Clinical Administrator

St Michael's Hospice (Hastings & Rother); St Leonards; On-site; GBP 20,000 - 25,000; Full time

Job summary

A local healthcare provider is seeking an experienced Clinical Administrator to provide comprehensive administrative support across clinical services. This role involves managing patient enquiries, processing referrals, and liaising with healthcare professionals. Applicants must possess excellent communication skills and experience in a busy administration department. Benefits include a good pension scheme and up to 33 days of annual leave. Flexibility to cover occasional Saturdays is required.

Benefits

A good pension scheme

Up to 33 days annual leave plus bank holidays

Subsidised employee meals

Free parking

Supportive supervision

Access to the Blue Light card scheme

Qualifications

• Experience in a busy administration department where confidentiality is vital.
• Experience of using databases for input and analysis.
• Experience of working in Clinical Administration.
• Experience of working in a health or social care setting.

Responsibilities

• Provide administrative support integrated with clinical services.
• Process new referrals on the electronic patient records system.
• Support in the Community Hub with patient/carer calls.
• Be the first point of contact for telephone referrals and enquiries.

Skills

Accurate typing and data entry skills

Excellent communication skills

Excellent organisation skills

Demonstrable IT skills

Ability to be flexible

Education

Good level of secondary education

Level 2 Diploma in Business Administration or similar

Tools

Microsoft Office applications

Electronic patient database

Job description

St Michael's Hospice (Hastings & Rother)

Clinical Administrator

Closing date: 09 February 2026

The Hospice is looking for an experienced administrator to join the Hospice Clinical Administration team on a permanent contract. This role does include covering Saturday mornings (8am to 12pm) as part of a rota, however this is not expected to be more than once a month and does attract enhanced rates of pay. Working hours in the week would include some 8am starts and/or finishing at 5pm.

Duties will include dealing with telephone enquiries from patients, clients and healthcare professionals; liaising with staff, managers and clinicians across the Hospice to provide administration support; typing dictated letters and reports; scanning; photocopying, data entry; processing incoming referrals, etc.

Excellent communication skills are essential and you will have experience of working in a busy administration department where confidentiality and sensitivity are vital. You should be a proficient user of Microsoft Office applications and have accurate typing and data entry skills. You should also be able to prioritise and organise your own workload to meet deadlines. Due to the nature of work, a DBS check will be required.

Main duties of the job

To provide comprehensive administrative support integrated with all clinical services across seven days a week. Working closely with Clinical Leads to ensure the day to day smooth running of the ward and clinical areas, working unsupervised and flexibly across clinical areas of IPU, Community, Wellbeing, & Bereavement. To manage own workload and ensure this is integrated with team requirements as set by the Clinical Admin Manager, being proactive in sharing the team’s workload in order to meet required response times.

About us

At St Michaels Hospice, we are committed to providing a supportive and inclusive work environment for our employees. We offer a range of benefits to ensure that our employees feel valued and supported, including:

• A good pension scheme with the option to continue any existing NHS pension scheme membership
• Up to 33 days annual leave plus bank holidays
• Subsidised employee meals and free refreshments
• Free parking
• Supportive supervision and a proactive Education Department to support with your continued professional development including preceptorship if you are newly qualified
• Access to the Blue Light card scheme and its discounts

We believe that our employees are our greatest asset, and we are committed to investing in their professional development and well‑being. We invite you to join our team and make a meaningful difference in the lives of our patients and their families.

Job responsibilities

• 1.1 To provide full administrative support to clinical departments and leads working in different areas, as allocated on a rota basis.
• 1.2 To process new referrals on the electronic patient records system and support the Single Point of Access referral service, ensuring actions are completed and target response times met.
• 1.3 To support in the Community Hub with patient/carer calls and queries, under the support of nursing team with the addition of the Hospice Line introduction.
• 1.4 To be the first point of contact for telephone referrals, appointments and enquiries from patients, families and other health care professionals, escalating clinical matters to the relevant clinician.
• 1.5 To provide person‑centred support to patients, clients and families, listening to their concerns and using skilled communication to ascertain sufficient details to inform appropriate response including providing skilled empathetic support to patients, clients and family members who may be in distress and escalating appropriately.
• 1.6 To support the effective co‑ordination of appointments, visits and patient transport.
• 1.7 To work in close partnership with clinical leads to ensure relevant literature and information is up to date and readily available for patients, clients and families.
• 1.8 To produce patient/client letters working from templates or dictation.
• 1.9 To provide administrative support, including preparation of relevant paperwork and reports, and accurate note‑taking of actions or minutes, for clinical meetings e.g. IDT meetings and daily handovers.
• 1.10 To provide support with transfer of care arrangements, which may include booking transport, onward referrals and liaison with other care professionals or contacting undertakers.
• 1.11 To provide Clinical Leads with support to arrange services and user engagement events, including invites, co‑ordination of events and practicalities.
• 1.12 To undertake any other appropriate duties when required demonstrating both flexibility and support as delegated by the Clinical Admin Manager.
• 1.13 To provide administrative cover on occasional Saturdays (approx. 6 weekly) based in the community hub.
• 1.14 To accurately input, upload, update and retrieve data in a timely manner, using the electronic patient records system and other approved data assets.
• 1.15 To support the co‑ordination of collection and input of outcome measures, including reviews at agreed intervals.

Person Specification

Skills & Knowledge

• Accurate typing and data entry skills
• Demonstrable IT skills e.g. Microsoft Office applications
• Excellent organisation skills and be able to work under pressure and meet deadlines
• Excellent communication skills including telephone, face to face and written
• Ability to be flexible and respond to change in a positive manner
• Approachable and tactful
• Ability to work well within a team and on own initiative
• Use of electronic patient database i.e. Cross Care or similar
• Audio typing ability
• Logical approach to tasks and problem solving

Experience

• Relevant experience of working in a busy administrative department where confidentiality and sensitivity are vital
• Experience of using databases for input and analysis
• Experience of working in Clinical Administration
• Experience of working in a health or social care setting
• Experience of dealing with people from a variety of backgrounds

Qualifications

• Good level of secondary education with demonstrable numeracy and literacy skills to level 3 equivalent
• Level 2 Diploma in Business Administration or similar

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 name

St Michael's Hospice (Hastings & Rother)