Clinical Administrator

Ayrshire Hospice Limited

Ayr

On-site

GBP 21,000 - 26,000

Full time

14 days+

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Job summary

Ayrshire Hospice is seeking a proactive Administrator to join the Clinical Administration Team. You will deliver a comprehensive administrative service to support day-to-day clinical operations, using MS Office and digital systems.

The role involves handling patient records, referrals and communications with families and external agencies. Essentially you must manage competing priorities with accuracy, empathy and confidentiality, ensuring high-quality service to patients and staff within a

Qualifications

Proficient in Microsoft Office (Word, Outlook, Excel, Teams).
Experience in busy environments with competing priorities.
Excellent written and verbal communication.

Responsibilities

Provide a comprehensive administrative service to support clinical operations.
Maintain patient records and referrals in the hospice management system.
Coordinate diaries, meetings and service activities across teams.
Assist with information governance, GDPR compliance and confidentiality.
Liaise with external agencies and patients to arrange transport and appointments.

Skills

Microsoft Office

Organisational skills

Communication skills

Time management

Education

HNC in Business Administration

AMSPAR / Medical Terminology qualification

Tools

Electronic management systems

Job description

Job Summary

As part of the Clinical Administration Team, you will deliver a comprehensive, responsive and high-quality administrative service that supports the effective day-to-day operation of clinical services across the Hospice. Using a range of digital systems and Microsoft Office applications, you will support patient pathways, maintain accurate records, coordinate administrative processes and facilitate effective communication between clinical teams, patients, families and external agencies.

This is a varied role requiring excellent organisational skills, attention to detail and the ability to manage competing priorities within a busy healthcare environment. You will work closely with colleagues across the organisation to ensure services run smoothly and that patients and families receive the highest standard of support.

A key aspect of the role involves interacting with patients, relatives and bereaved family members, often during difficult and emotional circumstances. You will therefore bring empathy, compassion and sensitivity to your work, ensuring everyone is treated with dignity, respect and kindness.

As a values-led organisation, Ayrshire Hospice is committed to delivering outstanding care and creating meaningful experiences for patients, families and staff. We strive to provide a compassionate, supportive and inclusive environment where everyone feels welcomed, valued and respected.

Main Responsibilities

Administrative Support

Provide a comprehensive administrative service, ensuring tasks are completed accurately, efficiently and within agreed timescales.

Prepare, format and distribute correspondence, reports, meeting papers and other documentation.

Maintain electronic and paper filing systems, ensuring information is organised, accessible and managed in line with Hospice policies.

Process incoming and outgoing correspondence, emails and other communications promptly and accurately.

Patient and Clinical Administration

Provide high-quality administrative support to facilitate the delivery of safe and effective patient care.

Produce and maintain patient records, ensuring patient information is accurate and up to date on the Hospice patient management system.

Receive, process and record referrals and associated documentation in accordance with established procedures.

Support the administration of patient appointments, clinics, meetings and other service activities.

Liaise with the Scottish Ambulance Service to arrange patient transport.

Coordinate the transportation of clinical samples and liaise with hospital laboratories as required.

Assist with the coordination of clinical team diaries, schedules and service activities.

Provide administrative support to multidisciplinary team meetings, including the preparation and distribution of agendas, papers, minutes and action logs where appropriate.

Support Charge Nurses in maintaining records relating to medical equipment, ordering clinical supplies, coordinating bank staff shifts and supporting the organisation of ward volunteer activity.

Communication

Develop and maintain effective working relationships with patients, families, colleagues and external partners.

Act as a first point of contact for patients, relatives, carers, healthcare professionals and external agencies, responding to enquiries in a professional, courteous and compassionate manner.

Provide an effective telephone service, including handling sensitive or potentially distressing calls appropriately.

Take accurate messages and ensure information is communicated promptly to the relevant member of staff.

Build positive working relationships with internal and external stakeholders to support effective service delivery.

Information Governance

Ensure information is managed securely and in accordance with legislative and organisational requirements.

Maintain confidentiality at all times and handle sensitive information in line with GDPR, Caldicott Principles and Hospice policies.

Ensure records and information systems are accurate, secure and up to date.

Support data collection, audit activities and reporting requirements.

Identify and escalation issues that may affect service quality, patient care or service delivery.

Team Working and Development

Contribute positively to the effectiveness and continuous improvement of the service.

Work collaboratively with colleagues to provide seamless administrative support and ensure appropriate cover during periods of absence or increased workload.