Job summary
21 hours per week
An exciting opportunity has arisen for a highly organised and proactive Clinical Services Administrator to join and support our clinical teams.
As a Clinical Services Administrator, you will play a pivotal role in delivering a comprehensive administrative service. You will be the key point of contact for managing communication, scheduling, documentation, and supporting clinical governance processes. This is a dynamic and varied role ideal for someone who thrives in a fast-paced, multi-disciplinary environment.
Main duties of the job
- Provide high-level administrative support to the Clinical teams, assisting with data collection, audit reporting, and general communications.
- Supporting Lead Nurses with administrative tasks such as monthly rota creation, 1:1 scheduling, and ambulance bookings and patient satisfaction surveys.
- Assisting with the admission and discharge of patients, including liaising with families and funeral directors.
- Acting as a first point of contact by answering telephones and managing enquiries when nursing staff are unavailable.
- Receive and process referrals through SystmOne, NHS email, and fax.
- Provide administrative support to Clinical Governance and Clinical Effectiveness meetings, collating key reports and documentation.
What youll need:
- Have proven experience in an administrative role, ideally within a healthcare setting.
- Exceptional organisational and communication skills.
- Strong attention to detail with the ability to manage multiple priorities.
- Confident using clinical systems such as SystmOne (or willingness to train to Super-user level).
- Skilled in minute taking and managing confidential information.
- Proficient in Microsoft Office and general IT systems.
About us
Set in the tranquil grounds of Willen Lake, Willen Hospice is the leading provider of specialist palliative care in the Milton Keynes area. We offer round-the-clock, expert care to local patients with a life-limiting illness, both in their own homes and in our In-Patient Unit. Our passionate staff and volunteers make sure our care is personalised to each patients needs and supports their loved ones too. We have a thriving Therapeutic & Wellbeing service providing counselling, physiotherapy, activity groups and more, and a specialist Lymphoedema service. As a registered charity, we raise vital funds through our dedicated Business Development team and our growing portfolio of high street and online shops, to ensure our care stays free of charge.
Why join us
- A role with purpose be part of a team delivering outstanding palliative care.
- Supportive and caring environment work with passionate colleagues.
- Great benefits package including 35 days' holiday, contributory pension scheme, enhanced maternity/sick pay, and ongoing professional development.
- Perks and extras free on-site parking, subsidised catering, Blue Light Card discounts (with membership), and an Employee Assistance Programme.
Apply today and be part of a dedicated and supportive clinical team making a meaningful difference in patient care.
Job description
Job responsibilities
- Provide general administrative, clerical and secretarial support by working closely with the nursing teams, medical team and outside agencies to provide an effective and efficient service.
- To support any administration tasks for the Lead Nurses to include completing the monthly rota, booking 1:1s, facilitating provision of meetings, including minute taking for monthly team meetings, booking ambulances for patients admission to the In-Patient Unit. Ensure patient satisfaction surveys are sent out to service users and collect responses.
- To support the clinical staff in the absence of the Nurse in Charge, in receiving and welcoming new patients and their relatives onto the ward, checking particulars on their records and ensuring notes and necessary paperwork is collated and in order; ensuring identity bracelets are available for nursing staff.
- Answer the telephone in the absence of the nursing team, responding to all straightforward and complex questions and requests from internal users and external agencies, providing non-clinical information, advice and guidance as appropriate. Assess when to personally action the request or refer it to a more senior member of staff, ensuring the caller is informed of the action to be taken.
- Working closely with the other Clinical Administrators, and liaising with the Multi-Disciplinary Team, co-ordinate weekly formal and informal meetings, making necessary arrangements and ensuring all documentation, including spreadsheets, agenda and minutes are maintained and distributed in an accurate and timely fashion. Attend meetings and produce minutes for the weekly MDT, IPU MDT and IPU team meetings.
- After death, liaise with family members, CQC and funeral directors as required.
- To minute the following additional meetings: Infection Control, Falls group and service user group.
- Undertake ad-hoc admin tasks such as forwarding CHC applications, medication requests etc.
- To provide cover for other clinical administrators as required.
- Receive referrals via SystmOne/fax/NHS email and action accordingly.
- To service the Clinical Governance meetings and Clinical Effectiveness, including the collation of device alerts, and incident and accident reports.
- Be a Super-user for SystmOne, including accurate maintenance, overseeing staff access, password management and co-ordinating on-going development. Provision of SystmOne training for clinical staff as required. Support with management of Willen at Home caseloads, lead on SystmOne ongoing development.
- To co-ordinate and publish the manager on-call rota.
- Provide cover for Reception when required.
Job description
Job responsibilities
- Provide general administrative, clerical and secretarial support by working closely with the nursing teams, medical team and outside agencies to provide an effective and efficient service.
- To support any administration tasks for the Lead Nurses to include completing the monthly rota, booking 1:1s, facilitating provision of meetings, including minute taking for monthly team meetings, booking ambulances for patients admission to the In-Patient Unit. Ensure patient satisfaction surveys are sent out to service users and collect responses.
- To support the clinical staff in the absence of the Nurse in Charge, in receiving and welcoming new patients and their relatives onto the ward, checking particulars on their records and ensuring notes and necessary paperwork is collated and in order; ensuring identity bracelets are available for nursing staff.
- Answer the telephone in the absence of the nursing team, responding to all straightforward and complex questions and requests from internal users and external agencies, providing non-clinical information, advice and guidance as appropriate. Assess when to personally action the request or refer it to a more senior member of staff, ensuring the caller is informed of the action to be taken.
- Working closely with the other Clinical Administrators, and liaising with the Multi-Disciplinary Team, co-ordinate weekly formal and informal meetings, making necessary arrangements and ensuring all documentation, including spreadsheets, agenda and minutes are maintained and distributed in an accurate and timely fashion. Attend meetings and produce minutes for the weekly MDT, IPU MDT and IPU team meetings.
- After death, liaise with family members, CQC and funeral directors as required.
- To minute the following additional meetings: Infection Control, Falls group and service user group.
- Undertake ad-hoc admin tasks such as forwarding CHC applications, medication requests etc.
- To provide cover for other clinical administrators as required.
- Receive referrals via SystmOne/fax/NHS email and action accordingly.
- To service the Clinical Governance meetings and Clinical Effectiveness, including the collation of device alerts, and incident and accident reports.
- Be a Super-user for SystmOne, including accurate maintenance, overseeing staff access, password management and co-ordinating on-going development. Provision of SystmOne training for clinical staff as required. Support with management of Willen at Home caseloads, lead on SystmOne ongoing development.
- To co-ordinate and publish the manager on-call rota.
- Provide cover for Reception when required.
Person Specification
Experience
Essential
- Have proven experience in an administrative role, ideally within a healthcare setting.
- Confident using clinical systems such as SystmOne (or willingness to train to Super-user level).
- Skilled in minute taking and managing confidential information.
- Proficient in Microsoft Office and general IT systems.
Qualifications
Essential
Desirable
Person Specification
Experience
Essential
- Have proven experience in an administrative role, ideally within a healthcare setting.
- Confident using clinical systems such as SystmOne (or willingness to train to Super-user level).
- Skilled in minute taking and managing confidential information.
- Proficient in Microsoft Office and general IT systems.
Qualifications
Essential
Desirable
