Page1 Job Title: Clinical Coordinator and Data Management Administrator Job Holder: New Position, 2014 PART 1: JOB PROFILE 1. Main Purpose of Job This post is responsible for providing administration management support for the coordination of the clinical patient diary system for the care teams and managing and collating patient data information to develop and produce clinical activity reports to ensure a high quality, efficient, child and family centred service in line with the vision, mission and values of Claire House. 2. Position of the role in Claire House The post holder reports to the Director of Clinical services The post holder will work collaboratively with the Clinical Referral Administrator, Care Manager, and Hospice to Home Manager, Clinical Team Leaders, Hospice Administration team and the Information Systems Manager. 3. Scope of the Job To take the lead role in coordinating the clinical diary for planned and unplanned in house short breaks, community and day care working in close liaison with families, care team and external professionals To manage and collate clinical data information for reports as required for the Clinical Leadership and Senior Management Teams. 4. Dimensions and Limits of Authority The post holder will have delegated responsibility for the day to day operational management and coordination of the clinical diary in collaboration with the senior clinical team and managing and collating patient data information, reporting directly to the Director of Clinical Services. 5. Qualification and Skills Level A Level or equivalent qualification/experience in a numerate or equivalent relevant subject, e.g. business administration Significant experience of working with data and datasets Significant experience of providing administration support in a busy office environment Proven communication skills both verbal and written Excellent keyboard skills and extensive IT knowledge
Page2 PART 2: DUTIES AND KEY RESPONSIBILITIES 1. Clinical Diary Management Administrating the short break request process in collaboration with the clinical and administration teams Key contact for families / carers to coordinate/ manage allocated planned short breaks Liaison with external professionals to coordinate planned and emergency short breaks Updating and reconciling the electronic and hard copy diary for planned and emergency short break admissions Updating the electronic diary to reflect peak times, cancellations and status of care Liaising with and updating information from care team, families and professionals for short break allocations and dates of short breaks Production of weekly arrival and departure schedules for in-house care services Updating the electronic patient database with all relevant family and professional contact details Ensure all clinical information management complies with the data protection act 2. Data and Database Management and Administration Support the clinical teams to develop and integrate all aspects of electronic record keeping and clinical data administration Developing and maintaining data input and management systems to efficiently facilitate information collation e.g. activity reports, updating children and young people dependency lists Creating and producing regular activity and clinical data information from the clinical database in accordance with schedules and deadlines to facilitate reports for the clinical and senior management teams Liaison with external stakeholders to provide quarterly monitoring reports Liaising with the Information Systems Manager to enhance and develop the clinical database To maintain up-to-date knowledge of systems and processes in use To maintain supporting documentation that will enhance understanding of the systems To create and facilitate training and support for staff and volunteers on the clinical database systems and processes 3. Additional Clinical Administration Provide administrative cover for Clinical referral administrator Update children s dependency information Preparation of clinical records and coordination of archiving of clinical records Filing and archiving of all children and young people information Type up and file appropriately, clinical information from the clinical teams Additional administrative support as required for the clinical teams 4. General Claire House Requirements Adhere to and comply with organisational policies, procedures and guidelines at all times Implement risk management strategies (including reporting, registering risk and learning), taking all reasonable steps to manage and promote a safe and healthy working environment which is free from discrimination Implement Health and Safety regulations through risk assessment. Maintain a constant awareness of health, welfare and safety issues affecting colleagues, service users, volunteers, visitors and themselves, reporting any accidents or faults in line with organisational policy. Participate fully in health and safety training Comply with the organisational policy on confidentiality and the Data Protection Act 1998 relating to information held manually or on computerised systems Respect the confidentiality and privacy of children, young adults, volunteers and staff at all times
Page3 Participate in personal training, development and appraisal, and attend all relevant training courses as required Take part in organisational research Embrace the positive volunteer culture which Claire House strives to create. The post holder must act at all times in a professional and responsible manner and have due regard to confidentiality and Health & Safety legislation. This is an outline job description and should not be regarded as an inflexible specification. Responsibilities will be reviewed periodically in line with service priorities and duties may change or new duties be introduced after consultation with the post holder. As a term of your employment you may be required to undertake such other duties, such as link roles, and/or hours of work as may reasonably be required, commensurate with your general level of responsibility with the organisation, at your initial place of work or at any other of the Claire House establishments. Our working premises are no smoking areas.
Page4 PERSON SPECIFICATION Criteria Essential Desirable Qualifications & Special Training & Education Excellent levels of literacy and numeracy GSCE A-C English and Math Experience of working with Word, Excel, Access or other databases A Level or equivalent qualification in numerate or relevant subject, e.g. business administration/ medical records administration Experience Significant experience of working in a busy office environment Experience of dealing with the general public on the telephone or in a face to face setting Significant experience of information and data management working with data and datasets to record and produce information reports Experience of training others either on the job or in a more formal setting Experience of working in a healthcare setting Knowledge/experience of working for a charity Skills & Knowledge Aptitudes & Attributes Personal Qualities Experience of process and system development and administration Evidence of problem solving and negotiation skills. Analytical techniques and interpretation of data Intermediate MS-Office skills, especially in MS Excel able to use and construct spread sheets that include validation, transformation, conditional formulas and knowledge of VLOOKUP and PIVOT tables. Able to run and build database queries Able to demonstrate high levels of customer service Proven good communication skills both verbal and written Excellent keyboard skills Understanding of data protection principles Able to work independently and collaboratively across departments Ability to manage time efficiently with conflicting pressures and prioritise deadlines Ability to work on own initiative Positive attitude Enthusiastic and motivated Supportive of colleagues Ability to motivate self and others Professional manner Approachable, fair and consistent Honest and trustworthy. Intermediate knowledge of MS- Access (able to enhance and maintain Access databases). Procedure writing skills. Relate well with children, families and other healthcare professionals
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