Job summary Salary - £23,520 FTE Hours - 37.5 hours per week (Monday to Friday) - 30 hours considered for the right candidate Holiday - 25 days (increasing to 27 after 5 years and 31 after 9 years FTE) plus 8 bank holidays We believe in living life to the end and bringing joy to patients lives. We work with everyone as an individual, supporting them on each step of their journey through our outpatient unit, our inpatient unit, and in their own homes to live a good life and achieve a good death, in their place of choice. We also work with families along the way and offer bereavement support. We are a charity and the only independent Hospice in this part of the UK, which enables us to deliver the most compassionate, dynamic and proactive end-of-life care. As such we are a centre of clinical excellence in the region and further afield, recognised at the forefront of education in palliative care for over 40 years. Are you looking for a new opportunity? Tapping House are looking for that special someone to join our amazing team. Main duties of the job Tapping House is comprised of different services who work to support patients and families at different stages of their palliative journey. The clinical administration team are an integral part of these services in ensuring the patient and their family's experience is positive. The Clinical Administrator will actively manage the administrative processes attached to patient pathways, be a point of contact for patients/clients seeking support and assist the clinical teams with administrative tasks as the person moves through the system. About us We have an amazing multi-disciplinary team who all work together ensuring that the patient is central to everything we do. Our Vision is That every person living with or affected by a life limiting condition will be offered choice and access to excellent end of life and bereavement care. Our Values are: COMPASSION ACCESSIBILITY RESPECT EXCELLENCE SPARK The Hospice stands in beautiful well maintained grounds. Our building is modern and light with each bedroom having a garden view. We offer free parking and an amazing onsite cafe Date posted 14 March 2025 Pay scheme Other Salary £23,520 a year (Full Time Equivalent) Contract Permanent Working pattern Full-time, Part-time Reference number B0219-25-0007 Job locations Wheatfields Hillington King’s Lynn Norfolk PE31 6BH Job description Job responsibilities KEY RESPONSIBILITIES: Ensure all relevant information is recorded accurately on SystmOne Managing, monitoring and actioning tasks on SystmOne Work collaboratively within clinical admin team to monitor referral inbox and process according to clinical triage guidelines. Open new referrals on SystmOne. Use SystmOne reporting to identify bereavement clients and send support invitations Manage clinical ledgers, supporting staff with changes and booking appointments as required Assist in the production of statistical information and reports using Systmone and other data sources, undertaking analysis and supporting the preparation for meetings Manage all clinical referrals including signposting to other services in discussion with other members of the clinical team and the preparation of any necessary documentation To ensure patients are appropriately admitted, transferred and discharged, ensuring communication across care settings as necessary (e.g. Hospital, community, care home settings or transport organisations). Deal with daily correspondence, sort and date and distribute to relevant staff. Communicate professionally with internal and external parties in an effective and timely manner Greet patients and relatives/carers and direct to patient rooms; plus provide guidance when leaving the hospice Ensure patients and relatives/visitors admitted to the Hospice have the information they need. Attend daily whiteboard meeting, contributing relevant information about referrals Prepare documentation prior to weekly MDT, attend and support MDT and distribute outcome documents to GP and others following the meeting Provide administrative support to clinical teams. Maintaining adequate stocks clinical items on the IPU. Checking and replenishing from stock cupboard daily as needed. Overseeing the ordering, delivery & collection for clinical areas. (including BOC, Serco, NHS Supply chain, QEH Laundry) Logging of incidents and distributing to the appropriate lead to investigate. Liaise with and provide support to reception team including volunteers, to provide cover and guidance is provided Attend various meetings as required, ensuring that all agenda, minutes and other documents are accurately provided, filed and circulated as required Manage flow of patients/carers within all clinical departments Be the first point of contact for patients and families either via telephone or occasionally face to face To contact patients and carers and book initial assessments/attendances/ appointments, admissions as appropriate To support families as needed following the death of a patient, and along with clinical staff support the provision of information where needed Report any sickness to the HR team and update the rota in the absence of the ward manager To be main contact for hospice transport requests, liaising with clinical teams and volunteer drivers, and ensuring weekly transport plan is circulated Other Undertake and maintain appropriate training such as manual handling and safeguarding to provide support to patients so that safety is upheld Directed by the service leads, assist in audits and evaluation, gathering information and reporting as required to ensure that the service remains responsive and effective In collaboration with the Clinical teams, gather information relating to patient outcome measures as required Willingness to undertake training and development to fulfil the role Participate in the Hospice appraisal system General To uphold the Hospices vision and values at all times Carry out all duties in accordance with the Hospices policies and procedures including but not limited to health & safety, code of behaviour, confidentiality and equality, diversity & inclusion. Promote awareness of the Hospice, its services and its strategy. Work collaboratively and respectfully with all staff, volunteers and supporters of the Hospice. Promote and support the safeguarding of vulnerable adults, young people and children, observing and adhering the Hospices policies on safeguarding. Demonstrate a commitment to ongoing learning and development and to participate in any training relevant to the role. This post is subject to the Rehabilitation of Offenders Act 1974 (Exemptions) Order 1975, and such will be necessary for a submission for disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions. This job description is not intended to be exhaustive and will be reviewed periodically to ensure that the needs of the service are being met Job description Job responsibilities KEY RESPONSIBILITIES: Ensure all relevant information is recorded accurately on SystmOne Managing, monitoring and actioning tasks on SystmOne Work collaboratively within clinical admin team to monitor referral inbox and process according to clinical triage guidelines. Open new referrals on SystmOne. Use SystmOne reporting to identify bereavement clients and send support invitations Manage clinical ledgers, supporting staff with changes and booking appointments as required Assist in the production of statistical information and reports using Systmone and other data sources, undertaking analysis and supporting the preparation for meetings Manage all clinical referrals including signposting to other services in discussion with other members of the clinical team and the preparation of any necessary documentation To ensure patients are appropriately admitted, transferred and discharged, ensuring communication across care settings as necessary (e.g. Hospital, community, care home settings or transport organisations). Deal with daily correspondence, sort and date and distribute to relevant staff. Communicate professionally with internal and external parties in an effective and timely manner Greet patients and relatives/carers and direct to patient rooms; plus provide guidance when leaving the hospice Ensure patients and relatives/visitors admitted to the Hospice have the information they need. Attend daily whiteboard meeting, contributing relevant information about referrals Prepare documentation prior to weekly MDT, attend and support MDT and distribute outcome documents to GP and others following the meeting Provide administrative support to clinical teams. Maintaining adequate stocks clinical items on the IPU. Checking and replenishing from stock cupboard daily as needed. Overseeing the ordering, delivery & collection for clinical areas. (including BOC, Serco, NHS Supply chain, QEH Laundry) Logging of incidents and distributing to the appropriate lead to investigate. Liaise with and provide support to reception team including volunteers, to provide cover and guidance is provided Attend various meetings as required, ensuring that all agenda, minutes and other documents are accurately provided, filed and circulated as required Manage flow of patients/carers within all clinical departments Be the first point of contact for patients and families either via telephone or occasionally face to face To contact patients and carers and book initial assessments/attendances/ appointments, admissions as appropriate To support families as needed following the death of a patient, and along with clinical staff support the provision of information where needed Report any sickness to the HR team and update the rota in the absence of the ward manager To be main contact for hospice transport requests, liaising with clinical teams and volunteer drivers, and ensuring weekly transport plan is circulated Other Undertake and maintain appropriate training such as manual handling and safeguarding to provide support to patients so that safety is upheld Directed by the service leads, assist in audits and evaluation, gathering information and reporting as required to ensure that the service remains responsive and effective In collaboration with the Clinical teams, gather information relating to patient outcome measures as required Willingness to undertake training and development to fulfil the role Participate in the Hospice appraisal system General To uphold the Hospices vision and values at all times Carry out all duties in accordance with the Hospices policies and procedures including but not limited to health & safety, code of behaviour, confidentiality and equality, diversity & inclusion. Promote awareness of the Hospice, its services and its strategy. Work collaboratively and respectfully with all staff, volunteers and supporters of the Hospice. Promote and support the safeguarding of vulnerable adults, young people and children, observing and adhering the Hospices policies on safeguarding. Demonstrate a commitment to ongoing learning and development and to participate in any training relevant to the role. This post is subject to the Rehabilitation of Offenders Act 1974 (Exemptions) Order 1975, and such will be necessary for a submission for disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions. This job description is not intended to be exhaustive and will be reviewed periodically to ensure that the needs of the service are being met Person Specification Qualifications Essential 5 GCSEs or equivalent to include English and Maths Excellent up to date Microsoft Office knowledge Desirable NVQ level 3 or equivalent in Business administration Experience Essential Proven recent administration experience including recent use of IT systems and Microsoft Office Excellent written and verbal skills Ability to communicate effectively at all levels Ability to work collaboratively with both internal and external parties Ability to work independently and with own initiative Experience of dealing with confidential information Ability to be sensitive to the needs of clients/carers who may be distressed/anxious, and access appropriate clinical staff Excellent organisational and time management skills Desirable Experience of working in an environment involved in end of life care Experience of working with volunteers or experience of being a volunteer Knowledge of SystmOne Experience of working in a health care setting Personal Qualities Essential Proactive and flexible Team player Friendly and approachable Person Specification Qualifications Essential 5 GCSEs or equivalent to include English and Maths Excellent up to date Microsoft Office knowledge Desirable NVQ level 3 or equivalent in Business administration Experience Essential Proven recent administration experience including recent use of IT systems and Microsoft Office Excellent written and verbal skills Ability to communicate effectively at all levels Ability to work collaboratively with both internal and external parties Ability to work independently and with own initiative Experience of dealing with confidential information Ability to be sensitive to the needs of clients/carers who may be distressed/anxious, and access appropriate clinical staff Excellent organisational and time management skills Desirable Experience of working in an environment involved in end of life care Experience of working with volunteers or experience of being a volunteer Knowledge of SystmOne Experience of working in a health care setting Personal Qualities Essential Proactive and flexible Team player Friendly and approachable 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 Tapping House Address Wheatfields Hillington King’s Lynn Norfolk PE31 6BH Employer's website https://www.tappinghouse.org.uk/ (Opens in a new tab)