Detailed job description and main responsibilities

1. Assist as required to put planned visits onto SystmOne and end visits on SystmOne as required. 
2. Daily monitoring of Fair Havens Care Teams shared email accounts and actioning emails to manage referrals etc.   
3. Complete CQC death notifications. 
4. Provide secretarial/administrative support as required to the Fair Havens Care Teams.  
5. Collate compliments received.  
6. Support the Fair Havens Care Teams with rota management and maintenance and maintaining changes on the electronic rota including sickness, shift changes, 1-1/appraisal planning etc.  
7. Support the Fair Havens Matrons with export of monthly timesheets and excess hours forms to payroll
8. To oversee mileage claims by collating and checking forms or by use of electronic system as developed.  
9. To collect fuel receipts for sending to finance monthly.
10. Assist Fair Havens Care Teams with the preparation of education programmes as required. 
11. Provide secretarial support for Fair Havens care teams meetings including planned dates, room bookings, invites, agendas, action points from meetings and taking and distributing of minutes to Fair Havens Care Teams and maintaining electronic records.  
12. Responsible for ordering new staff uniforms. 
13. Preparing induction paperwork for new staff, collating staff details, next of kin details, car insurance for business use and contacts. 
14. Responsible for the completion of invoices/purchase orders on the Sage system as appropriate. 
15. General office duties including scanning, photocopying etc. 
16. Ensure any patient paper records are scanned onto SystmOne in a timely manner to ensure consistent record keeping.  
17. To foster a ‘can do’ culture by actively seeking solutions to problems. 
18. To foster a good working relationship with all Trustees, Executive and department staff with whom the job interacts. 
19. To attend staff meetings as required.  
20. To identify own on-going educational needs and discuss with the Adult Services Matron[s] to achieve those development needs. 
21. To be prepared to develop skills and competencies that are required to meet the demands of the role as it evolves over time. 
22. To always conduct yourself in a professional manner. 
23. To carry out all aspects of your role positively and with enthusiasm.  
24. Participate in appropriate internal and external educational programmes to ensure continued professional development and accurate and up to date knowledge. 
25. To act in a manner that safeguards the interests of beneficiaries and upholds public trust and confidence in the hospice.