About this role
Job summary
Are you highly organised, detail oriented, and passionate about making a difference in healthcare?
Eden Valley Hospice and Jigsaw provide exceptional, compassionate care to local people with life-limiting conditions and to children and families across Cumbria. We are now seeking a dedicated and organised Ward Clerk Administrator to join our team.
You'll be part of a supportive and compassionate team where your role directly contributes to improving the lives of patients and families. You'll work in a purpose-driven environment with opportunities for training, development and meaningful daily impact.
Main duties of the job
This is a vital administrative role at the heart of our hospice, ensuring accurate patient records, smooth coordination of clinical processes, and high quality data that helps us continually improve the care we provide.
Were looking for someone who is highly organised, compassionate, with the ability to remain calm and professional in a busy clinical setting. You will bring previous experience in a customer facing role and a commitment to delivering exceptional service. Previous experience in a healthcare environment is not required, as training and support will be provided.
About us
Eden Valley Hospice and Jigsaw provide exceptional, compassionate care to local people with life-limiting conditions and to children and families across Cumbria.
At Eden Valley Hospice and Jigsaw, our work is guided by a commitment to being caring, inclusive, respectful, and innovative. We are looking for someone who shares these values and is motivated to make a difference every day.
At Eden Valley Hospice and Jigsaw, you will be part of a supportive and compassionate team where your role directly contributes to improving the lives of patients and families. You'll work in a purpose-driven environment with opportunities for training, development and meaningful daily impact.
We also offer:
Free, confidential access to our Employee Assistant Programme
Life insurance for all staff working regular hours
Free on-site parking
Discounted local gym membership
Access to discount schemes for high street retailers and more
Interviews will take place on Thursday 25th June.
Job description Job responsibilities
Overall Aims
To provide a high standard of administrative and ward clerk support to Eden Valley Hospice and Jigsaw, ensuring accurate patient records, efficient clinical administration, and robust data to inform decision-making and improve service quality
Key Responsibilities
Clinical & Administrative Support
Responsible for providing secretarial and administrative support to both clinical and non-clinical areas of the Hospice with primary base being the Adult Inpatient Unit.
Act as first point of contact for visitors, relatives, carers, and professionals both face-to-face and via telephone.
Confidently answering the telephone, fielding calls and taking/passing on messages when required
Assisting with informing appropriate professionals following a patients death/discharge
Requesting confidential records and ensuring these are transferred and stored securely, including safe disposal in accordance with current legislation
Accountable for the preparation and development of necessary documentation for clinical areas
Maintenance of up-to-date ways of working for AIPU and relevant administration processes
Responsible for ensuring filing systems are organised and maintained
Returning NHS medical records using iFit system
Update NHS IT and secure logins for both new starters and leavers
Delivering systems (EMIS) support and training to clinical staff as required
Support with internal and external room bookings.
Provide cover for the main reception and other clinical areas when required.
Provide administration support for relevant clinical meetings including sending out meeting invitations, documentation such as agendas and minute taking when required.
Providing holiday cover for Ward Clerks and to work flexibly during these times to ensure cover is available Monday Friday.
Willingness to participate in training as required to keep up to date with current technology, legislation, best practice and new process and procedures.
To undertake any other appropriate duties as requested and within your capability as dictated by the needs of the organisation.
Data & Reporting
Shared responsibility for maintaining a computerised system (EMIS Web) to record patient information for Adult and Children's services, including support system administration duties.
Support with management of EMIS system inclusive of: designing and maintaining of coded templates, production of high-quality data aligned to Hospice Key Performance indicators.
Support with general data quality reporting.
Support with monthly and quarterly reporting on EMIS.
Use of Microsoft programs to present data and maintenance of relevant spreadsheets containing clinical data.
Support with any other data requests from relevant managers.
Compliance & Governance
Ensure adherence to GDPR and Data Protection Act 2018 to ensure effective information governance and safeguarding..
Maintain confidentiality and information governance standards.
Person Specification
Experience Essential
Experience of working in a customer facing role
Desirable
Experience of working in the healthcare environment Experience of Data production and analytics Clinical administration Experience of using EMIS (Electronic Patient Record System) Experience of minute taking Familiar with the Data Protection Act 2018 requirements and other relevant legislation
Skills and Abilities Essential
Proven strong organisational skills Ability to manage time and maintain priorities Ability to multi-task and use initiative Excellent communication skills both verbal and written Excellent numerical skills Excellent typing skills Ability to work calmly and methodically under pressure Confident in the use of Microsoft Office software
Qualifications Essential
GCSE qualifications or equivalent, including Maths and English (Grade C or above) or evidence of demonstrable experience
Desirable
Business and Administration or Data focused Qualification or equivalent experience
Personal Qualities Essential
Demonstrate full consideration to the working environment, with the ability to work with sensitive information and work in areas where emotional situations may arise Strong sense of responsibility and accountability Ability to work well in a team Willingness to participate in training as required to keep up to date with current technology, legislation, best practice and new process and procedures
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 Eden Valley Hospice and Jigsaw Children's Hospice
Address Eden Valley Hospice
Durdar Road
Carlisle
CA2 4SD
United Kingdom
Employer's website https://www.edenvalleyhospice.org/ (Opens in a new tab)