Job summary We are looking for a positive, dynamic and motivated care administrator to work within a small team to support family journeys at Claire House. The individual will be capable, able to work to a high standard with excellent IT skills and familiar with database/bookings systems. The individual will need excellent communication skills whilst liaising with families and professionals both internally and externally. This role is a full-time role (37.5 hours per week) that allows flexibility, with an option to work at home at times, dependent on service need. We are looking for a highly skilled administrator who is able to prioritise, manage deadlines and able to work with database systems. Key skills include: excellent communication, organisational and time management skills, ability to problem solve, adaptable and to work as part of a team. The role involves administration tasks for all families referred to Claire House and within their journey, liaising with professionals, supporting within meetings, bookings process, audits, minute taking and working with data. A wide range of communication and IT skills will be required as a main point of contact for families and professionals. Claire House is the place where you can make a real difference for children and families from across Merseyside, Cheshire and North Wales as well as a great place to develop your career. Main duties of the job We recognise that working in a Childrens hospice is very different to that of other organisations and sometimes applicants are not sure which role best suits their experience. We hold Claire House values central to our recruitment process. Therefore, we welcome applicants to spend time at Claire House ahead of the interview. This consists of; having a tour of the hospice, spending time with a mix of hospice staff to find out more about the role, and having time to ask questions in a more relaxed environment. All Claire House employees receive a rewards and recognition package which includes generous annual leave, life cover, free access to an Employee Assistance Program and counselling service, free parking, access to training and courses and in-house clinical supervision. We offer additional payments for working unsocial hours and night shifts. You can also continue with your pension scheme or join the Claire House pension scheme. About us Should you require any further information or want to discuss this opportunity please speak to Claire Jones, Care Coordination Team Lead, claire.jonesclairehouse.org.uk Please read the job descriptionhere.Please apply using the this applicationform. Completed applications should be emailed to jobsclairehouse.org.uk Claire House wants to meet the aims and commitments set out in its equality policy and will appreciate your help and co-operation in completing the Equality and Diversity formhere. Closing date for applications: Friday 31st January 2025 24:00 Interviews will take place w/c 10th February 2025 Please note that only shortlisted candidates will be contacted. This organisations recruitment and selection procedures reflect our commitment to equal opportunities and safeguarding and promoting the welfare of children and young people. This role is subject to an Standard DBS check. Registered Charity No. 1004058 Date posted 14 January 2025 Pay scheme Other Salary £26,600 to £29,200 a year Contract Permanent Working pattern Full-time Reference number B0316-25-0009 Job locations Clatterbridge Road Bebington Wirral Merseyside CH63 4JD Job description Job responsibilities Part 1: JOB PROFILE 1. Main purpose of job This post is responsible for providing administration management support to the Care and Family Support Services to ensure a high quality, efficient, child and family centred service in line with the vision, mission and values of Claire House. Position of the role in Claire House Childrens Hospice The post holder reports to the identified lead within the specific Care or Family Support service. The post holder will work collaboratively with the other Care Services administrators, to ensure an effective and comprehensive support service to the full range of Care and Family Support teams. Scope of job To provide a full range of administration support to ensure the smooth and efficient management of all the Care and Family Support services. To be a key point of contact for families and external professionals, and support the team to maintain and record contact for families and external professionals. To have a key responsibility for diary management and service bookings for e.g. planned and unplanned respite and day care services, working closely with service leads and liaising with families. To support the co-ordination of activities and groups for babies, children and young people, and parent/sibling events and groups. To provide administrative support to the Clinical Leadership Team and other service team leaders. To accurately input data and work collaboratively with the Data and Insight team to ensure that accurate reports and care service information can be obtained for service development and statutory reports. 2. Dimensions and Limits of Authority The post holder will have delegated responsibility for the day-to-day operational administration from their operational service lead, and will report to the Executive Assistant. 3. Qualification and Skills Level A Level or equivalent qualification/experience in a numerate or equivalent relevant subject; e.g. business administration/medical secretary Experience of working with, and managing, information and data Experience of providing administrative support in a healthcare setting Experience of providing administration support in an office environment Proven and proficient communication skills, both verbal and written Excellent keyboard skills and IT knowledge Part 2: MAIN DUTIES AND RESPONSIBILITIES To provide the full range of administration support to ensure the smooth and efficient management of all the Care and Family Support services. To maintain, monitor, and support with all aspects of Quality, Risk and Safety Compliance records Manage, and coordinate, the referral process to the different Care and Family Support services, ensuring accurate documentation of all required demographic and other information on the electronic care database. Key point of contact for families and external professionals accessing Claire House services, ensuring collaboration of all relevant documentation of all contacts. Liaison with families/carers and external professionals to gather or share essential medical information as required. Arrangement and coordination of internal and external professional meetings, including minute taking as required. Process and input clinical notes and information for children and young people and their family members into the appropriate database and file. To log information of event activities on to the Care database. To be the point of contact for the Fundraising team when free offers of tickets/events etc. are offered to families, ensuring their equitable allocation. To be responsible for regularly posting information using the Claire House Facebook pages as a means of promoting family events/offers, being mindful of language and content on the Bereaved Parents Facebook page. To work with the Communications team to provide material/photographs for internal and external publicity, ensuring the appropriate consent has been obtained. To have an excellent telephone manner and be able to confidently call families. To provide administration support to the Clinical Leadership Team and other service team leaders. Support and work collaboratively with other care administration post holders as required, for example: to cover large events, sickness and absence etc. To ensure appropriate documentation and communication has been sent to individuals/families and professionals in an effective and timely manner. To be self-motivated, and to be able to work effectively both independently and as part of a team. TRAINING AND DEVELOPMENT To take a proactive role in your own continual professional development to ensure that you can be the best that you can. To highlight any areas in which you would like to improve, to ensure that Claire House are aware and can help you if possible. To keep up-to-date with new developments, legalities, codes of conduct and best practice within the world of income generation. General Claire House Requirements Every employee is required to: Adhere to, and comply with, organisational policies, procedures and guidelines at all times, including GDPR guidelines and financial instructions. Have a basic understanding of the following areas: Health & Safety Equal Opportunities Confidentiality & GDPR Guidelines Fire Regulations Dealing with Violent and Disruptive People Whistle Blowing Policy Risk Assessments and Management The post holder must act in a professional and responsible manner at all times and have due regard to confidentiality and Health & Safety legislation. This is an outline job description and should not be regarded as an inflexible specification. Responsibilities will be reviewed periodically in line with service priorities and duties may change or new duties be introduced after consultation with the post holder. As a term of your employment you may be required to undertake such other duties, such as link roles, and/or hours of work as may reasonably be required, commensurate with your general level of responsibility with the organisation, at your initial place of work or at any other of the Claire House establishments. DBS level: Enhanced with child and adult barred list Job description Job responsibilities Part 1: JOB PROFILE 1. Main purpose of job This post is responsible for providing administration management support to the Care and Family Support Services to ensure a high quality, efficient, child and family centred service in line with the vision, mission and values of Claire House. Position of the role in Claire House Childrens Hospice The post holder reports to the identified lead within the specific Care or Family Support service. The post holder will work collaboratively with the other Care Services administrators, to ensure an effective and comprehensive support service to the full range of Care and Family Support teams. Scope of job To provide a full range of administration support to ensure the smooth and efficient management of all the Care and Family Support services. To be a key point of contact for families and external professionals, and support the team to maintain and record contact for families and external professionals. To have a key responsibility for diary management and service bookings for e.g. planned and unplanned respite and day care services, working closely with service leads and liaising with families. To support the co-ordination of activities and groups for babies, children and young people, and parent/sibling events and groups. To provide administrative support to the Clinical Leadership Team and other service team leaders. To accurately input data and work collaboratively with the Data and Insight team to ensure that accurate reports and care service information can be obtained for service development and statutory reports. 2. Dimensions and Limits of Authority The post holder will have delegated responsibility for the day-to-day operational administration from their operational service lead, and will report to the Executive Assistant. 3. Qualification and Skills Level A Level or equivalent qualification/experience in a numerate or equivalent relevant subject; e.g. business administration/medical secretary Experience of working with, and managing, information and data Experience of providing administrative support in a healthcare setting Experience of providing administration support in an office environment Proven and proficient communication skills, both verbal and written Excellent keyboard skills and IT knowledge Part 2: MAIN DUTIES AND RESPONSIBILITIES To provide the full range of administration support to ensure the smooth and efficient management of all the Care and Family Support services. To maintain, monitor, and support with all aspects of Quality, Risk and Safety Compliance records Manage, and coordinate, the referral process to the different Care and Family Support services, ensuring accurate documentation of all required demographic and other information on the electronic care database. Key point of contact for families and external professionals accessing Claire House services, ensuring collaboration of all relevant documentation of all contacts. Liaison with families/carers and external professionals to gather or share essential medical information as required. Arrangement and coordination of internal and external professional meetings, including minute taking as required. Process and input clinical notes and information for children and young people and their family members into the appropriate database and file. To log information of event activities on to the Care database. To be the point of contact for the Fundraising team when free offers of tickets/events etc. are offered to families, ensuring their equitable allocation. To be responsible for regularly posting information using the Claire House Facebook pages as a means of promoting family events/offers, being mindful of language and content on the Bereaved Parents Facebook page. To work with the Communications team to provide material/photographs for internal and external publicity, ensuring the appropriate consent has been obtained. To have an excellent telephone manner and be able to confidently call families. To provide administration support to the Clinical Leadership Team and other service team leaders. Support and work collaboratively with other care administration post holders as required, for example: to cover large events, sickness and absence etc. To ensure appropriate documentation and communication has been sent to individuals/families and professionals in an effective and timely manner. To be self-motivated, and to be able to work effectively both independently and as part of a team. TRAINING AND DEVELOPMENT To take a proactive role in your own continual professional development to ensure that you can be the best that you can. To highlight any areas in which you would like to improve, to ensure that Claire House are aware and can help you if possible. To keep up-to-date with new developments, legalities, codes of conduct and best practice within the world of income generation. General Claire House Requirements Every employee is required to: Adhere to, and comply with, organisational policies, procedures and guidelines at all times, including GDPR guidelines and financial instructions. Have a basic understanding of the following areas: Health & Safety Equal Opportunities Confidentiality & GDPR Guidelines Fire Regulations Dealing with Violent and Disruptive People Whistle Blowing Policy Risk Assessments and Management The post holder must act in a professional and responsible manner at all times and have due regard to confidentiality and Health & Safety legislation. This is an outline job description and should not be regarded as an inflexible specification. Responsibilities will be reviewed periodically in line with service priorities and duties may change or new duties be introduced after consultation with the post holder. As a term of your employment you may be required to undertake such other duties, such as link roles, and/or hours of work as may reasonably be required, commensurate with your general level of responsibility with the organisation, at your initial place of work or at any other of the Claire House establishments. DBS level: Enhanced with child and adult barred list Person Specification Experience Essential Significant administrative/secretarial experience. Experience of dealing with the general public on the telephone or in a face-to-face setting. Desirable Experience of working in a healthcare setting. Knowledge/experience of working for a charity. Qualifications Essential A level, or equivalent qualification, in relevant subject e.g. business administration/ medical secretary. Excellent levels of literacy. GCSE Level A-C in English and Maths. Experience of working with MS Word, Excel, or other databases. Desirable Experience of working with social media platforms such as Facebook and Instagram. Previous risk management experience in any setting. Personal Qualities Essential Experience of working as part of a team Able to work independently and collaboratively across teams departments. Ability to manage time efficiently with conflicting pressures and prioritise deadlines. Skills & Abilities Essential Competent office skills in MS Word and MS Excel. Accurate data input. Data analysis. Proven strong communication skills, both verbal and written. Excellent keyboard skills. Understanding of data protection principles. Able to relate well with children, families and professionals. Desirable Excellent knowledge of MS Office. Additional Requirements Essential Ability to work on own initiative and confident to seek advice where appropriate. Clear communicator. Positive attitude. Enthusiastic. Supportive of colleagues. Able to motivate self and others. Professional manner. Approachable, fair and consistent. Honest and trustworthy. Person Specification Experience Essential Significant administrative/secretarial experience. Experience of dealing with the general public on the telephone or in a face-to-face setting. Desirable Experience of working in a healthcare setting. Knowledge/experience of working for a charity. Qualifications Essential A level, or equivalent qualification, in relevant subject e.g. business administration/ medical secretary. Excellent levels of literacy. GCSE Level A-C in English and Maths. Experience of working with MS Word, Excel, or other databases. Desirable Experience of working with social media platforms such as Facebook and Instagram. Previous risk management experience in any setting. Personal Qualities Essential Experience of working as part of a team Able to work independently and collaboratively across teams departments. Ability to manage time efficiently with conflicting pressures and prioritise deadlines. Skills & Abilities Essential Competent office skills in MS Word and MS Excel. Accurate data input. Data analysis. Proven strong communication skills, both verbal and written. Excellent keyboard skills. Understanding of data protection principles. Able to relate well with children, families and professionals. Desirable Excellent knowledge of MS Office. Additional Requirements Essential Ability to work on own initiative and confident to seek advice where appropriate. Clear communicator. Positive attitude. Enthusiastic. Supportive of colleagues. Able to motivate self and others. Professional manner. Approachable, fair and consistent. Honest and trustworthy. 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 Employer name Claire House Address Clatterbridge Road Bebington Wirral Merseyside CH63 4JD Employer's website https://www.clairehouse.org.uk (Opens in a new tab)