Job summary
The purpose of this role is to work in a team to provide high quality administrative support to the Rennie Grove Peace Hospice Care Coordination Centre who are responsible for the clinical coordination of care for patients and families referred to Rennie Grove Peace.
Salary: £23,146 per annum (pro rata)
Closing date: Tuesday 7 May 2024 at 12 noon
Applications will be reviewed and invited to interview as received. We reserve the right to close the advert at any time, therefore we encourage applicants to apply as soon as possible.
Main duties of the job
Key activities include:
- Acting as the first point of contact for patients, families and professionals, providing a kind and knowledgeable response when dealing with callers and knowing how and when to escalate.
- To deal appropriately and sensitively with all callers, adhering to hospice policies on confidentiality at all times.
- Working collaboratively with others in the Coordination Centre, including clinical colleagues and support them to ensure that patients and families receive the appropriate care in a timely way.
- Ensuring that data entry on to the clinical systems is complete and accurate.
- Work on a rota basis covering 8am to 6pm, seven days a week.
- Acting as a Rennie Grove Peace Hospice Care ambassador, actively demonstrating our values and positively promoting the specialist care we provide.
You will therefore need to demonstrate your abilities in the following areas:
- Good standard of general education, including Maths and English to GCSE level or equivalent.
- An attention to detail with all types of information and data entry.
- Excellent communication skills, both written and verbal.
- Some knowledge of healthcare services for patients towards the end of life.
- Excellent working knowledge of MS Office packages including Word, Excel and PowerPoint.
About us
At Rennie Grove Peace we're all about making every moment matter for our patients and families, and you can play your part in that. We'll support people of all ages who are affected by a progressive life-limiting illness and those who care for them, to live as well as possible by providing choice and easy access to a wide range of palliative care and bereavement services visiting day and night across west Hertfordshire and Buckinghamshire. It's important work and, to make it all happen, we need talented and passionate people.
We can offer:
- A supportive environment
- Personal development
- Flexible working
- Opportunities to volunteer
- Generous annual leave entitlement
- NMC registration fees paid
- Opportunity to sustain your NHS pension or a workplace pension matching contributions up to 7%
- Employee assistance programme
- Passionate team with quality at the heart of what we do
If successful, you'll join on the first working Monday of the month so we can best support you with our structured induction programme.
We encourage and strongly recommend our workforce to get fully vaccinated against COVID-19.
Job description
Job responsibilities
Leadership
- Support and train those new to the team including volunteers.
- Work with the SystmOne (S1) champions across the hospice, being able to provide the S1 admin induction sessions for all new staff and contribute to the S1 train the trainer sessions.
- Lead others across the organisation by acting in a professional, kind and competent manner at all times.
Management of
- All referrals into Rennie Grove Peace, both those from external sources and internal referrals.
- Ensure that the correct team is notified of the referral and the priority score in order for patients and families to receive care in a timely fashion.
- Ensure that the correct data is entered into the clinical system.
- Call patients and family members to arrange appointments.
- Take messages from professionals, patients and family members and ensure they are passed to the most appropriate person.
- Pull data from the clinical system for pre-planned reports such as patient lists or missing data reports.
- Book rooms for appointments, prepare clinical letters and process patient discharge summaries, ensuring these are all completed in a timely manner.
Personal / professional
- Comply with all Rennie Grove Peace Hospice Care policies and procedures.
- Ensure all Personal Identifiable Information is communicated in accordance with the GDPR and Caldicott principles and Rennie Grove Peace Data Governance processes.
- Maintain required organisational standards for all mandatory training.
- Keep up to date with current legislation relevant to role.
- Maintain and improve professional competence by attending training courses, study days and conferences as appropriate.
- Demonstrate ongoing personal and professional development in accordance with annual Individual Progress Review (IPR) system.
- Ensure that information (in any form) relating to patients, staff, volunteers, customers, and supporters is always protected and treated confidentially, and complies with current data protection laws.
- If handling patient data, you should be aware of the Caldicott principles: you should be able to justify the purpose(s) of every proposed use or transfer. Do not use it unless it is absolutely necessary and use the minimum necessary.
- Attend relevant meetings as appropriate.
Health and safety
- Make sure staff and volunteers are trained in fire, evacuation, health and safety, and can do their roles safely.
- Understand fire regulations and the action to be taken in the event of a fire.
- Report any accidents / incidents at work and record adverse incidents as appropriate.
- Follow all infection control policies and guidelines, ensuring staff appreciate preventing healthcare acquired infections and infection control is the responsibility of all.
- Adhere to the safeguarding of vulnerable adults and children policies and procedures.
Job description
Job responsibilities
Leadership
- Support and train those new to the team including volunteers.
- Work with the SystmOne (S1) champions across the hospice, being able to provide the S1 admin induction sessions for all new staff and contribute to the S1 train the trainer sessions.
- Lead others across the organisation by acting in a professional, kind and competent manner at all times.
Management of
- All referrals into Rennie Grove Peace, both those from external sources and internal referrals.
- Ensure that the correct team is notified of the referral and the priority score in order for patients and families to receive care in a timely fashion.
- Ensure that the correct data is entered into the clinical system.
- Call patients and family members to arrange appointments.
- Take messages from professionals, patients and family members and ensure they are passed to the most appropriate person.
- Pull data from the clinical system for pre-planned reports such as patient lists or missing data reports.
- Book rooms for appointments, prepare clinical letters and process patient discharge summaries, ensuring these are all completed in a timely manner.
Personal / professional
- Comply with all Rennie Grove Peace Hospice Care policies and procedures.
- Ensure all Personal Identifiable Information is communicated in accordance with the GDPR and Caldicott principles and Rennie Grove Peace Data Governance processes.
- Maintain required organisational standards for all mandatory training.
- Keep up to date with current legislation relevant to role.
- Maintain and improve professional competence by attending training courses, study days and conferences as appropriate.
- Demonstrate ongoing personal and professional development in accordance with annual Individual Progress Review (IPR) system.
- Ensure that information (in any form) relating to patients, staff, volunteers, customers, and supporters is always protected and treated confidentially, and complies with current data protection laws.
- If handling patient data, you should be aware of the Caldicott principles: you should be able to justify the purpose(s) of every proposed use or transfer. Do not use it unless it is absolutely necessary and use the minimum necessary.
- Attend relevant meetings as appropriate.
Health and safety
- Make sure staff and volunteers are trained in fire, evacuation, health and safety, and can do their roles safely.
- Understand fire regulations and the action to be taken in the event of a fire.
- Report any accidents / incidents at work and record adverse incidents as appropriate.
- Follow all infection control policies and guidelines, ensuring staff appreciate preventing healthcare acquired infections and infection control is the responsibility of all.
- Adhere to the safeguarding of vulnerable adults and children policies and procedures.
Person Specification
Qualifications
Essential
- Good general education, with GCSE (or equivalent) Maths and English grade 4 and above / A-C (or equivalent).
Desirable
- Vocational admin qualification / CTP training certificate or relevant experience.
Experience
Essential
- Proven experience of working with databases.
Desirable
- A minimum of two years relevant administrative experience.
- Experience using SystmOne.
Knowledge and skills
Essential
- Outstanding organisational abilities. Excellent working knowledge of Microsoft Office packages i.e. Word, Excel and Outlook. Able to build good working relationships. Excellent communication skills both verbal and written. Demonstrates a 'can do' attitude to work related situations. Able to work alone or as part of a team. Some knowledge of healthcare services for patients towards the end of life. Sensitivity and understanding to the needs of the volunteers and customers, many of whom may have experienced Rennie Grove Peace services or be bereaved themselves. Be a perfect match with our values: we are caring and compassionate, we engage and empower, we strive for excellence, we develop and innovate, we respect and value.
Person Specification
Qualifications
Essential
- Good general education, with GCSE (or equivalent) Maths and English grade 4 and above / A-C (or equivalent).
Desirable
- Vocational admin qualification / CTP training certificate or relevant experience.
Experience
Essential
- Proven experience of working with databases.
Desirable
- A minimum of two years relevant administrative experience.
- Experience using SystmOne.
Knowledge and skills
Essential
- Outstanding organisational abilities. Excellent working knowledge of Microsoft Office packages i.e. Word, Excel and Outlook. Able to build good working relationships. Excellent communication skills both verbal and written. Demonstrates a 'can do' attitude to work related situations. Able to work alone or as part of a team. Some knowledge of healthcare services for patients towards the end of life. Sensitivity and understanding to the needs of the volunteers and customers, many of whom may have experienced Rennie Grove Peace services or be bereaved themselves. Be a perfect match with our values: we are caring and compassionate, we engage and empower, we strive for excellence, we develop and innovate, we respect and value.
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.
