· Web viewAdministration Department Ayrshire Hospice 35 Racecourse Road AYR KA7 2TG Or emailed to [email protected] By: Friday 22 nd September 2017 JOB DESCRIPTION JOB IDENTIFICATION

Our reference: AH/40/17Enquiries to: Lorna SamsonAddress: 35 Racecourse Road, Ayr, KA7 2TGTelephone: 01292 269200Fax: 01292 294401Email: [email protected]

Dear Applicant

Post Title: Clinical Administrator (Medical Services)Salary Range: £17,130 – £20,126Hours: 37.5 hours per weekClosing date: Friday 22nd September 2017Informal Enquiries to: Angela McLaren, 01292 269200

Thank you for your recent enquiry regarding the above vacancy. I have pleasure enclosing an application pack containing;

An Application Form. Please note we do not accept CVs. An Equal Opportunities Form. A Job Description (for reference only). A Person Specification (for reference only). An Information sheet containing details of the terms and conditions applying to the post (for

reference only).

Please note that only candidates who are shortlisted and invited for interview will receive further communication regarding the process of an application. I would therefore like to thank you for the interest you have shown in this vacancy with The Ayrshire Hospice and look forward to receiving your Application for this post.

Yours sincerely

LORNA SAMSONPeople Development Officer

INFORMATIONFOR CANDIDATES

POST OF: CLINICAL ADMINISTRATOR (MEDICAL SERVICES)BASE: 35-37 RACECOURSE ROAD, AYR, KA7 2TGREF NO: AH/40/17

Thank you for applying for the above post with the Ayrshire Hospice. This information sheet summarises the terms and conditions related to the post. The Hospice has recently undertaken a Pay and Benefit Review and the following terms and conditions will be effective from 1 April 2016.

ABOUT THE POST:

Employing Organisation: Ayrshire Hospice

Job Description: A job description is attached.

Salary/Grade Scale: £17,130 - £20,126 per annum

Your salary will be paid into your bank account on the last Friday of each month.

Hours of Work: 37.5 hours per week

Annual Leave: Leave year is from April – March

30 days (225 hours) on commencing employment32 days (240 hours) after 5 years’ service

For part time staff, this will be applied on a pro-rata basis and also allocated in hours.

Public Holidays: Entitlement is 37.5 hours based on the 5 designated Public Holidays per annum, and on a 5 day week working 7.5 hours per day. The 37.5 hours entitlement is due to all whole time staff irrespective of work pattern.

For part time staff, this will be applied on a pro-rata basis and also allocated in hours.

Pensions: The Company will comply with the employer pension duties in accordance with Part 1 of the Pensions Act 2008 by automatically enrolling you where eligibility criteria is met, in the Group Personal Pension Plan.

The Hospice provides a generous employer contribution of 7.5% of your salary per month provided a minimum 2.5% employee contribution is made.

Asylum And The Asylum and Immigration Act 1996 and 2004(Section 8)Immigration Act 1996 checks to ensure that all employees are legally employedAnd 2004 (Section 8): in the United Kingdom. Candidates will be asked to provide relevant

original documents prior to an offer of employment being made. Any offer of employment will only be made when the organisation is satisfied that the candidate is the rightful holder of the documents and is legally eligible for employment within the United Kingdom.

Medical Examination: Any offer of employment is conditional upon a satisfactory medical report from the Occupational Health Department. You may be offered employment conditional on confirmation that you are medically fit for employment. A commencement date for employment will only be agreed following this confirmation.

Rehabilitation of This post is not exempt from the provision of Offenders Act: Section 4(2) of the Rehabilitation of Offenders Act 1974 (Exemptions)

Order 1975.

References: Two satisfactory written references must be obtained prior to any offer of employment being made. These should include current and previous employers as requested in the job application form. This is in line with our Recruitment and Selection Policy.

Informal Enquiries: Informal enquiries are welcomed by Angela McLaren, Administration Manager, who can be contacted on 01292 269200.

Closing Date: Your completed application form should be submitted to:-

Administration DepartmentAyrshire Hospice35 Racecourse RoadAYRKA7 2TG

Or emailed to [email protected]

By: Friday 22nd September 2017

JOB DESCRIPTION

1. JOB IDENTIFICATION

Job Title:

Responsible to :

Department:

No of Job Holders:

Last Update :

Clinical Administrator (Medical Services)

Administration Manager

Administration

Two

October 2015

2. JOB PURPOSE

To provide efficient and effective administrative and secretarial support to the Hospice Medical team.

To provide a high quality typing service to Hospice clinical teams in respect of patient-related correspondence and communication.

To serve as the first point of contact for clinical based calls providing assistance and communicating in a professional manner, ensuring calls from patients are dealt with in a calm and sensitive way.

3. DIMENSIONSReporting to the Administration Manager, the post holder is responsible for designing, implementing and maintaining well-organised administrative systems to ensure that a professional, proactive and efficient service is provided at all times.

Working directly with Medical team and wider multi-professional team including Hospice Specialist Palliative Care Nurses, Hospice Physiotherapists and Hospital Palliative Care teams.

To take part in the daily prioritisation of the Clinical Administration team’s workload to ensure that priorities are consistently met and that KPIs and standards are achieved.

Providing support during periods of annual leave, absence and fluctuating workload to members of the administration team and the Executive Secretary. This includes provision of support to reception team, as required.

4. ORGANISATIONAL POSITION

Hospice Board

Chief Executive

Lead Consultant Director of Finance and Income GenerationSupport Services DirectorPatient Services Director

Facilities Manager

Executive Secretary

Catering Manager

Administration Manager

Clinical Administrator x 6

IT Systems Developer

Head of O&PD

Corporate Administrator x 5

Reception Team

Admin Volunteers

5. ROLE OF THE ORGANISATION

The Ayrshire Hospice is an experienced source of outstanding quality care and services which helps those with any life limiting illness. Care is provided where there is no cure for the condition, but which improves the quality of each day for people who have a limited time to live.

Our Vision

We will reach and improve the lives of everyone in Ayrshire affected by life limiting illness

Our Purpose

The Ayrshire Hospice, working together with others, will reach and improve the lives of everyone in Ayrshire affected by life limiting illness by delivering exceptional care.

Our commitment

In putting people at the heart of everything we do, we will work together to:

• Support every person as a unique and valued individual• Respect the dignity of everyone• Listen to and respect the wishes of people

In striving to be exceptional in every aspect of our services, we will:

• Provide a safe, comfortable, caring environment• Develop and provide high quality services that are underpinned by audit and research• Demonstrate clinical, financial and organisational excellence• Work to achieve financial sustainability• Deliver effective leadership and management throughout the organisation• Ensure we have the right number of people with the right skills in the right place at the right

time

In building relationships, we will:

• Listen to, respect and value the contribution of everyone• Work together to improve all of our services• Extend our collaboration with external partners

6. KEY RESULT AREAS1. To provide comprehensive, high quality and confidential administrative support to the Hospice

medical team and to other clinical teams as required. This support will include filing, typing, audio-typing, photocopying, formatting documents, processing incoming/outgoing mail, and ensuring availability of correspondence, patient medical records, medical team rota, stationery, forms and leaflets.

2. To provide a typing service to Hospice teams and support the Hospital Palliative Care Teams based at Crosshouse and Ayr Hospitals by downloading and transcribing information from digital dictation machines in order to type letters and reports using audio typing equipment.

3. To action patient referrals to Hospice services, including urgent telephone referrals, within agreed parameters from internal and external sources, inputting the information on to the electronic Hospice Patient Management System (Crosscare).

4. To attend and support the co-ordination of the daily MDT referral meeting, preparing reports in advance, ensuring outcomes are recorded on the patient management system and are followed-up and communicated efficiently to appropriate clinical services, as required.

5. To provide accurate and timeous information to GPs regarding patients’ visit / stay in the Hospice and of domiciliary visits.

6. To order and distribute copies of the British National Formulary for the Medical Team, as required.

7. To provide support to all clinical teams by providing a high quality telephone call handling service by dealing with clinical based calls in an efficient and effective manner, responding appropriately according to the needs of the caller and logging details appropriately on the Hospice Patient Management System (Crosscare).

8. To assist with the maintenance, archiving and destruction of patient information ensuring that correspondence and documents are accurately and timeously scanned into electronic Hospice Patient Management System (Crosscare) and that archived case notes are destroyed in line with Hospice policy. Records must be accurate and comply with data protection legislation, Caldicott principles and the Hospice Information Governance policy.

9. To take personal responsibility for own learning, ensuring that the required skills and knowledge are in place in order to work across a multi-disciplinary administrative function.

10.To provide support to the Medical Team’s electronic diaries in relation to patient-related appointments, as required.

11.To provide full secretariat support to organisational meetings, as required, including room bookings, preparation and distribution of papers and agendas, and production of accurate minutes. Meetings include Respite & Response weekly meeting, Drugs & Therapeutics, Clinical Effectiveness meetings, Hospice Board and sub-committee structure.

12.To ensure that Administrative Procedures Documents relating to duties carried out by post holder are kept up-to-date.

13.To be responsible for your own safety and that of others who may be affected by your actions during the performance of Hospice activities.

14.To be aware of your responsibility to prevent discrimination, harassment or victimisation of others, co-operate with the Hospice Equality Policy and draw any suspected breaches to the attention of a member of the Operational Management Team.

7a. EQUIPMENT AND MACHINERY Personal Computer Telephone Dictation Equipment Guillotine Printer/Photocopier/Scanner Franking Machine Fax Machine Laminator Binding equipment

7b. SYSTEMS

Microsoft Office packages (including Word, Excel, Publisher, PowerPoint, Access, Outlook) Electronic Patient Management System (Crosscare) Electronic HR/Workforce Planning System (SMI Staff.Care) NHS SCI Gateway Electronic Referrals NHS.net Office Procedures Documents Filing systems

8. ASSIGNMENT AND REVIEW OF WORK

The post holder will work across a multi-disciplinary administrative function with tasks predominantly being generated by Operational Managers and members of the Medical/Clinical Services teams. Workload is demand-led based on patient activity.

The post holder will work within clearly defined occupational policies, protocols, procedures and/or codes of conduct. Advice and support is available from the Administration Manager and other Operational Managers if required.

Formal review of performance and objective setting is carried out by the Administration Manager in accordance with Hospice performance management arrangements and regular review of workload and performance will also take place. The post holder is responsible for highlighting areas where learning and development is required.

9. DECISIONS AND JUDGEMENTS

The post holder prioritises tasks on a daily basis, making judgements concerning own working day and using initiative where appropriate.

The post holder is required to comply with Hospice Policies and Procedures working with the

Administration Manager to improve the quality of administrative systems and processes.

The post holder has responsibility for ensuring that all their own activities in relation to patient information (creation, access, storage, maintenance, destruction, communication and transportation) are carried out in line with relevant legislation and policies and procedures, including Information Governance Policy, Access to Health Records Policy and Procedure, Health Records – Creation, Management, Storage and Destruction Policy and Procedure, Data Protection Act and Caldicott principles.

The post holder may provide general advice on administrative procedures and systems.

10. MOST CHALLENGING/DIFFICULT PARTS OF THE JOB

Working within a busy office environment where there is a necessity to maintain concentration when faced with constant interruptions.

Managing time effectively, prioritising work to meet competing demands to ensure clinical teams are supported and objectives are met.

Regularly communicating with patients and their relatives which may be distressing. Dealing with confidential and sensitive information on a daily basis.

11. COMMUNICATIONS AND RELATIONSHIPS

The post holder requires to establish and maintain effective working relationships with Hospice staff, Hospice patients and their families, and representatives from external agencies and bodies.

The post holder will provide and receive routine, sensitive and confidential information on a daily basis, exercising tact and diplomacy to ensure that patients/relatives who are worried are reassured and that information is communicated appropriately.

Good communication skills are required for listening and passing on information, particularly in respect of patient information. This communication can be both verbal and written.

12. PHYSICAL, MENTAL, EMOTIONAL AND ENVIRONMENTAL DEMANDS OF THE JOB

Physical Sitting for long periods of time. Using DSE for long periods of time when inputting data and typing letters, etc. Pulling document trolleys up and down to the basement when archiving and destroying

casenotes.

Mental Dealing with enquiries from patients and bereaved relatives in a calm and sensitive manner. There is a frequent requirement for concentration e.g. on a daily basis when listening to

dictation through headphones and checking accuracy of produced documents. Dealing with several tasks simultaneously.

Emotional Frequent indirect exposure to distressing or emotional circumstances e.g. speaking with

patients on the telephone, attending daily MDT meeting, typing letters, etc on a daily basis. Occasional direct exposure to distressing or emotional circumstances e.g. during face-to-face

contact with patients in IPU or attending Day Services.

Environmental Working in a busy office – frequent, unplanned interruptions and many competing demands. Regularly working to tight timescales and re-organising workload in order to meet priorities. Noise and odour from photocopier. Mainly working in office environment, but will occasionally be exposed to unpleasant working

conditions when it is necessary to visit IPU or Day Services.

13. KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB

QUALIFICATIONSEssential: AMSPAR Level 3 Diploma in Medical Administration

OR RSA/OSC Level 3/SVQ Level 3 qualification/equivalent qualification and AMSPAR (or

equivalent qualification) in Medical TerminologyOR

AMSPAR (or equivalent qualification) in Medical Terminology and equivalent, relevant experience.

13. KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB (cont)

EXPERIENCEEssential: Previous experience of working in a similar role within a healthcare environment. Previous experience of providing a high quality and confidential administrative service. Previous experience of co-ordinating rotas and/or projects and/or diaries.

Previous experience of taking minutes at meetings.

Desirable: Previous experience of working with an electronic patient management system. Previous experience of using digital dictation equipment. Previous experience in data input.

SKILLS AND KNOWLEDGEEssential: Highly developed typing skills, including audio typing. High level of proficiency in Microsoft packages including Word, Outlook, Excel, Access and

PowerPoint. Excellent knowledge and understanding of Data Protection Act and Caldicott Principles. Excellent communication skills, both verbal and written.

PERSONAL QUALITIESEssential: Ability to produce high quality work often to a tight timescale. High levels of personal integrity and loyalty. Ability to:

o Work flexibly and effectively in a busy environment with a helpful approach at all times.o Effectively prioritise workload.o Maintain confidentiality at all times, dealing with confidential issues in a professional and

sensitive manner.o Build effective relationships.

14. JOB DESCRIPTION AGREEMENT

A separate job description will need to be signed off by each jobholder to whom the job description applies.

Post Holder’s Signature:

Operational Manager’s Signature:

Date:

Date:

EMPLOYMENT APPLICATION FORM(All areas of this form must be fully completed or you will not be shortlisted)

Application for the post of: Clinical Administrator (Medical Services)Location: 35-37 Racecourse Road, Ayr, KA7 2TGWhere did you see the post advertised?

FAIR TREATMENT STATEMENTNo Ayrshire Hospice employee or applicant will be unfairly discriminated against. We are particularly alert to eliminating discrimination on account of age, cultural/religious/political belief, disability, ethnicity, gender, race, relationship status, sexual orientation, and/or Trade Union membership or stewardship.

PERSONAL DETAILSTitle: Home Tel:Surname: Mobile Tel:Forename: E:mail Address:Address: Do you hold a full current driving licence?

Yes / No *Postcode:

DISABILITYThe Disability Discrimination Act 1995 and Amended Regulations 2005, defines disability as follows: “any physical or mental impairment which has a substantial adverse effect on a person’s ability to carry out normal day to day activities”. The Ayrshire Hospice is “Positive about Disabled People” and as such we provide job opportunities for disabled people. The Ayrshire Hospice operates a Job Interview Guarantee (JIG), which means that if you have a disability, and meet the minimum criteria outlined within the person specification, you will be guaranteed an interview. However, some disabled people prefer not to take this option, so please tick your preference if you are a disabled candidate.

Do you want to participate in the guarantee Scheme? Yes / No *

Please specify any special requirements you require if attending for interview, e.g. Induction Loop, Wheelchair Access, etc.

ADDITIONAL INFORMATIONDo you need a work permit to take up this post? Yes / No *Are you eligible to work in the UK? Yes / No *Driving Licence (see Job Description – only complete if a driving licence is essential) Yes / No *

Are you a current PVG member? Yes / No*

Job Reference Number: AH/40/17 (Office Use Only)

Applicant Ref No:(Office Use Only)

APPLICATION FOR EMPLOYMENT

IN CONFIDENCE

PRESENT POST(If not employed at present, give details of most recent post, including dates)

Post Title:

Grade:Name of Employer:

Address:

Business Tel No.: Can we contact you at work? Yes / No *

Date Appointed: (DD/MM/YY)Date Left (If Applicable):(DD/MM/YY)Period of Notice:

Summary of Duties: Please describe the main duties and responsibilities of your post (continue on a separate sheet if necessary).





QUALIFICATIONS CURRENTLYSTUDYING OR WORKING TOWARDS

Subject Type of Qualificationeg. Standard Grade, GCSE, Higher, BSc Grade Achieved

PROFESSIONAL QUALIFICATIONSProfessional Body Qualifications

PROFESSIONAL BODY REGISTRATION / MEMBER DETAILSRegistering Body:Registration/PIN Number: Job Reference Number: AH/40/17 (Office Use Only)


QUALIFICATIONS ACHIEVED

Subject Type of Qualificationeg. Standard Grade, GCSE, Higher, BSc Grade Achieved

NMC Register Part:Date of Expiry:



EMPLOYMENT HISTORY(Please list all previous posts, beginning with the most recent. Continue on a separate sheet

if necessary)

Post Title Employers Name/AddressDate From

Date To Reason for Leaving





ADDITIONAL STATEMENT(Please state why you are applying for this post and provide any additional information in support of your application. Continue on a separate sheet if necessary)



Your referees will include your present (or most recent) employer. Please identify below the person in your organisation who is authorised to confirm your employment and the details given in your application. Please identify a second referee who may have closer knowledge of your skills, knowledge and abilities and who may offer opinion on your suitability for this post. You should not use family members or friends and these will not be accepted. Our pre-employment screening also includes, where appropriate, health and fitness for work, criminal records, qualifications and professional registration.

Name: Name:Address: Address:

Post Code: Post Code:Tel No: Tel No:E:mail Address: E:mail Address:Designation: Designation:Can this referee be contacted prior to interview?

Yes / No *

Can this referee be contacted prior to interview?

Yes / No *

DECLARATIONPlease read and sign the following statement:-

- I have completed this application form and the details I have supplied are, to the best of my knowledge, true and complete;

-- I understand that if appointed to this post the information on this form will be kept as part of my

personal file record;- I authorise you to obtain references to support this application if I am selected for interview;- I understand that details of educational qualifications, membership of professional bodies and referee

reports may be verified through the establishments and individuals I have indicated;- I consent to my details being kept confidentially and used for specific and lawful purposes as specified

in the Data Protection Act 1998;- I declare that I have no previous convictions, or have identified any I have above.

Signed……………………………………………….…

Date ……./……/……



REFERENCES

The Ayrshire HospicePerson Specification & Interview Rating Form

Post Title Clinical Administrator (Medical Services) Post Reference Number AH/40/17

A = ExcellentCandidates Name: B = Satisfactory

C = Unsatisfactory

Selection Factors(Person Specification)

Criteria Interview Panel Comments Rating

A B CQUALIFICATIONS & TRAINING

Essential AMSPAR Level 3 Diploma in Medical Administrationor RSA/OSC Level 3 qualification and AMSPAR in

Medical Terminologyor AMSPAR in Medical Terminology and previous

experience using medical terminology

Equivalent qualifications to those listed above will be considered

EXPERIENCE Essential Experience working in similar role within a healthcare environment

Providing a high quality and confidential administrative service

Co-ordinating rotas, projects or diaries Minute taking

Desirable Experience working with an electronic patient management system

Use of digital dictation equipment Data input

COMPETENCIES & SKILLS

Essential Highly developed typing skills including audio typing High level of proficiency in Microsoft packages

including Word, Outlook, Excel, Access and Powerpoint

Excellent knowledge and understanding of Data Protection Act and Caldicott Principles

Excellent verbal and written communication skillsPERSONAL Essential Ability to produce high quality work often to a tight

CHARACTERISTICS AND OTHER

timescale High levels of personal integrity and loyalty Ability to work flexibly and effectively in a busy

environment with a helpful approach at all times Effectively prioritise workload Maintain confidentiality at all times, dealing with

confidential issues in a professional and sensitive manner

Ability to build effective relationships

Equal Opportunities Monitoring Form

We are committed to ensuring that all job applicants and members of staff are treated equally, without discrimination because of gender, sexual orientation, marital or civil partner status, gender reassignment, race, colour, nationality, ethnic or national origin, religion or belief, disability or age. This form is intended to help us maintain equal opportunities best practice and identify barriers to workforce equality and diversity.

Please complete this form and return it with your application. The form will be separated from your application on receipt. The information on this form will be used for monitoring purposes only and will play no part in the recruitment process.

All questions are optional. You are not obliged to answer any of these questions but the more information you supply, the more effective our monitoring will be. All information supplied will be treated in the strictest confidence.

Thank you for your assistance.

ABOUT THE VACANCY

Please state which job you have applied for and the closing date given for applications.

Job applied for: ...................................................

Reference Number: ...................................................

Where did you hear about this job (please tick)?

Newspaper (please specify)

Friend Recruitment company

.......................................

Hospice website

Other (please specify)

......................

GENDER

What is your gender (please tick)?

MaleFemalePrefer not to say

(If you are undergoing gender reassignment, please use the gender identity you intend to acquire.)

GENDER IDENTITY

Do you identify as transgender/transsexual?

YesNoPrefer not to say

ETHNIC GROUP

How would you describe your nationality and/or ethnicity (please tick)?

AWhite:

BMixed race:

CAsian or Asian British:

British - English, Scottish or Welsh

White and Black Caribbean

Indian

Irish White and Black African

Pakistani

Other White background

White and Asian Bangladeshi

Other Mixed background

Other Asian background

DBlack or Black British:

EChinese and other groups:

Caribbean Chinese Prefer not to say

African Other ethnic group

Other Black background

Marital Status

Single

Married

Prefer not to say

Other (please specify)

………………………………………………………………………

AGE

What is your age (please tick)?

16–17

18–21

22–30

31–40

41–50

51–60

61–65

66–70

71+ Prefer not to say

SEXUAL ORIENTATION

How would you describe your sexual orientation (please tick)?

Heterosexual / straight

Bisexual Prefer not to say

Gay man Gay woman / lesbian

RELIGION OR BELIEF

Please describe your religion or other strongly-held belief.

I would describe my religion or belief as: .................................................

I have no particular religion or belief

Prefer not to say

DISABILITY

The Equality Act 2010 defines a disability as a "physical or mental impairment which has a substantial and long-term adverse effect on a person's ability to carry out normal day-to-day activities". An effect is long-term if it has lasted, or is likely to last, more than 12 months. Do you consider that you have a disability under the Equality Act (please tick)?

Yes No

Used to have a disability but have now recovered

Don't know

Prefer not to say