Reporting to the Director of Care
37.5 hours per week, 8am to 4pm Monday to Friday
Permanent

As part of the hospice team, you will be required to provide clerical and administrative support to the clinical staff in both the In-Patient Unit (IPU) and Day Services Unit (DSU) ensuring that effective communication is maintained around the hospice.

1.      Assist the Ward Manager, Nurse in Charge and Liaison Nurse’s with the organisation of admissions to the IPU and DSU, including the arrangement of appropriate patient transport e.g. ambulance transfers where required.

2.      Assist the nursing team with the administrative duties relating to admission, discharge and/or transfer of patients. This includes entering data onto the electronic Patient Medical Record (ePMR) system, the electronic Prescribing and Medication Administration (EPMA) system, obtaining clinical records, preparing documentation and any other relevant task in keeping with the role. 

3.      Liaise with General Practitioners and Trusts to ensure information relating to a patient’s Past Medical History (PMH) including summary, relevant clinical letters, x-rays, reports, blood results etc. are received and processed in a timely manner. 

4.      Maintain the ePMR in good order, attach reports and letters as per procedures, and ensure all of the most recent reports are available for the clinical team.

5.      Following instruction, receive and attach the patient’s investigation results onto the ePMR. 

6.      Upload the Supportive Care UK (SCUK) Board Round documents using the data obtained via the ePMR system (Currently Wednesdays and Fridays). In addition, ensure any additions added by the SCUK consultant are inputted into the ePMR promptly.

7.      Following a patients discharge, ensure the ePMR is accurate, files are in order and any follow up actions completed. 

8.      Liaise with professionals in primary and secondary care where appropriate i.e. following discharge or death of a patient. 

a.      This extends to liaising with the Medical Examiner Office and Funeral Directors to ensure documentation is sent and received in a timely manner.

9.      Using the data obtained from the ePMR system, create clinical letters to send to the patients GP or other relevant Clinical Teams / Health Care Professionals to notify them of the Death, Discharge, or Change to Management of the jointly managed patient. 

10.  Using EMIS create IPU referrals to the Bereavement Service.

11.  Work in collaboration with the hospice volunteers in providing a reception service to the hospice, greeting and welcoming patients and visitors and directing them as appropriate.

12.  Answer and deal with telephone enquiries referring all matters pertaining to the patient's condition to the appropriate nurses providing care.

13.  Manage the systems of recording and tracking equipment loans from the hospice and their return to the hospice in a timely manner.

14.  Collect and distribute staff and patient mail where required. 

15.  Maintain filing systems in both the IPU and DSU in accordance with hospice practices and procedures, ensuring an orderly and tidy environment in all clerical areas.

16.  Attend and produce minutes for meetings chaired by the Director of Care where necessary. (Full time role only)

17.  Arrange meeting invites for clinical meetings as requested by the Director of Care. (Full time role only)

18.  Request and Obtain Reports for the Clinical Services Meetings, sending the completed report out one week prior to its occurrence. (Full time role only)

19.  Maintain the Prescribers daytime and on-call rota and arrange cover for any shortfall monthly. (Full time role only)

1.         Undertake the ordering of stationery and other appropriate resources so that the IPU and DSU have enough stock to carry out their duties. 

2.         Undertake any photocopying or laminating requests where required

3.         Ensure all patient, staff notes/records are confidentially maintained in line with hospice policies/procedures.

4.         To undertake any other duties of a similar nature consistent with the responsibilities of this post to provide a quality service.

5.         This job description may be renewed from time to time considering developments and may be amended in consultation with the post holder.

·        Reliable and punctual.

·        Maintain good relationships with colleagues, patients and their visitors/relatives.

·        Report complaints, adverse incidents or unusual occurrences to the Nurse in Charge immediately.

·        Be aware of and adhere to hospice policies and keep abreast of changes.

·        Be aware of own responsibility with regards to Health & Safety.

·        Have full knowledge of fire precautions, regulations and attend fire lectures as required by hospice policies

·        Be aware of sickness and absence procedures and own responsibility regarding this.

·        Wear uniform correctly in accordance with hospice policy.

Patient and/or staff information is confidential. 

It is a condition of The Mary Stevens Hospice employment that you will not use or disclose any confidential information obtained. 

To be proficient in operating IT and electronic medical systems.

Champion safe information governance within the organisation. 

To work within the policies, procedures, codes of practice and clinical guidelines of The Mary Stevens Hospice and professional bodies.

 

This role is subject to a successful DBS check and employment checks.