An exciting new opportunity to join our Hospice Community Team within an outstanding Hospice has opened. This role will offer clerical and administrative support to the Community Team and as necessary support other clinical teams.
Main duties of the job
You will be the first point of contact for patients, their loved ones, and professionals that refer to the Hospice and will be required to manage telephone/face to face/email enquiries in a sensitive manner.
Additional administrative tasks will include producing letters, producing presentations, developing information leaflets, monitoring and managing incoming and outgoing post and emails, maintaining databases, ordering equipment and stationery.
Maintaining patient confidentiality and accurate and robust record keeping is essential to this role.
About our Team
The Hospice Community Service provides high quality, seven days a week specialist palliative care advice for those patients with a progressive terminal illness who are being cared for in their home environment (own home/care home) and to offer support to their family, carers and friends. As a multidisciplinary team, we undertake holistic assessments and can help to manage complex symptoms associated with a wide range of life-limiting illnesses. We facilitate advance care planning conversations and support patients to identify and meet their preferences and wishes. The role of the team is both advisory and educational and works alongside a multitude of NHS and other charitable services to enhance the patients' quality of life. We do not take over the day-to-day care of the patient but are an additional resource, which provides information and support for patients, loved-ones/carers and healthcare professionals.
About us
At Heart of Kent Hospice, we believe that everyone deserves compassionate, expert care when there is no cure for their illness and when they have a limited time left to live.
We are a charity and we don't charge a penny for our care. We depend on the compassion and kindness of you, the people of this community, to power our services and ensure that everyone gets the help they need.
We provide specialist care and support to adults who have a terminal illness as well as their families, friends and carers. We help people to live as fully and as well as possible for the rest of their lives and ensure that their final days are comfortable and peaceful, wherever they choose to be. We treat every individual as the unique and special person that they are. Everything we do is tailored and personalised.
Our vision is that everyone living with a terminal illness in our community will have the best quality of life. Our purpose is to enable people with a terminal illness in our community to live with comfort, independence and dignity to the end of their lives, and to support those closest to them. All our care is underpinned by our core values of compassion, integrity, respect and teamwork. These values guide our decision-making and how we conduct ourselves in our work and every one of our colleagues plays an important part in enabling us to give our patients and their families the best possible care.
If you're passionate about our cause consider joining our team.
Job responsibilities
Being the first point of contact for patients, their loved ones, and professionals that refer to the Hospice. Manage telephone/face to face/email enquiries in a sensitive manner.
To undertake appropriate administrative tasks including effective communication with colleagues, producing letters, incoming and outgoing post and emails, producing presentations, developing information leaflets, photocopying, scanning, creation and maintenance of databases, ordering equipment, ensuring the supply of stationery/forms/ leaflets / equipment to the department etc.
To take an administrative lead in supporting learning networks e.g. ECHO networks.
Maintain patient confidentiality and ensure timely documentation within hospice electronic systems as per robust record keeping and data protection guidelines.
Support the inputting and maintenance of patient records, including retrieval of information from electronic databases and provide reports from the data as required.
Ensure efficiency and security of all filing/data systems within the team, both paper and computer-based. Ensure archiving procedure is undertaken regularly in line with policy.
To arrange meetings, prepare and source relevant documentation/equipment, to take minutes of meetings and distribute appropriately.
To have excellent IT knowledge and skills, the ability to use a range of Microsoft products, becoming a lead within the department for IT skills, developing colleagues and volunteers.
Person Specification
Experience
* At least 3 years relevant experience in a similar role, working in a pressured busy environment, preferably within the healthcare sector.
* Highly confident with IT & computer literacy skills and familiarity with current office applications (Excel, Access, Microsoft Word, PowerPoint, Teams, Zoom etc).
* Excellent communications and interpersonal skills, with a positive attitude.
* Proven ability to accurately input data & the ability to produce reports/documents when required.
* Proven ability to deal with confidential and sensitive information in a professional and confident manner.
* Knowledge and experience of working with volunteers, ideally in a management/supervisory capacity.
Qualifications
* Educated to at least GCSE Standard
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.
£23,050 a year subject to imminent annual salary review
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