Clinical Administrator

Job responsibilities

JOB PURPOSE

City Hospice is a compassionate charity, dedicated to empowering individuals during their end of life journey, and supporting their families through their bereavement by providing knowledgeable and responsible care. We believe every person matters, we strive to enhance quality of life and offer exceptional support for both the patient and their family.

The Clinical Administrator plays a vital role in ensuring the smooth delivery of clinical services by providing accurate, timely, and compassionate administrative support to clinical teams.

KEY RESPONSIBILITIES

Administrative Duties:

Process and manage incoming referrals for patients and counselling services.

Provide direct administrative support to Professional Clinicians

Accurately input, update, and manage patient data on internal databases.

Inputting statistical information onto Excel spreadsheet .

Maintain and update patient records in line with GDPR and confidentiality standards.

Manage filing, scanning, and document control processes.

Order and monitor clinical supplies and equipment, reporting any issues or defects

Support the planning and organising of clinics

Participate in regular supervision and mandatory training.

Ability to adapt and provide coverage for team absences and administrative tasks to ensure consistent service delivery.

Data and Reporting:

Provide statistical input and reporting support for the Clinical Data Analyst.

Collate and present clinic data as required for audits and performance reviews.

Clinic and Team Support :

Coordinate clinic schedules and support the Day Hospice and Wellbeing Team with related admin.

Assist new staff with induction and demonstrate key administrative procedures.

Communication and Confidentiality :

Communicate clearly, respectfully, and empathetically with patients, families, and professionals.

Maintain strict confidentiality and handle sensitive information with discretion.

Comply with procedures relating to incident reporting.

Keep up to date with Hospice information relating to events/team meetings and adhere to City Hospice Policies and Procedures

Discuss complex issues with Line Manager.

Support policy development and implementation within the department.

DBS CHECK

In this role you will have direct / indirect contact with patients / service users / children / vulnerable adults in the course of your normal duties. You will therefore be required to apply for a Disclosure Barring Service (DBS) Disclosure Check as part of City Hospice pre-employment check procedure.

SKILLS

Essential

• Accurate data entry and attention to detail
• Understanding of data protection and GDPR
• Able to prioritise workload and meet deadlines
• Excellent written and verbal communication

Desirable

• Familiarity with patient record systems
• Understanding of end-of-life care services
• Ability to speak Welsh

Personal Attributes

Essential

• Compassionate, patient focused, and professional at all times
• Calm, reliable, and resilient under pressure
• Team player with a collaborative approach
• Committed to continuous improvement and equality, diversity, and inclusion
• Ability to manage workload unsupervised and prioritise work day to day.
• Positive can do attitude Self motivated and enthusiastic

Desirable

• Willingness to learn and adapt in a dynamic, charity-based environment

Experience

Essential

• Minimum of 2 years experience in an administrative role, ideally within a clinical, healthcare, or medical environment.
• Demonstrated experience in handling sensitive and confidential information.
• Proficiency in Microsoft Office Suite (especially Word, Excel, and Outlook) for data input, reporting, and communication.
• Experience in scheduling appointments, managing diaries, and supporting clinical teams with day-to-day coordination.
• Experience maintaining or updating electronic patient records or similar databases

Desirable

• Previous experience working in a palliative care, hospice, or charity-based healthcare setting.
• Experience using clinical data systems (such as EMIS, SystmOne, or similar).
• Experience in coordinating clinic activity, including communicating with patients, families, and clinical professionals.
• Exposure to auditing, reporting, or providing administrative support for quality assurance.
• Familiarity with referral pathways and liaising with multidisciplinary clinical teams.

Qualifications

Essential

• GCSEs (or equivalent) including English and Maths
• Evidence of further admin training

Desirable

• NVQ Level 2 or 3 in Business Admin or Health Admin

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.

UK Registration

Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).