Job Description

:

Clinical & Patient Services Administrator

Job Title

Clinical & Patient Services Administrator

Line Manager

Clinical and Patient Services PA/Clinical Admin Lead

Contracted Hours

28 hrs per week (Monday to Friday - 5 days)

Location

Wellbeing Office

Key Responsibilities

To provide outpatient administrative support to the clinical and medical teams. To provide cross cover, as directed by the Clinical Administration Lead, to the wider Clinical
Admin team when required.
To support the Clinical Administration Lead in the completion of duties as required. To administer purchase order requests and adhere to the purchasing process for the Clinical
team.

Duties and Responsibilities

Provide Secretarial/Administration support within Clinical and Patient Services as directed


by the Clinical Administration Lead.

Admin Support for Outpatients

Arrange Outpatient Appointments (OPAs) for all Clinical departments and
communicate the OPAs to the patients' using letters, emails, telephone calls, SMS


messages.
Use an appointment book system to arrange outpatient appointments. Receive and record all internal referrals generated through OPAs and other patient
programmes to Hospice Services, ensuring a process is in place for referrals to be


actioned.
Access medical notes using Welsh Clinical Portal (WCP) and Welsh Clinical
Administration System (WPAS), IFIT (management of medical notes back to WMH),


Objective Connect for recording RIPs to HIW and use of NHS secure portal for secure


email delivery.
Communicate to GPs, District Nurses, external health care professionals any update
in patient care generated by the Dr, ANP, Nurse.
Facilitate any referrals from an OPA for Hospital and/or community services.
Reviewed August 2025 - Clinical and Patient Services PA


Arrange transportation to and from the Hospice for Outpatients when necessary. Delivery of outpatient programmes communication to patients, including but not
limited to Wellbeing programme, Fatigue, Anxiety and Breathlessness (FAB)


programme.

Patient Records

An admin Superuser for Electronic Patient Records - ePR in the Wellbeing team.
Including but not limited to creating and amending interactions, reviewing patient


status, setting up staff logins, handling device management etc...
Set up and amend patient records using ePR for Outpatients. Ensure a robust documentation system is maintained (paper, electronic, SharePoint). Ensure robust systems for filing, archiving and record destruction are in place.

General Clinical admin duties

Organising meetings as directed by Clinical Administration Lead and take minutes, if
required, and prepare notes from clinical meetings.
Assist with the collection of management data. Plan and organise own workload but be responsive and flexible to urgent requests. Handle general enquires from Reception and the Clinical team and ensure Clinical
Administration Lead is informed on matters of importance.
Provide holiday cover /back up during busy periods for the Clinical Admin team
when required.

Administration of Purchase Orders

To administer purchase order request for the clinical team. Ensure the purchase process is adhered to.

Education and Training/Personal Development

Participate in regular annual reviews of individual needs for on-going education and
development, identifying appropriate opportunities for continual professional


development.
Attend annual mandatory training appropriate to role and responsibilities. To undertake IT training and to maintain appropriate computer-based skills in order
to improve processes within the medical secretarial department.

General Requirements

This post is subject to the Terms and Conditions of employment of the Hospice as

specified in the staff handbook and contract

Competence

You are responsible for limiting your actions to those that you feel competent to undertake.


If you have any doubts about your competence during the course of your duties you should


immediately speak to your line manager / supervisor.

Risk Management

It is a standard element of the role and responsibility of all staff of the Hospice that they


fulfil a proactive role towards the management of risk in all of their actions. This entails the


risk assessment of all situations, the taking of appropriate actions and reporting of all


incidents, near misses and hazards. It is a requirement that you adhere to Nightingale House


Hospice Policies, Procedures, Protocols and guidelines at all times.

Health and Safety Requirements of the Hospice

All employees of the Hospice have a statutory duty of care for their own personal safety and


that of others who may be affected by their acts or omissions. Employees are required to


co-operate with management to enable the Hospice to meet its own legal duties including


attendance at mandatory training updates and also to report any hazardous situations or


defective equipment.

Data Protection and Confidentiality

The post holder must treat all information, whether corporate, staff or patient information,


in a discreet, secure and confidential manner in accordance with the provisions of the


current data protection legislation and organisational policy. Any breach of such


confidentiality is considered a serious disciplinary offence, which is liable to dismissal and /


or prosecution under statutory legislation and the hospice's disciplinary policy. This duty of


confidence continues after the post holder leaves the organisation.

Records Management

As an employee of the hospice, the post holder is legally responsible for all records that they


gather, create or use as part of their work within the organisation (including patient health,


staff health or injury, financial, personal and administrative), whether paper based or on


computer. The post holder should consult the IG Lead if they have any doubt as to the


correct management of records with which they work.

Flexibility Statement

The content of this represents an outline of the post only and is therefore


not a final list of duties and responsibilities. The is therefore intended to be


flexible and is subject to review and amendment in the light of changing circumstances,


following consultation with the post holder.