Administrator

Role: The post-holder as part of the Clinical Administration Team will provide an effective and efficient clerical and administrative support service for both In-Patient Unit (IPU) sites of Northern Ireland Hospice.

Principal Duties

• To process referrals to the In-Patient Unit (IPU) using both hard copy and electronic systems.
• To support the IPU Manager/Care Team Manager in the day-to-day administrative duties e.g. contacting suppliers.
• To process discharges, admissions and deaths from the IPU.
• To answer telephone enquiries with a helpful and polite approach and take accurate messages and forward to appropriate personnel in a timely manner.
• Preparation and maintenance of files/case notes.
• Organising and maintaining filing and administrative systems.
• Provide clerical support for audit.
• To help maintain Hospice databases and record patient data accurately (training will be provided).
• To undertake typing of correspondence, Policies and Procedures, memos, minutes, reports as required.
• To act as a conduit for forwarding patient information to relevant professionals ensuring adherence to the Data Protection Act.
• To prepare Purchase orders (PO), manage invoices etc. associated with IPU stock using the Compleat system.
• To photocopy as required.
• Retrieval and filing of records and documentation within the IPU and other areas of Northern Ireland Hospice (NIH) as required.
• Filing of patient investigations and other documentation within Hospice filing systems.

Our Vision

Our vision is that infants, children and adults with life-limiting and life-threatening illness and their families receive excellent and compassionate palliative care, thereby maximising their quality of life.

In pursuit of this vision, our mission is to inspire and deliver excellent and compassionate specialist palliative care via effective service models underpinned by exemplary education, innovation, and research.

Our Values

We believe in:

• A culture of respect and acceptance without distinction or judgement, where everyone can belong.
• Acting with courage, compassion, and integrity to add value to all that we do.
• Being pioneering, professional and accountable to deliver our very best.

Additional Duties

• In partnership with other colleagues in the Clinical Administration Team, manage the patient records store ensuring appropriate archiving of patient notes within the parameters set out in associated policies and procedures.
• To assist in the maintenance of Hospice filing systems.
• To maintain appropriate levels of stationery and re-order as necessary.
• Ordering patient transport as directed by clinical staff.
• To sort, open and distribute mail as appropriate.
• Oversee and support volunteers undertaking administrative duties in the In-patient Unit.
• Be able to prioritise and manage workload effectively.
• Liaise with statutory services to request patient information records on behalf of clinical staff.
• To present oneself in a professional manner at all times both in appearance and performance.
• To function as part of the Clinical Administration Team and cover for colleagues when required.
• Attend staff meetings.
• Adhere to NIH Policies and procedures.
• To act as a role model.
• Any other duties which may be assigned by the Care Administration Manager.

Essential Criteria

• Four GCSEs at Grades A-C including English Language or equivalent AND 1 year’s experience in a clerical/administrative role.

OR

• Two years’ experience in a clerical/administrative role.
• Experience in the use of Microsoft Office products including Word and Excel.
• Ability to use own initiative and work as part of a team.
• Effective communication and organisational skills with an ability to prioritise own workload.

Desirable Criteria

• Experience in using databases.
• Experience of financial procedures.
• Knowledge of Northern Ireland Hospice.