Medical Administrator - London, United Kingdom - St Joseph's Hospice

Description

Job summary

An exciting opportunity has arisen for the position of Medical Secretary/ Administrator within our Medical Administration Team at St Josephs Hospice.

This busy role requires excellent communication, IT and secretarial skills in managing a broad range of Medical Secretary duties in a professional and confidential manner.

Duties include coordinating and Minting our MDTs, typing letters, preparing other minutes and reports, data entry, processing documents and general administration,liaising with the public and dealing with queries from internal and external staff.

Previous Medical Secretary or administrative experience is essential and general experience working in a healthcare setting is desirable but not essential.

Continuation of NHS Pension Scheme is available

We offer 27 days holiday plus public holidays and excellent pension scheme.

We are an equal opportunities employer and welcome applications from all suitably qualified persons regardless of their race, sex, disability, religion/belief, sexual orientation or age.

Applicants are subject to enhanced DBS (previously CRB).

Main duties of the job

Offer administrative and secretarial support to themedical team and CommunityPalliative Care Team as directed by the SeniorMedical Administrator.

Set up, review and maintain administrative andsecretarial procedures that enable effective and timely work within theDepartments.

Plan and prioritise own daily/weekly workload tomeet deadlines, demonstratinggood time management and ensuring any anticipated difficulties in meetingdeadlines are promptly reported.

Maintain strict confidentiality at all times inaccordance with organisational policies and procedures

Keepaccurate and contemporaneous records of all communications at all times.

Behave in a professional manor andmaintain effective working relationships with other staff in the department andhospice, ensuring a professional and seamless service is provided. Inparticular this will require regular liaison with various departments andwards.

Provide all necessary coordination and secretarialservices for the MDT meetings compiling papers, distributing agenda andbooking rooms etc.

Prepare, type and send written letters andother correspondence for the medical team and Community Palliative CareTeam in a timely manner as required.

Maintain and assist record keeping, updatedatabases as required by senior medical staff and the Senior Medical Administrator.

Receive and distribute incoming mail and post tothe medical team.

About us

StJoseph's Hospice was founded in 1905 by the Religious Sisters of Charity and assuch it has a rich, Catholic heritage which informs our work today: to supportand welcome those in need, from all different cultures, religions andbackgrounds.

Weprovide high quality specialist palliative care for patients with cancer andother life-threatening conditions across East and North London. We have a largeteam of clinical staff who work across community, in-patient and out-patientservices delivering individualised, responsive and holistic support to patientsand their families/carers.

Job responsibilities

The Medical Administrator will:

Play a lead role in the MDT service and meetings by preparing administration required, closely monitoring the progress of agreed actions of clinicians, ensuring that these are correctly recorded and followed up or reviewed during each meeting, holding clinicians responsible for them and escalating upwards where these have not been met. Collate data regarding the MDTs and produce evidence for Quarterly Commissioning reports.

Offer administrative and secretarial support to the medical team and Community Palliative Care Team as directed by the Senior Medical Administrator.

Set up, review and maintain administrative and secretarial procedures that enable effective and timely work within the Departments.

Plan and prioritise own daily/weekly workload to meet deadlines, demonstrating good time management and ensuring any anticipated difficulties in meeting deadlines are promptly reported.

Maintain strict confidentiality at all times in accordance with organisational policies and procedures.

Keep accurate and contemporaneous records of all communications at all times.

Behave in a professional manor and maintain effective working relationships with other staff in the department and hospice, ensuring a professional and seamless service is provided. In particular this will require regular liaison with various departments and wards.

Interact appropriately and with empathy with the patients and relatives at the hospice.

Provide all necessary coordination and secretarial services for the MDT meetings compiling papers, distributing agenda and booking rooms etc.

Prepare, type and send written letters and other correspondence for the medical team and Community Palliative Care Team in a timely manner as required.

Maintain and assist record keeping, update databases as required by senior medical staff and the Senior Medical Administrator.

Maintain a supply of office consumables for the medical team. Source and order ad hoc items for the Medical Team as required by the Senior Medical Administrator.

Receive and distribute incoming mail and post to the medical team.

Produce a range of draft documents using MS Office products to include reports and correspondence, designing of forms and templates as requested by the medical team and Community Palliative Care Team.

Have the ability to interrogate the Crosscare electronic database system and produce appropriate reports as required by senior medical staff and the Senior Medical Administrator.

Provide administrative and secretarial support for weekly medical team meetings and any other meetings (internal and external) as required by the senior medical team or Senior Medical Administrator. This will include booking venues, arranging refreshments, arranging transport if necessary, preparing and distributing agendas, invitations, and any other documents prior to the meeting, preparing and typing of minutes following the meeting, and any other administrative support as required.

Ensure that the St. Josephs Hospice system of communicating with GPs is followed including sending out discharge & death letters within a set timeframe.

Liaising with ward staff and the community team about ward discharges.

Arrange for the medical team to complete cremation papers within 48 hours of the request from funeral directors, in line with the Hospice policy. To liaise with internal and external colleagues to ensure the accurate and timely completion of all elements of this process, including the management of cremation fees.

Arrange timely completion and sending of other reports & forms to the CQC or other external bodies as required.

Keeping the medical team, Community Palliative Care team and Senior Medical Administrator informed of any delays/problems regarding correspondence or reporting.

Arrange clinical supervision for the consultants and other doctors, including booking appropriate rooms.

Regularly inspect (at least monthly), maintain and update notice boards in the medical team offices and surrounding corridors.

Send out weekly on-call rotas for the medical team.

Send and receive written clinical handovers between the hospice and external teams following on call periods, and record these in the Crosscare clinical database when required.

Preparing medical notes and records for redaction by consultants in a timely way upon request from the Senior Medical Administrator.

Assist on a rota basis with other members of the Medical secretariat the monthly confidential waste collection by chaperoning external staff to ensure all confidential waste cabinets are emptied securely.

Act as a key contact point for external parties for the medical department, acting as a point of contact for telephone enquiries, taking messages, providing replies or undertaking follow-up action as required.

Act as reception for patients, relatives, students and other visitors attending the Hospice as required.

Supporting the medical team in the planning and timetabling of visitors and medical students within the team. This will include liaising with external stakeholders, identifying internal staff to host visitors / students, preparing timetables and annual calendars for placements within the team, and assisting with other administrative tasks related to placements.

To carry out additional ad-hoc administrative duties as directed by the Senior Medical Administrator.

Qualifications

Essential

Desirable