City Hospice is a compassionate charity, dedicated to empowering individuals during their end-of-life journey and supporting their families through bereavement. We believe every person matters. Our mission is to enhance quality of life and provide exceptional support for both the patient and their loved ones through expert, responsible care.
We are seeking a Clinical Administrator to join our dedicated team. This role is central to ensuring the smooth and efficient delivery of our clinical services. If you are organised, empathetic, and thrive in a team-oriented environment, we would love to hear from you.
Main duties of the job
Key Responsibilities:
Provide accurate and timely administrative support to the clinical team.
Manage clinical correspondence, documentation, and patient records with the highest level of confidentiality.
Support the coordination of appointments, meetings, and clinical rotas.
Liaise compassionately and professionally with patients, families, and healthcare professionals.
Ensure data is recorded and maintained in line with regulatory and organisational standards.
About us
City Hospice was established in as a charity in 1984, and we are currently looking forward to celebrating 40 years of caring for the residents of Cardiff.
Ours is a small team comprising Clinical, Counselling and Business Support staff working together to achieve our vision of providing palliative care and bereavement counselling services which are widely recognised as reflecting best practice in a centre of excellence.
We have created a family environment which incorporates staff, families and volunteers. We celebrate life and enjoy a relaxed working environment, but never lose sight of our duty to, and responsibility for our patients.
Job responsibilities
JOB PURPOSE
City Hospice is a compassionate charity, dedicated to empowering individuals during their end of life journey, and supporting their families through their bereavement by providing knowledgeable and responsible care. We believe every person matters, we strive to enhance quality of life and offer exceptional support for both the patient and their family.
The Clinical Administrator plays a vital role in ensuring the smooth delivery of clinical services by providing accurate, timely, and compassionate administrative support to clinical teams.
KEY RESPONSIBILITIES
Administrative Duties:
Process and manage incoming referrals for patients and counselling services.
Provide direct administrative support to Professional Clinicians
Accurately input, update, and manage patient data on internal databases.
Inputting statistical information onto Excel spreadsheet .
Maintain and update patient records in line with GDPR and confidentiality standards.
Manage filing, scanning, and document control processes.
Order and monitor clinical supplies and equipment, reporting any issues or defects
Support the planning and organising of clinics
Participate in regular supervision and mandatory training.
Ability to adapt and provide coverage for team absences and administrative tasks to ensure consistent service delivery.
Data and Reporting:
Provide statistical input and reporting support for the Clinical Data Analyst.
Collate and present clinic data as required for audits and performance reviews.
Clinic and Team Support :
Coordinate clinic schedules and support the Day Hospice and Wellbeing Team with related admin.
Assist new staff with induction and demonstrate key administrative procedures.
Communication and Confidentiality :
Communicate clearly, respectfully, and empathetically with patients, families, and professionals.
Maintain strict confidentiality and handle sensitive information with discretion.
Comply with procedures relating to incident reporting.
Keep up to date with Hospice information relating to events/team meetings and adhere to City Hospice Policies and Procedures
Discuss complex issues with Line Manager.
Support policy development and implementation within the department.
DBS CHECK
In this role you will have direct / indirect contact with patients / service users / children / vulnerable adults in the course of your normal duties. You will therefore be required to apply for a Disclosure Barring Service (DBS) Disclosure Check as part of City Hospice pre-employment check procedure.
Person Specification
SKILLS
* Accurate data entry and attention to detail
* Understanding of data protection and GDPR
* Able to prioritise workload and meet deadlines
* Familiarity with patient record systems
* Understanding of end-of-life care services
* Ability to speak Welsh
Personal Attributes
* Compassionate, patient focused, and professional at all times
* Calm, reliable, and resilient under pressure
* Team player with a collaborative approach
* Committed to continuous improvement and equality, diversity, and inclusion
* Ability to manage workload unsupervised and prioritise work day to day.
* Positive can do attitude Self motivated and enthusiastic
* Willingness to learn and adapt in a dynamic, charity-based environment
Experience
* Minimum of 2 years experience in an administrative role, ideally within a clinical, healthcare, or medical environment.
* Demonstrated experience in handling sensitive and confidential information.
* Proficiency in Microsoft Office Suite (especially Word, Excel, and Outlook) for data input, reporting, and communication.
* Experience in scheduling appointments, managing diaries, and supporting clinical teams with day-to-day coordination.
* Experience maintaining or updating electronic patient records or similar databases
* Previous experience working in a palliative care, hospice, or charity-based healthcare setting.
* Experience using clinical data systems (such as EMIS, SystmOne, or similar).
* Experience in coordinating clinic activity, including communicating with patients, families, and clinical professionals.
* Exposure to auditing, reporting, or providing administrative support for quality assurance.
* Familiarity with referral pathways and liaising with multidisciplinary clinical teams.
Qualifications
* GCSEs (or equivalent) including English and Maths
* Evidence of further admin training
* NVQ Level 2 or 3 in Business Admin or Health Admin
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.
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