About this role
Job summary
Supporting the family care team with their administration needs. This includes supporting families with discharge, bereavement support and ensuring accurate records are maintained.
Main duties of the job
Bereavement Administration & Support
Manage bereavement queries: Respond to and log incoming communication from service users via phone, email, and post in a sensitive and timely manner.
Oversee bereavement referrals: Receive, accurately record, and triage incoming service referrals received in person, via phone, or electronically.
Deliver client communication: Generate and send letters and emails
Facilitate service events: Support bereavement events, group sessions, and community activities.
Support client signposting: Speak directly with bereaved individuals to gently signpost alternative external resources if internal services are unavailable or inappropriate.
General Admin
Admin cover: covering meetings / note taking
Patient Discharge & Onward Planning
Execute discharge administration: Process patient discharges efficiently by managing phone calls, generating onward notification letters, and updating records.
Coordinate onward planning: Ensure seamless care transitions by updating multi-agency information and routing necessary documentation to external providers.
Systems, Records & Compliance
Utilise SystmOne. Maintain up-to-date, highly accurate, and compliant records on SystmOne for all service users.
Enforce GDPR compliance: Strictly adhere to GDPR laws, data protection regulations, and professional boundaries regarding sensitive client and patient data.
About us
Wakefield Hospice is a local charity providing specialist palliative and end-of-life care for people across the Wakefield district living with life-limiting illnesses. For over 30 years, the Hospice has delivered expert clinical care, emotional support, and bereavement services to patients and their families, helping people achieve the best possible quality of life when they need it most.
Job description
Job responsibilities
Job Description
Job Title -Bereavement Administrator
Contract type -Permanent
Salary: Senior Op Support - starting £12.94ph
Hours - 15 hrs per week
Department -Day Therapy Bereavement
Reports to -Bereavement Counsellor
MINIMUM SKILLS
Administration skills
IT skills including Excel/PowerPoint/Teams
Emotional resilience
SystmOne experience advantageous
Team worker
Experience of working in a Healthcare Setting
INTRODUCTORY NOTES
- 1. This document is a guideline to the general scope of duties involved and may be subject to review.
- 2. In addition to amendments requested by the hospice, suggested changes to the content of this document which could improve the job description would be welcome from the post holder.
- 3. The post holder will have a duty to be aware of and adhere to all the rules and regulations of professional governing bodies and any particular Acts of Parliament or other statutory requirements, which may change from time to time.
- 4. The post holder may have access to information which is strictly confidential. It is a condition of employment that under no circumstances will such information be discussed or shared with unauthorised person or persons.
JOB SUMMARY
Administrative duties including taking and returning bereavement queries/writing to service users by letter and email, reports. notes, maintaining accurate documentation and adhering to GDPR.
To maintain accurate records, input on to database and contribute to department audits
Input data onto SystmOne
Supporting Clients at Bereavement Events as appropriate
GENERAL DUTIES
To receive, record and disseminate bereavement referrals over the phone, via email or in person.
Reports for committees and the bereavement team
Accurate reports for use of service and feedback
Support with admin for students and volunteers
Note taking for meetings
Speak with bereaved individuals and signpost where our services are not available or appropriate
To support recruitment of volunteers
To support volunteers rotas
To maintain confidentiality and professional boundaries
To undertake a range of administrative duties to support the team including diary management
To contribute creatively to the Hospice Website - Newsletters etc.
Arrange training, including room bookings and invites
Group admin support
To support Bereavement Education
Support the reception team with calls
Ensure efficient administration processes
Support managing bereavement activities
PERSON SPECIFICATION
E - Essential - D - Desirable
CRITERIA
STANDARD
E-D
MEASURED BY
Skills and knowledge
Experience of working in a Healthcare - Social setting
E
Application form - interview
Administration skills
E
Experience of caseload-workload management
E
Application form - interview
Ability to use own initiative and work alone
E
Application form - interview
Listening skills
E
IT literate
E
Application form / interview
Personal Attributes
Self-motivated and ability to motivate others
E
Application form - interview
A flexible attitude and approach
E
Application form - interview
Ability to work effectively as a team member
E
Application form - interview
Qualifications - Training
Certificate in counselling-listening skills-Communication skills
D
Application form - interview
Person Specification
Experience
Desirable
- Working in a healthcare environment
Qualifications
Desirable
- Certificate in Counselling, Listening Skills, Communication Skills - Desirable
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details
Employer name
Wakefield Hospice
Address
Wakefield Hospice
Aberford Road
Wakefield
West Yorkshire
WF1 4TS
United Kingdom
Employer's website
https://www.wakefieldhospice.org/ (Opens in a new tab)