Clinical Admin Lead; Maternity Cover

We are looking for an experienced individual to lead Clinical Administration at the Hospice to ensure the smooth operation of all clinical services by providing high-level administrative support to the Clinical Director, Medical Director, and Clinical Management Team.

St. Michaels Hospice is committed to safeguarding and promoting the welfare of vulnerable adults, children and young people. All staff are expected to share this commitment. Successful candidates will be required to undergo relevant background checks, including a DBS check and provide satisfactory reference before starting the role.

In this role, you will manage a team of Clinical Coordinators to develop and enhance administrative processes that support efficient service delivery.

What you will be doing:

• Overseeing a team of Clinical Coordinators, ensuring effective administrative support across all clinical services.
• Enhancing and streamlining processes to improve efficiency in service delivery.
• Working closely with the Clinical Director, Medical Director, and wider clinical management team.
• Ensuring compliance with confidentiality and professional standards in all clinical administrative functions.

This role will predominantly be Monday to Friday; however, as the clinical service operates 7 days a week, including bank holidays, some flexibility will be required to provide support outside usual working hours to cover short-term absences within the team.

What we are looking for:

• Previous supervisory or management experience is essential, ideally within an administrative function in a healthcare setting.
• Strong administrative skills with a keen eye for detail.
• The ability to work independently and as part of a team in a fast-paced environment, using your initiative to problem-solve under pressure.
• An understanding of confidentiality and data protection is crucial.

You will be joining a friendly and supportive team, working across all clinical areas, with opportunities for multidisciplinary collaboration.

St.Michaels Hospice is a registered charity providing specialist palliative and end of life care services since 1992, for the people of North Hampshire. We are dedicated to providing care to people throughout North Hampshire who are affected by life limiting illness to attain the highest possible quality of life by providing a choice of specialist care and support.

As a charity, we depend on the kindness and support of our local community to continue offering our services free of charge. This care is made possible by supporters donating, taking part in fundraising events and activities, playing our lottery, shopping in our retail outlets, leaving gifts in their Wills or giving freely of their time to volunteer.

The Clinical Administration Lead is responsible for ensuring the smooth operation of clinical services haels Hospice by providing high-level administrative support to the Clinical Director, Medical Director, and the Clinical Management Team (CMT). This role includes managing the clinical administration team and receptionists, enhancing administrative processes to support efficient service delivery.

Administration Support

Provide comprehensive administrative support to the Clinical Director, Medical Director, and the CMT, including diary management, correspondence, and document management.

Serve as the initial point of contact for enquiries directed to the Clinical Director and Medical Director, ensuring high standards of customer care.

Prepare and manage key meetings and events, including drafting agendas, producing minutes, tracking action points, and handling venue logistics.

Administer clinical meetings such as the Clinical Governance Committee and SMH Medicine Management Group, ensuring timely invitations, agendas, and minutes.

Be proficient in all aspects of the Clinical Coordinator roles, enabling the provision of adequate cover during periods of sickness, holidays, or whenever required to meet service needs, including weekends, bank holidays when needed.

Flexibility to work between 8am and 6pm to provide cover in the community hub as required to cover holiday and sickness.

Coordination and Management

Support nominated leads (e.g., Governance Lead, Safeguarding Lead, Education Lead, Freedom to Speak Up Guardian, Clinical or Medical Director) in coordinating sensitive matters related to patient safeguarding, accidents, incidents, and complaints.

Oversee the administration of the SMH accident and incident reporting process and database.

Ensure effective management of the administrative aspects of the SMH complaints process, including responding to initial patient and family requests, concerns, or complaints, and reporting to senior staff as appropriate.

Supervise the clinical administration team in managing all patient clinical records systems.

Arrange and coordinate best-interest meetings involving families and professionals, ensuring all relevant parties are fully informed and engaged in the process.

Work…