Description:
Clinical Administration Officer
Position Description
Descriptions/Administration/April 25 - Clinical Admin Officer.docx
General Information
Peninsula Home Hospice is an accredited, not for profit community palliative care organisation
providing specialist health care and practical support to people living at home with a life-limiting
illness and their families and friends. PHH supports people who live within the Mornington Peninsula
Shire, City of Frankston and City of Kingston (south of Mordialloc Creek)
Statement of Purpose
Peninsula Home Hospice provides home based specialist palliative care that optimises quality of life
and honours the hope for comfort, choice, dignity and peace.
Core Values
We value: Integrity, Collaboration, Respect, Innovation and Empowerment
Position Specification
Reports To Administration Manager
Award Health Professionals & Support Services Award 2020
Classification Support Services Level 5
Hours As per Contract
Role Reflection Initially during the probation period at three months, and six months, then
annually
A condition of employment with Peninsula Home Hospice is that all staff have a satisfactory Police
check.
Key Selection Criteria
Mandatory Well developed interpersonal and telephone communication skills
Ability to take a calm and compassionate approach to clients and refer
appropriately to clinical staff as required
Knowledge or training in medical terminology
Advanced knowledge in MS Office Professional programs
Attention to detail to ensure that client records are accurate and updated as
necessary
Excellent time management with ability to work independently with minimal
supervision
Client records management skills
Ability to maintain confidentiality at all times
Ability to work as a member of a team
Desirable Experience of working in a multidisciplinary team
General administrative skills
Position Objective
Clinical Administration Officer Position Description
Client services are responsive and well-coordinated through accurate and accessible client
record keeping.
Information is communicated appropriately using well developed systems
Key Responsibilities
1. Client Services Reception
2. Client Records
3. Support Clinical Services
4. Administrative Duties
5. OH&S Support
Key Responsibility 1 Client Services Reception Responsibilities
KPI:
Communication
maximises
engagement with
others
Messages are
received promptly
Greets all visitors, ensures they are registered and safe
Maintain efficient communication systems including telephone, post and
electronic mail for client services
Assists with client programs co-ordination, mailouts and RSVP’s (including
catering/venue and transport) internal and external locations
Key Responsibility 2 Client Records
KPI:
Client records are up
to date and accurate
Documented process
maps are maintained
Maintain efficient system that ensures flow of client information
Identify information gaps in the client records and communicate this to the
appropriate clinical staff
Ensures medical records are accessible as required including providing IT
support with client database
Ensure client records are complete and an electronic record of all relevant
documents are maintained
In collaboration with Quality and Risk Systems Officer generates clinical
reports as required
Prepare accurate and timely reports
Key Responsibility 3 Support to Clinical Services
KPI:
Meeting information
is provided in a
timely way
Secure emails sent
promptly
Preparation and support for meetings and events as required including
booking room, agendas, setup and minutes
Co-ordinate GP involvement in MDT.
Communicates with other service providers as appropriate
Assist with client funding processing and maintains client funding registers
Communicate with clinical staff to evaluate effective flow of client
information
Provides administrative support to clinical programs
Clinical Administration Officer Position Description
Key Responsibility 4
Administrative Duties
KPI:
Supply of Client
information packs
are available at all
times
Provides administrative and secretarial support to the Administration
Manager and Clinical team as required
Provide cover for annual/personal leave in administrative areas
Prepare client packs
Responds promptly and appropriately to emails
Key Responsibility 5 OH&S support
KPI:
Ensure safety of staff and visitors and support evacuation in the event of a
fire following Fire Prevention and Evacuation Policy and Process Map
In collaboration with the Administration Manager , monitors the staff safety
system
All staff are expected to:
Demonstrate an understanding of Peninsula Home Hospice Policies and Procedures,
including those relating to quality management
Participate in PHH Quality Improvement Activities including accreditation
Maintain a professional appearance as required by Peninsula Home Hospice Policy
Ensure familiarity and compliance with Occupational Health and Safety requirements and
regulations
Undertake other projects and duties as directed by your Line Manager or the Chief Executive
Officer