Clinical Administrator

Cardiff and Vale University Health Board; Coventry; On-site; GBP 26,000 - 34,000; Full time

Benefits offered by this job

On-site parking

Pension scheme

Cycle to work

Wellbeing support

Job summary

The Myton Hospices is seeking a Senior Clinical Administrator to support the Clinical Administration Team, ensuring smooth operation of clinical services and careful handling of patient records.

You will coordinate rotas, support the Caldicott Guardian, arrange placements and medical student visits, and act as a contact for the Medical Team. The role requires clinical admin experience, strong IT skills, and the ability to work across sites, with DBS checks and NHS liaison.

Qualifications

• Experience of providing effective administration support to multiple teams in a clinical setting.
• Ability to organise a diverse workload, identifying priorities and acting on them.
• Excellent time management and organisational skills.
• IT skills including data entry and varied systems.

Responsibilities

• Support clinical administration across sites to meet operational requirements and ensure cross-cover.
• Provide cover for tasks in the absence of the Clinical Administration Manager.
• Monitor and update Master Rota with leave, placements and visits; circulate timetables and handover info.
• Support the Caldicott Guardian with note redaction and patient confidentiality.
• Coordinate placements and medical student visits; manage patient letters and memos.
• Participate in developing the patient electronic record system (EMIS) and address system issues.
• Archive patient notes in line with policy and maintain records confidentiality.
• Liaise with NHS secretarial staff to obtain information regarding patients and support multiple teams.
• Assist with DWP forms and Private Medical Insurance requests; update team handbook.

Skills

Administration

Clinical setting

Team coordination

IT skills

Education

Secretarial/PA qualification

GCSE English & Maths

Tools

EMIS

Microsoft Office

Job description

As a Senior Clinical Administrator, you will be an integral part of the Clinical Administration Team & contribute towards the smooth running of The Myton Hospice's Clinical Services, by providing administrative support to clinical staff who are involved in caring for patients & their families. You will promote effectiveness & efficiency and act as a resource for clinical staff, patients, their families, visitors & volunteers. You will provide cover for specific tasks in the absence of the Clinical Administration Manager & be a shared point of contact for the Medical Team., As a Senior Clinical Administrator, a typical day might include:

• Supporting Medical Team with monitoring & updating Master Rota, & monitoring & collating Patient Feedback
• Supporting the Caldicott Guardian with the process of note redaction
• Planning placements & medical student visits
• Providing cover for tasks in absence of Clinical Administration Manager
• Supporting the clinical administration team across sites to meet operational requirements to ensure there is a core level of cross-cover between roles & that all key tasks are covered during colleague absences, Working as an integral part of the Clinical Administration team to contribute towards the smooth running of Myton Hospices Clinical Services by providing administrative support to clinical staff who are involved in caring for patients and their families. Promoting effectiveness and efficiency, acting as a resource for clinical staff, patients and their families, visitors and volunteers. To be shared point of contact for Medical Team.

Myton Core Values

Our Core Values underpin everything we do and all employees are expected to comply with our Values and reflect these in their day to day work. Main Duties & Responsibilities: 1. Support clinical administration across sites to meet operational requirements to ensure there is a core level of cross-cover between roles and that all key tasks are covered during colleague absences. 2. Provide cover for specific tasks in the absence of the Clinical Administration Manager, including responding to staff absences 3. Support Medical Team: Monitor and action the MytonMedicalStaffing inbox; monitor and update the Master Rota with leave, placement/visits etc; prepare and circulate the Weekly timetable, On Call Sheets and Handover Meeting; monitor and circulate the Myton Doctors patient feedback; Palliative Medicine Clinic - book room and complete tasks on clinical patient record; Caldicott/Subject Access Requests - support the Caldicott Guardian with the process of note redaction 4. Medical Team starters and leavers - Facilitate set up and inductions 5. Plan monthly South Warwickshire MND MDT and Coventry MND MDT meetings and manage patient letters post meeting 6. Medical Department Team meeting - Plan and maintain action log 7. Placements and Medical Student Visits - Co-ordinate, plan, raise invoices 8. Participating in the ongoing development of the patient electronic record system (EMIS). Supporting clinical staff with day-to-day system issues 9. Archive of Patient Paper Notes externally and internally in line with the Clinical Records Management Policy 10. Shared responsibilities with other Clinical Administrators: DWP forms and Private Medical Insurance requests; team handbook and any updates; filing and archiving of Hospice patient records both paper and electronic; assist clinical staff with troubleshooting patient system-based issues; support the clinical teams with the patient database when business continuity plan is initiated 11. Support the Clinical Administration Manager with work requested by the Director of Patient & Family Services and Clinical Directorate when required. 12. Accurately maintain patient records and the confidentiality of systems, both paper and electronic in accordance with the Data Protection regulations 13. Liaise with Palliative Care Teams, other Healthcare Professional /secretarial staff in the NHS to obtain information regarding patients 14. Any other duties commensurate with the post (As we are a multi- site organisation some flexibility relating to place of work will berequired. We reserve the right to change the work base of our employees to meet our business needs.) GENERAL RESPONSIBILITIES & OBLIGATIONS OF ALL EMPLOYEES Policies and Procedures -The post holder is required to have a good understanding of and to comply with all relevant Myton policies, procedures and guidelines. Any contravention of Myton policies or procedures may result in disciplinary action. Volunteers - Myton recognises the valuable contribution that volunteers make and we expect all employees to be able to support and work effectively with our volunteers. Confidentiality and Data protection - It is a requirement of employment with Myton that all staff must comply with the obligation of confidentiality relating to personal information that could identify individuals. The Data Protection Act 1974/1998 safeguards the handling of information held in both electronic and manual filing systems and it is the duty of all staff employed by Myton to uphold the principles of the Act, adhere to Myton policies and to maintain strict confidentiality at all times. Infection Control - Employees of Myton must be aware of infection prevention and control policies and are expected to follow them at all times. Any breach of infection control policies which places patients, visitors or colleagues at risk may result in disciplinary action. Equality & Diversity - Post-holder must at all times carry out his/her responsibilities in line with Mytons Equality & Diversity Policy. Health & Safety -Employees must be aware of the responsibilities placed upon them under the Health and Safety at Work Act 1974, to ensure the agreed safety procedures are carried out to maintain a safe working environment for patients, visitors & colleagues. The post holder is required to conform with Mytons policies on Health & Safety and Fire Prevention, & to attend related training as required. Safeguarding Vulnerable Adults & Children- It's the duty of all staff working for Myton to safeguard children and vulnerable adults and undertake safeguarding training at an appropriate level. Code of Conduct -Employees are required to represent Myton in a positive light and embody the corporate identity in appearance, demeanour, values and ethics. Review of Job Description - This job description is an outline of the key duties and responsibilities of the role and is not intended as an exhaustive list. The job description may change over time to reflect the changing needs of the service. The post holder may be required to undertake other duties that could reasonably be considered commensurate with the post. This job description is subject to periodic review and may be changed/updated following consultation with the postholder(s).

• Experience of providing effective administration support to multiple teams in a clinical setting, including handling patient data
• The ability to organise a diverse workload, identifying & acting on priorities, & are efficient
• Adaptability, initiative, proactivity & resilience
• High level of time management & organisational skills
• IT skills including data entry & varied systems use
• Team working skills
• The right to work in the UK (we cannot provide sponsorship)

You will be office-based at our Warwick Hospice, but also required to work at our site in Coventry. Other roles you might have experience of could include: Medical Secretary; Ward Clerk; NHS Administrator; GP Receptionist; Administration; Healthcare Administration. This role will require a standard DBS check because you will be working in an adult healthcare setting. We will arrange and cover the cost of this check.

• Ability to respond effectively to working alone or in a team
• Ability to engage others both at peer and a senior level
• Ability to use initiative
• Excellent communication skills including friendly and professional telephone manner
• Excellent time management skills
• Self- motivated, able to work autonomously and show initiative
• Efficient and with the ability to organise a diverse workload identifying and acting on priorities
• Proficient with IT and all Microsoft Office applications (Word, Excel, Outlook etc.)
• Ability to deal sensitively with patients and their families in sometimes distressing circumstances
• Team working skills
• Ability to adapt to change and have a flexible approach
• Conscientious and hardworking
• Ability and flexibility to travel to Myton Hospice sites as and when required, Good standard of general education including English and Maths at GCSE or equivalent level
• Minimum 2 years secretarial, PA or administrative experience, Secretarial, PA or Administration qualification
• RSA Level 2 / NVQ or equivalent, Experience of providing effective administration support within a busy team in a clinical setting
• Understanding of patient confidentiality and handling confidential and patient sensitive data
• Supporting multiple people / teams within one role
• Knowledge of patient databases

Help The Myton Hospices make a difference to people with life-limiting illnesses...

We provide specialist care & support for people with life-limiting illnesses, & their loved ones, from the point of diagnosis to end of life. We are a much-loved & well supported charity, at the heart of our community. We have three hospices, a range of community services, & 26 charity shops in Coventry & Warwickshire.

The Myton Hospices

The Myton Hospices is an amazing place to work, where the role every person plays has a positive impact for our patients, living with terminal illnesses, & their families. In recognition of this, we offer a wide range of employee benefits including:

• Increased employer pension contribution
• 28 days annual leave + bank holidays, increasing with long service
• Free on-site parking & discounted electric vehicle charging
• Additional leave purchasing
• Winter savings club
• Discount schemes including Blue Light Card
• Death in service benefit
• Dedicated staff wellbeing team & mental health first aiders
• Colleague Support Service: confidential financial, legal & mental health support
• Cycle to work scheme
• Free feminine hygiene products
• 24/7 GP access
• Free eye tests
• #DoingOurBit online fitness and wellbeing platform
• Menopause support