Family Support Team Administrator #1168
Job summary
Were recruiting for a Family Support Administrator for our Childrens Services. We are looking for a highly organised Administrator with excellent attention to detail, strong diary management skills, and the ability to work effectively as part of a busy team. This is a fixed-term role for 12 months. The successful candidate will support Dougie Mac Childrens Services by helping the Family Support Team process new referrals, arrange review meetings, and coordinate bookings for family fun days. The role will play an important part in supporting planned organisational changes over the next 12 months, including embedding a new service model and moving to a new electronic patient records system. This is an opportunity to make a meaningful contribution to a compassionate service supporting children, young people, and their families.
Main duties of the job
Dougie Mac provides nurse-led, family-centred care for children with life-shortening or medically complex conditions. The Family Support Administrator supports the Family Support Team by coordinating referrals and providing efficient administrative support for children and families. As the Family Support Administrator, you will work with the Family Liaison Nurses and Family Support Workers and have strong links with the Childrens Care Team. This role will include speaking with families and carers as well as professionals. The postholder will help manage the referral process, including referral panel coordination, and work with administrative colleagues to support delivery of a high-quality service.
About us
Dougie Mac provides compassionate care and support for adults, young adults, and children with life-limiting conditions across Stoke-on-Trent and North Staffordshire. As a values-driven organisation, we strive to deliver high-quality, person-led, and inclusive care across our inpatient, community, and supportive care services. Following our merger with Approach Dementia Support and expansion into children and young adult services, Dougie Mac now supports more people than ever before across all age groups and diagnoses. Our team is made up of dedicated, skilled professionals who are committed to delivering responsive and meaningful care in line with our hospice values. We offer a collaborative working environment with access to professional development, reflective practice, and staff wellbeing support. Dougie Mac is proud to be a financially independent local charity, offering a competitive salary and benefits package including generous annual leave, contributory pension scheme, funded study opportunities, hospice-paid healthcare cash plan, and free on-site parking.
Job description
Job responsibilities
As the Family Support Administrator, you will work closely with the Family Liaison Nurses and Family Support Workers, with strong links to the Childrens Care Team. This role will include speaking with families, carers and professionals, so we are looking for someone who is confident communicating sensitively, able to manage competing priorities, and comfortable working with confidential information. You will: Be the first point of contact for families and professionals. Coordinate referrals, visits and multi-disciplinary meetings. Organise referral panel meetings and process referral documentation. Support caseload reviews with Family Liaison Nurses. Provide administrative support, including agendas, reports and minutes. Produce correspondence, reports and presentations using Microsoft Office. Handle enquiries, messages and telephone calls efficiently. Maintain electronic patient records and carry out general administration. Process stationery orders and support office operations.
Person Specification
Qualifications
- Minimum of 3 GCSEs, or equivalent, including English and Maths.
- Relevant administration qualification or training.
- Experience of using SystmOne or another health-related database.
- Intermediate keyboard skills.
Experience
- Experience in an administrative role, or able to demonstrate the skills and knowledge required for the post.
- Experience of working with the public, including handling telephone enquiries professionally and sensitively.
- Experience of diary management, meeting coordination and taking accurate minutes.
- Experience of handling confidential information appropriately.
- Experience in a health or social care setting.
Additional Criteria
- Confident IT skills, including Microsoft Office applications such as Word, Excel, Outlook and PowerPoint.
- Good understanding of confidentiality, data protection and the importance of accurate record keeping.
- Able to manage competing priorities and work effectively in a busy team environment.
- Able to work independently, use initiative and seek guidance when appropriate.
- Clear written and verbal communication skills, with strong attention to detail.
- Ability to communicate sensitively with families, carers and professionals.
- Excellent face-to-face and telephone manner, with the ability to build positive working relationships with families, professionals and colleagues.
- Able to solve problems and make decisions within delegated responsibility.
- Compassionate, reliable and aligned with Dougie Macs CARE values.
- To be able to meet the requirements of the post.
- Present a professional appearance appropriate to the role.
- Able to produce spreadsheets, presentations and simple reports.
- Able to maintain and improve office systems and procedures.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details
Employer name
Douglas Macmillan Hospice
Address
Douglas Macmillan Hospice, Children & Young Adult Services
1 Grace Road
Trentham
Staffordshire
ST4 8FN
United Kingdom
Employer's website
https://www.dmhospice.org.uk/