Manager and H@H Team Leader to supervise the clinical administration staff 2.15 Ensure organisation of the office environment to promote standardised working practice, efficiency and a safe working environment. 2.16 Ensure that all Clinical Administration staff have annual Performance, Development and Review meetings in line with St Michael’s policy. 2.17 Ensure that all Clinical Administration staff have periodic one to one objective setting meetings. 2.18 Liaise with clinical staff in planning and designing future administrative support services. 2.19 Ensure that Clinical Administration staff adhere and work within all policies and procedures as outlined by St Michael’s Hospice. 2.20 Oversee and allocate the work of clinical administration volunteers Finance 2.21 Ensure that the necessary data to enable the productions of reports required by the PCT in terms of bed occupancy and clinical activity is submitted as requested. 2.22 Ensure the clinical activity figures from Day Therapy, Hospice at Home and Inpatient Services for monthly data collection are submitted in a timely manner. Purchasing and Supplies 2.23 Ensure that systems are in place for the purchase of all clinical related equipment, supplies, stationary, uniforms & furniture are followed. 3.0 ADDITIONAL RESPONSIBILITIES 3.1 The post holder must at all times carry out his/her duties with regard to the Company’s Equalities & Diversity Policy. 3.2 To carry out the responsibility of a responsible individual in relation to Health and Safety and be aware of the responsibilities of all employees to maintain a safe and healthy environment for patients, visitors and staff. 3.3 To ensure that all duties are carried out to the highest standard, and in accordance with current quality initiatives within the work area. 3.4 To carry out any other duties, within an appropriate level of responsibilities as required. 3.5 To support and participate in the fundraising activities of the hospice wherever possible. 3.6 To maintain confidentiality according to Company policy This job description is not intended to be exhaustive and may be reviewed at any time to meet the needs of the business. JOB DESCRIPTION AGREEMENT Job Holder’s Signature: Date: Line Manager Signature: Date: PERSON SPECIFICATION Post Title: Clinical Administrator Supervisor Department: Clinical Admin Essential Criteria Desirable Criteria Education/ Good level of secondary NVQ in Business Administration Qualifications education with demonstrable or similar numeracy and literacy skills to level 3 equivalent Pitmans or similar Work background Good experience of working in Experience of clinical and experience and supervising a busy administration administrative department Experience of diary management for managers Experience of using patient databases for input and analysis Good minute and note taking experience Skills/Ability/ Demonstrable IT skills – Word/ Use of Icare (or similar) Knowledge Excel/Outlook/Powerpoint Audio typing ability Competent typist (approx. 50wpm) Must have excellent organisational skills and be able to work under pressure and meet strict deadlines Excellent communication skills including telephone, face to face and written. Able to lead a small team, using own initiative where appropriate Personal Qualities Physical effort – No particular and other requirements, office based role. requirements Mental effort –Able to prioritise and adapt to change at short notice Able to work comfortably in an environment where patients and their relatives may be in a distressed state.
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