Job Description:
Clinical & Patient Services Administrator
Clinical & Patient Services Administrator
Clinical and Patient Services PA/Clinical Admin Lead
28 hrs per week (Monday to Friday – 5 days)
Wellbeing Office
Job Title
Line Manager
Contracted Hours
Location
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 Job Description represents an outline of the post only and is therefore
not a final list of duties and responsibilities. The Job Description 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.
The post is subject to an enhanced disclosure check with the Disclosure and Barring
Sevices (DBS).
Please sign below:
Employee Name
Employee Signature
Date signed
JOB TITLE: Clinical and Patient Services Administrator
PERSON SPECIFICATION
ESSENTIAL
DESIRABLE
QUALIFICATIONS
GCSEs (or equivalent) in English
and Maths
MS Office 365 courses
EXPERIENCE
2 years previous administration
experience
Experience within a healthcare
environment.
Proficiency in Microsoft Word,
Excel, SharePoint, Outlook
PowerPoint
Use of Electronic Patient Record
systems.
METHOD OF
ASSESSMENT
MS Office admin
test
Application
References
Flexible to the needs of the
organisation
Interview
SKILLS
Ability to communicate
effectively with staff, managers,
external agencies and the general
public.
Good organisational,
interpersonal and liaison skills.
Able to prioritise when faced with
competing demands
Able to work under pressure
References
References
MS Office admin
test
KNOWLEDGE
Microsoft Office Software
Working with multi agencies
PERSONAL
QUALITIES
(Demonstrable)
Ability to deal sensitively with
members of the public, staff and
external bodies and maintain a
high degree of confidentiality
Works as part of a team
Adaptable and responsive to
workload needs
Ability to work to deadlines
Interview
References
OTHER RELEVANT
REQUIREMENTS
(Please Specify)
Flexible approach to work
Welsh Speaker
Application