Clinical Administration Officer

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
MandatoryWell 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

DesirableExperience 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

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

Key Responsibility 5OH&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