Lead Administrator Patient & Family Support Service

To provide administrative and secretarial support to the Patient and Family support Services Manager and Multi-disciplinary team. To provide administrative support to the Adult Safeguard Lead To provide support in other departments in the absence of allocated administrative support. To in-put and maintain robust data on all patient referrals and activity. To send appointment letters to patients, update the appointments system on SystmOne & book rooms accordingly. To ensure that lettersfor deceased patients bereavement support are written and sent within the agreed timescale. To send Condolence Cards To provide activity and other reports as required. To teach and assist multi-disciplinary staff to in-put accurate patient information onto the clinical system (Systmone) To advise and assist callers (both personal and by telephone) on the referral process to the hospice. To be responsible for collating all relevant information in relation to patient referrals, episodes of care and follow up
plans. To communicate with and develop good working relationships with other outsides agencies, accessing and providing accurate information as required. For example local GP surgeries, funeral directors, voluntary organisations. To assist in the timely provision of appropriate paperwork for Payroll such as mileage and time forms To take notes in meetings as required, working groups etc. To meet and greet patients and carers as required. To have compassion and sensitivity when communicating with distressed relatives both personally and by telephone. Prioritise the work schedule and have the ability to work confidently on your own and as part of a team. To be responsible for maintaining records and processes for all Bereavement Service volunteers. To work closely with the Volunteers who are working in the area, providing support and information as required Having Shared the Lead System One role of RA Agent: Completed the mandatary Training to enable the authorisation of documentation for
new Starters on SystmOne; to reset and unlock passwords; deal with documentation for lost cards; add new users onto NHS Portal; set up NHS emails for new staff and process Leavers. To review processes, manage, and complete ad hoc projects within the PFS Team across the wider Hospice i.e. Next of Kin project, Bereavement pack updates, St Clare Hospice journey. To ensure we participate in external surveys and provide information when required, e.g. National FAMCARE survey To update the Memory Book and ensure the details are correct before inserting in the Memory Book in the Sanctuary To provide cover for Reception on an ad hoc basis To hold the Host for PFSS Zoom meetings and share responsibility for holding zoom bereavement cafes, team meetings, volunteer supervision & pastoral care meetings. Coordinate volunteers for cafes, helpline. Listening ears and bereavement support. To field all enquiries, assist in IT set up and ongoing issues To update SystmOne with client
notes for all those Team members working from home. To collate feedback, figures and statistics for PFSS Services for Management meetings To use systmOne to run clinical reports