Northern Ireland Hospice s1

Northern Ireland Hospice

Job Description

Post: Community Clerical Officer

Location: NI Hospice Community Team

Reports to: Head of Adult Community Services

Responsible to: Director of Care & Quality Governance

To provide an effective and efficient clerical and administrative support service to community services.

Principal Duties

 To process referral’s for community services.

 To undertake typing of correspondence, polices and procedures, memos, minutes, reports as required.

 To process all incoming and outgoing mail as appropriate.

 To answer telephone enquiries with a helpful and polite approach and take accurate messages and forward to appropriate personnel in a timely manner.

 To assist in the maintenance of Hospice filing systems, filing patient information and documentation as required.

 To help maintain Hospice databases and record data accurately (training will be provided).

 Liaise with relevant Community Administrative personnel to ensure accuracy of hospice databases and information.

 To assist in the preparation and maintenance of patient records.

 To arrange meetings and maintain calendars using Microsoft Outlook.

 To photocopy/fax as required.

 To maintain appropriate levels of stationery and reorder as necessary.

 Follow NIH procedure for the handling of cash (petty cash and donations).

 Be able to prioritise and manage workload effectively.

HR/Job Descriptions/Clerical Officer Community/Aug2017

 To rotate as necessary to other areas and cover for colleagues as required within the Clinical Administration Team.

 Promote the concept of team working.

 Attend staff meetings.

 Participate in performance reviews and identify learning needs with line manager.

 Adhere to NIH Policies and Procedures.

 To act as a role model.

 Any other duties assigned by the line manager.

This job description is an outline of the post as it is currently perceived by the Hospice and may be subject to review as a result of a changing and developing service.

NORTHERN IRELAND HOSPICE

Employees of Northern Ireland Hospice are required to support its mission which is:

“To provide a range of holistic in-patient and community specialist palliative and rehabilitative care services (for children, young people and adults) , in an environment of learning and research, enabling individuals with life-threatening and life-limiting illnesses and their families to maximise the quality of their lives.”

Northern Ireland Hospice is also committed to the following core values, which employees are expected to apply in all relevant aspects of their work:

Personal

Affording due and equitable attention to the individual and diverse needs of each of our patients, family members, carers, volunteers, staff, and supporters

Passionate

Affirming the individual and organisational commitment to the highest standards of care and excellence in all that we do

Professional

Applying appropriate skills and experience, in an ethical and/or responsible manner as each situation demands, to ensure the best possible outcomes for all concerned

Pioneering

Constantly striving for innovative and creative solutions to old and new challenges

General Responsibilities

 Members of staff are expected at all times to provide a caring service and to treat all those with whom they come into contact in a courteous and respectful manner.

 Staff are expected to demonstrate their commitment to Northern Ireland Hospice by their regular attendance and the efficient completion of all tasks allocated to them.

 All staff must comply with Northern Ireland Hospice Smoking Policy.

 All duties must be carried out in compliance with Northern Ireland Hospice Health and Safety policy and statutory regulations.

 Northern Ireland Hospice is an Equal Opportunities Employer. You are required to adhere to Northern Ireland Hospice Equal Opportunities Policy throughout the course of your employment.

 All information relating to patients and staff must be held in the strictest confidence and must not be divulged to any unauthorised person at any time, unless to do so is in the best interest of the individual. A breach of confidentiality will result in disciplinary action being taken in accordance with the Northern Ireland Hospice Disciplinary Procedure.

Northern Ireland Hospice

Job Specification

Post: Community Clerical Officer

Department: Clinical Administration (NI Hospice Community Team)

Band: Based on Band 2

Hours: 20 Hours per week (Monday-Friday 9am-1pm with the flexibility to increase hours on occasion)

Essential Criteria:

. GCSE English Language and Maths at Grade C or above or equivalent. AND at least 1 years’ experience of working in a similar environment providing administrative support.

Extensive experience working in a similar environment providing administrative support.

. A working knowledge of Microsoft Office packages and databases for record keeping, monitoring and reporting purposes.

. Excellent and accurate data entry skills to ensure data integrity and quality on the Community databases.

. Excellent communication skills (both oral and written) and organisational skills.

. Ability to multi-task, prioritise and work to deadlines.

. Team player with ability to work on own initiative.

. Enthusiastic, self motivated and committed to working to a high standard.

. Passionate and committed to the aims, ethos and charitable objectives of the Northern Ireland Hospice.