IPU Administrator/Ward Clerk

Role The post-holder as part of the Clinical Administration Team will provide an effective and efficient clerical and administrative support service for the In-Patient Unit (IPU) 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 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. • In partnership with other colleagues in 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 • Participate in performance reviews and identify learning needs with line manager. • To act as a role model. • Any other duties which may be assigned by the Head of Adult Hospice Clinical Services Job Specification Essential Criteria: • Four GCSEs at Grades A-C including English Language or equivalent AND 1 years’ 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 work as part of a team. • Ability to use own initiative. • Good organisational skills with an ability to prioritise own workload. • Effective communication skills to meet the needs of the post in full.

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