Clinical Administration Officer

**_Clinical Administration Officer _**

**_Position Description_***

Descriptions/Admin/Finalised Admin PD/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 **Clinical Services Manager via Clinical Administration Leader

**Portfolio**

**Award **Aligns with Health Professionals & Support Services Award 2020

**Classification **Administrative/Clerical Services 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 mínimal

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

**_Clinical Administration Officer Position Description_**

**_Position Objective _**:

- 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

**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 _
- 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 Clinical Services

Manager and Senior Clinical Administration officer as required
- Prepare client packs

**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 Clinical Services 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
- Participat