Clinical Administrator/Call handler

Hospiscare Group

Exeter

On-site

GBP 21,000 - 27,000

Full time

2 days ago

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Job summary

Hospiscare in Exeter is seeking a Clinical Administrator / Call Handler to join the Clinical Services team. You will be the first point of contact for patients, families and healthcare professionals, delivering a welcoming and responsive service while handling enquiries and referrals.

Working as part of a multidisciplinary team, you will provide administrative and secretarial support, maintain accurate patient records, book meetings, take minutes and help ensure our services run smoothly and

Qualifications

Customer-facing service experience is essential.
Secretarial/administrative experience required.
Experience using databases and entering data.

Responsibilities

Provide welcoming first point of contact across channels.
Process referrals and discharges with accurate records and confidentiality.
Coordinate meetings, book rooms, prepare materials, and take minutes.
Provide telephone care and signposting for patients.
Support clinical teams with administrative tasks to ensure service efficiency.

Skills

Customer service

Administration

Note-taking

Data entry

Education

GCSE English and Maths

General education to GCSE level

Tools

Database systems

Microsoft Office

Records management

Job description

Job summary

At Hospiscare, every role helps us provide outstanding care and support to people living with a terminal illness and those close to them.

We are looking for a compassionate, organised and professional Clinical Administrator / Call Handler to join our Clinical Services team.

Main duties of the job

As the first point of contact for many patients, families and healthcare professionals, you will play a vital role in delivering a welcoming and responsive service.

You will handle telephone enquiries with sensitivity and care, support the management of referrals, maintain accurate records and provide administrative support to our clinical teams, helping to ensure our services run smoothly and efficiently.

About us

Hospiscare is an independent charity providing specialist palliative and end-of-life care across Exeter, Mid and East Devon. Our teams work together to help people live well for as long as possible, offering expert care, advice and support both in patients' homes and across our hospice services.

Joining Hospiscare means becoming part of a compassionate organisation where every role contributes to making a real difference to local people and their families.

We are committed to creating an inclusive workplace and welcome applications from people of all backgrounds. To support fair and unbiased recruitment, we use a blind shortlisting process for all candidates.

Job description

Job responsibilities

Job Title: Clinical Administrator / Call Handler
Band: 3
Location: Clinical Coordination Centre/Clinical Administration, Searle House, Exeter EX2 5JJ
Team/Directorate: Clinical Services
Responsible To: Community Cluster Team Leader
Responsible For: N/A
Accountable to: Chief Nurse

Job purpose

To provide efficient and effective administrative and secretarial support to clinical teams.

To provide telephone care, support and signposting for patients.

To work within the multi-disciplinary team alongside registered nursing staff to contribute to the delivery of a high standard of evidence-based specialist palliative care.

Key result areas / principal duties and responsibilities

Main responsibilities

Clinical Administrator

Provide a welcoming and professional first point of contact with Hospiscare services by responding to face to face, telephone and email enquiries.
Process new referrals and discharges, liaising with key stakeholders to ensure full relevant records are held in line with legislation and Hospiscares policies and procedures.
Liaise with clinical teams, passing on relevant correspondence and information to ensure communication takes place in a timely and professional manner.
Assist in compiling reports and statistics from the patient record database and other relevant sources, to enable the review and monitoring of service provision.
Coordinate meetings, including booking rooms, organising catering, preparing materials and producing attendee lists, to ensure they are well organised in advance and run smoothly.
Act as note-taker for meetings to ensure accurate minutes are produced and actions recorded.
Provide cover for other teams during periods of absence to ensure there is continuity of clinical administration support across all areas of the service.

Call Handler

Provide a first point of telephone contact for patients, carers and healthcare professionals to ensure a timely response whenever information or support is required.
Liaise with Hospiscare's Clinical Nurse Specialist teams to ensure a consistent approach to the triage process and that patients are prioritised appropriately.
Communicate in a sensitive and professional manner with patients, relatives, colleagues and others, to promote and maintain Hospiscare's values and ensure dignity and respect are observed.
Adhere to Hospiscare's clinical recordkeeping policy when providing and sharing verbal, digital or written information and instructions, to ensure patient confidentiality is observed at all times.

Key contacts

Internal

Clinical Administration team colleagues
Clinical Coordination Centre team
Community Cluster Team Leader
Community Clinical Nurse Specialist teams
Medical team
Inpatient Unit team
Supportive Care team
PA to Chief Nurse
Chief Nurse

External

Patients and those close to them
Royal Devon University Healthcare NHS Foundation Trust (RDUH)
General Practitioners
NHS Community Services
Social and Domiciliary Care Workers
Providers of out-of-hours services

Health & Safety

Ensure that Health and Safety guidelines and fire regulations are strictly adhered to.
Comply with safe working practices as defined by Hospiscare.
Complete online training as and when required.
Take reasonable care for your own health and safety and that of others who may be affected by acts or omissions at work.
Report any accidents, incidents or near misses as soon as reasonably practicable.
Manage own work life balance and general wellbeing, including any relevant pressures in respect of lone working, travel, difficult environments and challenging situations.

Data Protection and Confidentiality

Comply with all the requirements of the Data Protection Act, other relevant legislation and Caldicott principles whilst carrying out the duties of your role.
Ensure the confidentiality of all information relating to patients, staff, volunteers, visitors or contractors, and of financial and commercial information.

General

Be aware of and adhere to Hospiscare policies and procedures at all times.
Take part in progress/performancereviews throughout the year.
Cooperate with other Hospiscare departments.
Attend training courses and complete online training modules as required to meet the requirements of the post.
Take responsibility for own personal development, seeking out opportunities to learn new skills.
Undertake any other duties as requested by management which are reasonably deemed to be within the scope of the role.

Other

Apply the Hospiscare values and behaviours to every aspect of the role at all times.
Promote and maintain the brand standards of Hospiscare.

Person specification

Additional requirements

Essential: Willing to work in different Hospiscare locations occasionally if required
Experience: Essential: Demonstrable experience in a customer facing service environment
Experience: Essential: Demonstrable secretarial/administrative experience
Experience: Essential: Demonstrable experience of using databases, including entering data
Experience: Essential: Demonstrable experience of taking notes at meetings and producing minutes
Desirable: Audio typing
Desirable: Experience of interrogating data and producing reports
Desirable: Experience of setting up systems and processes from scratch
Desirable: Experience in a health care setting
Desirable: Experience of working under appropriate supervision as part of a multi-disciplinary team and of multi-agency partnership working
Desirable: Experience of providing and receiving complex sensitive information

Knowledge

Essential: Understanding of patient record databases
Essential: Understanding of the General Data Protection Regulation (GDPR)
Essential: Awareness of the work of hospices and of Hospiscare
Desirable: Understanding of the complexities of working with individuals at times of distress and conflict
Desirable: Understanding of the importance of effective team working in a healthcare context

Personal attributes

Essential: Able to prioritise own workload on a daily basis, using initiative to solve problems and improve ways of working.
Essential: Able and willing to work flexibly as part of a team, juggling competing priorities in a rapidly changing environment.
Essential: Able to remain calm under pressure and to manage stressful situations in a professional manner. Commitment to continuing professional development.
Essential: Ability to act as a patient advocate.
Essential: Awareness of Equality, Diversity and Inclusion in all aspects of work.

Skills

Essential: Developed communication skills
Essential: Developed organisational skills
Essential: Developed IT skills

Qualifications

Essential: General education to GCSE level or equivalent, including maths and English at Grade C/4 or above
Desirable: Communication Skills training

Disclosures and checks

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.

Employer details