Clinical Administration Lead

We are an ambitious organisation providing specialist palliative care services, completely free-of-charge, to patients and their families across a wide area stretching from Wrexham, Flintshire, and East Denbighshire to Barmouth and the border towns including Oswestry and Whitchurch.

It costs £5.6m per year to run the Hospice, with only 20% of our funding provided by the government. We are reliant on the support of the community we serve to donate and fundraise to maintain our vital services.

Over 400 volunteers give their time to the Hospice helping us run efficiently and effectively as part of the local community.

We are looking for an experienced Clinical Administration Lead to join our team on a permanent basis. The role will support the Clinical Team to uphold excellent standards and processes across the organisation. Are you that person?

The role will be based at the Hospice, and the ideal candidate will have Clinical Administration experience with strong leadership, organisation and communication skills.

Key Responsibilities

Provide effective leadership, support and development for the Clinical Administrative Team.

Provide administrative support to the Director of Clinical and Patient Services and Medical Director to a high standard, with a high level of confidentiality and efficiency

To have excellent organisational skills to ensure workload is prioritised and tasks met in a timely manner.

Ensure the clinical administration team provide general secretarial support, across all clinical departments including Rehabilitation, Family Support, Patient Flow, Medical, Inpatient and Outpatient departments.

Risk Management & Security:
Reviewing risks to data assets, implementing controls, and reporting incidents to the SIRO (Senior Information Risk Owner).

Asset Governance:
Maintaining an Information Asset Register (IAR) to know what information is held, where it resides, and who uses it.

Compliance:
Ensuring data is used legally, ethically, and in accordance with GDPR and the Data Protection Act 2018.

Data Quality & Usage:
Ensuring data is accurate, relevant, and securely destroyed when no longer needed.

Access Control:
Authorising and monitoring who has access to the information.

A positive and friendly working environment.

The opportunity to make a real difference.

Excellent training and development opportunities for those that want them.

Generous holiday allowance that increases with length of service.

Staff lunch Menu (Hospice based positions only).

Employee Assistance Programme.

Retail Discount Scheme.

Key Relationships

Director of Clinical and Patient Services

Medical Director

Clinical Administration Team

Patient Flow Team

Executive Assistant

Clinical Leads

Business Systems Co-ordinator

Administration Assistant

Marketing and Communications Manager

Chief Executive Officer

Facilities and Reception Team

Grant and Trusts Fundraiser

SCUK Operations Manager

Duties and Responsibilities

Clinical Administration

Manage the roles of all clinical administrators and their duties across all clinical departments.

Within the Clinical admin team ensure departmental cover is maintained and delegate duties as appropriate. Ensuring all staff absences are covered.

Co-ordinate, prepare papers and minute take for monthly Clinical Leads, Clinical Effectiveness, Medicine Management andany other clinical meetings that require support.

Working with the Administration Assistant with regards reporting of all patient incidents (logging, updating actions, closing and reporting).

Oversee and manage the document control register for all Clinical Policies, Risk Assessments and SOPs, ensuring that all are reviewed before thereview date within Clinical Effectiveness by the appropriate Lead. Coordinate the sign off process for all documents mentioned ensuring all documents use theup-to-date templates and are proofread and formatted correctly. Once fully signed off each document is to be added to Blue Stream and SharePoint andshared with the relevant staff members.

Manage the clinical administrative team, to ensure a high standard of accurate and valid Management Information and KPI data is collected,reported and shared in…