d187e5645a052f15d1f6e86b8577051c by HC120911203524


									                               St Michael’s Hospice Company

                                      JOB DESCRIPTION

Date:                   March 2012


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
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


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


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
2.18   Liaise with clinical staff in planning and designing future administrative support
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


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.


3.1    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
3.5     To support and participate in the fundraising activities of the hospice wherever
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 Holder’s Signature:


Line Manager Signature:

                                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
Skills/Ability/      Demonstrable IT skills – Word/       Use of Icare (or similar)
Knowledge            Excel/Outlook/Powerpoint
                                                          Audio typing ability
                     Competent typist (approx.

                     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.
                     Mental effort –Able to prioritise
                     and adapt to change at short

                     Able to work comfortably in an
                     environment where patients and
                     their relatives may be in a
                     distressed state.

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