Clinical Administration Assistant

NHS Jobs; Wales; On-site; GBP 18,000 - 22,000; Full time

Job summary

Hospice of the Valleys is seeking an Administrative Assistant to provide efficient, accurate administrative support to the Clinical Administration Team. You will be the first point of contact for patients, families and staff, handling referrals, appointments and routine documentation with warmth and professionalism.

You will input and update clinical and administrative records, support diary and meeting administration, assist with rotas and stock, and help maintain governance and confidentiality

Responsibilities

• Patient administration and reception: greet patients, process referrals and appointments per SOP.
• Data and information support: input and maintain clinical and administrative data in systems.
• Systems and digital support: assist with routine data entry and migration tasks.
• Diary, meetings and correspondence: manage meetings, minutes and routine letters.
• Office and resource support: handle filing, photocopying, ordering stock.
• Governance and compliance support: assist with audits and GDPR/compliance tasks.

Job description

JOB PURPOSE

To provide efficient, accurate and courteous administrative support to the Clinical Administration Team, working under the day-to-day supervision and direction of the Clinical Administration and Data Lead, in order to support the delivery of high-quality, patient-centred administrative services across Hospice of the Valleys. The post holder will Provide front-line administrative and reception support to patients, families, visitors, and staff. Accurately input, update and maintain clinical and administrative records on established systems. Support the Clinical Administration Team with routine correspondence, diary management, and meeting administration. Assist with the day-to-day administration of rotas, filing, audits and stock/supplies. Follow established policies, procedures and SOPs, escalating any complex, sensitive or non-routine matters to the Team Leader. The role works within clearly defined procedures and established systems, under regular supervision, with a defined route for escalating anything outside the scope of the role to the Clinical Administration and Data Lead.

ROLE OF DEPARTMENT

The Clinical Administration Team provides specialist administrative, data, and information management support to multidisciplinary clinical services, ensuring safe, efficient and compliant patient care processes, high-quality clinical information systems, and robust governance, audit and reporting frameworks. The Clinical Administration Assistant contributes to this by delivering accurate, timely administrative support at the point of patient and staff contact.

KEY DUTIES AND RESPONSIBILITIES

1. Patient Administration and Reception Provide a welcoming, professional and courteous first point of contact for patients, families, visitors and staff, in person and by telephone. Process referrals, appointments and routine patient documentation accurately, following established procedures. Support the preparation and maintenance of patient records, including admission, discharge and post-death administrative processes, under the guidance of the Team Leader. Direct routine enquiries appropriately and elevate complex, sensitive or urgent enquiries to the Clinical Administration Team Leader or relevant Clinical Lead.
2. Data and Information Support Accurately input, update and maintain clinical and administrative data on established systems in line with agreed procedures and timescales. Run standard, pre-formatted reports as instructed by the Clinical Administration Team Leader. Check data for obvious errors or omissions as part of routine tasks, and report any data quality concerns to the Team Leader. Maintain accurate, secure and confidential filing systems (electronic and paper) in line with records retention policy.
3. Systems and Digital Support Support the roll-out of new or updated digital systems by assisting with routine data entry or migration tasks, as directed. Carry out basic system tasks (e.g. testing standard functions, updating templates) under supervision. Signpost colleagues to existing guidance materials and user instructions for clinical/administrative systems.
4. Diary, Meetings and Correspondence Support Assist with scheduling meetings, booking rooms and equipment, and maintaining diaries for the Clinical Administration Team. Prepare routine correspondence, letters and documents as directed. Take and distribute minutes and actions for internal team meetings, as required. Support the administration of rotas and annual leave records, under the direction of the Team Leader.
5. Office and Resource Support Undertake general office duties including photocopying, scanning, filing and arranging post. Monitor and report stock levels of stationery and office supplies, and assist with ordering as directed. Support the maintenance of a safe, tidy and organised office environment.
6. Governance and Compliance Support Follow current organisational policies and Standard Operating Procedures (SOPs) accurately in day-to-day work. Assist with routine audits by collating documentation and records as directed by the Team Leader. Raise suggestions for process improvement with the Clinical Administration Team Leader. Support compliance with clinical governance, GDPR and regulatory requirements within the scope of the role.

COMMUNICATION

Communicate clearly, accurately and courteously with patients, families, visitors, colleagues and external contacts, in person, by telephone, and in writing. Use tact, diplomacy and sensitivity when communicating with patients and families who may be distressed, anxious or bereaved. Exchange straightforward and, at times, sensitive information accurately, escalating complex or emotionally difficult conversations to the Clinical Administration Team Leader or relevant Clinical Lead. Work collaboratively as part of the Clinical Administration Team and wider multidisciplinary team.

PLANNING AND ORGANISATION

Plan, prioritise and organise own day-to-day workload within established deadlines and procedures. Assist in coordinating routine administrative processes (e.g. appointment scheduling, meeting arrangements) under the direction of the Team Leader. Respond flexibly to changing priorities within the working day, referring any conflicting demands to the Team Leader.

CLINICAL/PATIENT RESPONSIBILITIES

This is an administrative support role with no direct clinical or hands-on care responsibilities. The post holder will have regular, though incidental, contact with patients and families (e.g. at reception, on the telephone) and should always communicate with warmth, empathy and respect for the palliative and end-of-life care context. The post holder contributes to the quality of patient experience through efficient, accurate and timely administrative support, but does not make clinical judgements or decisions.

INFORMATION GOVERNANCE

Handle personal and sensitive patient and staff information in accordance with the Data Protection Act, UK GDPR, and organisational confidentiality policies. Complete mandatory Information Governance training and keep this up to date. Report any actual or suspected data breach immediately to the Clinical Administration Team Leader. Access only the information required to carry out the role, in line with the principle of least privilege.

HEALTH AND SAFETY

Adhere to all organisational Health and Safety policies and procedures. Use equipment (e.g. computer workstation, telephone systems) safely and in line with training provided. Report any hazards, accidents or incidents promptly to the Clinical Administration Team Leader. Take reasonable care of your own health and safety and that of others affected by your work.

SAFEGUARDING

Complete mandatory safeguarding training (adults and children) appropriate to the role. Report any safeguarding concerns immediately to the Clinical Administration Team Leader or the organisation's designated safeguarding lead, in line with policy. This post does not carry responsibility for assessing, investigating, or managing safeguarding concerns.

EQUALITY AND DIVERSITY

Treat all patients, families, visitors, volunteers and colleagues with dignity and respect, without discrimination. Comply with the organisation's Equality, Diversity and Inclusion policy at all times. Contribute to a welcoming and inclusive environment for people from all backgrounds.

CONFIDENTIALITY

Maintain strict confidentiality in relation to patient, family, staff and organisational information at all times, both during and after employment. Only discuss confidential information with those who have a legitimate need to know, in line with the Caldicott principles. Report any breach or suspected breach of confidentiality to the Clinical Administration Team Leader.

OTHER DUTIES

Undertake any other duties commensurate with the grade and nature of the post, as reasonably directed by the Clinical Administration Team Leader or Head of Clinical Services. This job description is not exhaustive and may be reviewed periodically in consultation with the post holder to reflect changes in service needs.