WEST HERTS SPECIALIST PALLIATIVE CARE REFERRALS CENTRE ADMINISTRATOR

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1 WST HRTS SPCIALIST PALLIATIV CAR RFRRALS CNTR ADMINISTRATOR (Hosted by Peace Hospice Care) Job Description Job Title Peace Salary Band Hours Dept / Location Reporting to: Number of staff managed: Budget responsibility Other information helpful to understand size/scope of job: West Herts Palliative Care Referrals Centre Administrator Non- Clinical Band C 8 hours (to be worked 10am -2pm Saturday and Sunday) Patient Services Community Services Manager Direct reports: Managed through others: Providers of Specialist Palliative Care (SPC) in West Hertfordshire are working together to provide a Co-ordination Centre. The primary aims are to be a single point of access for all referrals to Specialist Palliative Care and to host the lectronic Palliative Care Co-ordination System (PaCCS). This role is an administrator working at Peace Hospice Care (PHC) to receive and process referrals to the appropriate service in a timely fashion. Working in close liaison with hospice and external health and social care colleagues, the West Herts Palliative Care Referrals Administrator will support the coordination and triaging of patient service enquires and referrals. The post-holder will work closely with the Triage CNSs who will be working in the centre. As they will be working in the centre on a rotation basis, the administrator will ensure continuity of the administrative aspects of the service. Job Summary Provide and implement high quality secretarial systems and processes to support the efficient operational running of the referral centre, receiving and responding to telephone calls, electronic/written referrals and enquiries. 1

2 KY TASKS: - Day to day responsibilities: Referrals 1. To make phone calls to referrers in order to gain any missing information from referral forms in line with the referrals process 2. To set up new patients on all relevant Systm1 modules, including referral and acceptance to a particular service. Following the referrals process in a timely fashion. 3. To accurately record all referrals received on the appropriate data base/log. 4. To maintain all records to a high standard, including updating waiting lists and referral outcomes. 5. To maintain all records including monthly log of referrals including reason for referral, phases and status, reason for acceptance/non acceptance, date of admission or when first seen by service and maintain appropriate filing. 6. To receive incoming calls and deal appropriately with them. Maintain a sensitive approach at all times. 7. To liaise with 4 providers on a daily basis to gain information re capacity and demand of individual services workload / bed state. Day to day responsibilities: PaCCS 1. To maintain the PaCCS register for Herts Valley CCG. 2. To receive personable identifiable information from professionals, accurately entering information directly onto a bespoke database. General Responsibilities 1. Ability to work autonomously 2. To be flexible and willing to cover weekday leave 3. To respond to and deal with all referrals and enquiries for Specialist Palliative Care and PaCCs in a timely, courteous and efficient manner 4. To understand basic medical information in order to accurately record information. 5. To support the collection and presentation of the coordination centre required data set. 2

3 6. To support the CSM in the rota / duty systems for both the triage CNS and the 7 day admin support. 7. To prepare and support the relevant SP MDT meeting with the required information. 8. To provide non-clinical advice, information and guidance as appropriate. 9. To understand own level of competency when dealing with sensitive patient/carer information, referring to the Clinical Nurse Specialist or the Community Service Manager when required. 10. To be aware of procedures to follow in the event of fire or other emergencies. 11. To have the highest regard for the principle of confidentiality and at no time disclose confidential information inappropriately. 12. To ensure compliance with the manual handling and health and safety policies relating to your activities. 13. To report to your line manager any hazards or accidents that may occur in your working environment and ensure compliance with the terms of the Health and Safety at Work Act. 14. nsure that all equipment used by you, in the course of your duties, is used appropriately and any faults or breakages are reported immediately. 15. In-put documents, charts, tables and IT packages eg Word, xcel, Access and Outlook and other soft-wear systems such as SystmOne and Agresso. 16. Typing and data entry using general office systems and/or specific computer programs. ducation 1. To attend / complete all mandatory training as required. 2. To participate in the ongoing system of appraisal and demonstrate professional development in accordance with own appraisal. General PHC is committed to qual Opportunities for all present and potential members of staff and patients. Therefore PHC expects all employees and volunteers to understand, support, and apply this policy through their working practices which requires all individuals to be treated with respect, dignity, courtesy, fairness and consideration. 3

4 This job specification may be modified in the light of development and changing circumstances, according to the needs of the service, and in consultation with the post holder. The post holder should be prepared to undertake any further duties that arise as the post develops. All members of staff may at times be required to work in other parts of the Hospice, commensurate with the roles and responsibilities laid out in this job description. Signed (mployer) Date Signed (mployee) Date 4

5 PRSON SPCIFICATION- WST HRTS SPCIALIST PALLIATIV CAR RFRRALS CNTR ADMINISTRATOR ach element of the specification should be assessed as follows: A = Application Form; I = Interview; T= Test, R= References QUALIFICATIONS Appropriate professional, educational requirements Good standard of general education, including mathematics and A nglish to GCS level Vocational Admin Qualification or CTP Training Certificate D A XPRINC Appropriate experience in order to carry out the role SSNTIAL/ ASSSSD A minimum of 3 years relevant administrative experience A/I xperience of working unsupervised and with initiative A/I Have worked in a health or social care setting D A/I xperience of administering meetings D A/I SKILLS AND KNOWLDG Specific post related skills and abilities Understanding of medical terminology D A/I Good knowledge of MS office packages including Word and xcel A/T xperience of databases A/T Good communication skills both verbal and written A/I xcellent organisational ability I Able to prioritise workload I PRSONAL QUALITIS xcellent organisational ability A/I/R Able to communicate with all levels of internal and external A/I/R customers Demonstrates a can do attitude to work situations I Able to work alone/able to organise own workload A/I ATTITUDS AND VALUS A commitment to the vision, values and mission of Peace Hospice I Care Understanding and commitment to equal opportunities. I OTHR The post is subject to an enhanced DBS check I Able to work flexibly with some unsocial hours to attend meetings D I 5

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