Clinical Administration Assistant Job Barry area,Wales UK,Administrative/Clerical

JOB PURPOSE

To provide efficient, accurate and courteous administrative support to the Clinical Administration Team, working under the day-to-day supervision and direction of the Clinical Administration and Data Lead, in order to support the delivery of high-quality, patient-centred administrative services across Hospice of the Valleys. The post holder will Provide front-line administrative and reception support to patients, families, visitors, and staff. Accurately input, update and maintain clinical and administrative records on established systems.

Support the Clinical Administration Team with routine correspondence, diary management, and meeting administration. Assist with the day-to-day administration of rotas, filing, audits and stock/supplies. Follow established policies, procedures and SOPs, escalating any complex, sensitive or non-routine matters to the Team Leader. The role works within clearly defined procedures and established systems, under regular supervision, with a defined route for escalating anything outside the scope of the role to the Clinical Administration and Data Lead.

ROLE

OF DEPARTMENT

The Clinical Administration Team provides specialist administrative, data, and information management support to multidisciplinary clinical services, ensuring safe, efficient and compliant patient care processes, high-quality clinical information systems, and robust governance, audit and reporting frameworks. The Clinical Administration Assistant contributes to this by delivering accurate, timely administrative support at the point of patient and staff contact.

KEY DUTIES AND RESPONSIBILITIES

Patient Administration and Reception Provide a welcoming, professional and courteous first point of contact for patients, families, visitors and staff, in person and by telephone. Process referrals, appointments and routine patient documentation accurately, following established procedures. Support the preparation and maintenance of patient records, including admission, discharge and post-death administrative processes, under the guidance of the Team Leader. Direct routine enquiries appropriately and elevate complex, sensitive or urgent enquiries to the Clinical Administration Team Leader or relevant Clinical Lead.

Data and Information Support Accurately input, update and maintain clinical and administrative data on established systems in line with agreed procedures and timescales. Run standard, pre-formatted reports as instructed by the Clinical Administration Team Leader. Check data for obvious errors or omissions as part of routine tasks, and report any data quality concerns to the Team Leader. Maintain accurate, secure and confidential filing systems (electronic and paper) in line with records retention policy.

Systems and Digital Support Support the roll-out of new or updated digital systems by assisting with routine data entry or migration tasks, as directed. Carry out basic system tasks (e.g. testing standard functions, updating templates) under supervision. Signpost colleagues to existing guidance materials and user instructions for clinical/administrative systems.

Diary, Meetings and Correspondence Support Assist with scheduling meetings, booking rooms and equipment, and maintaining diaries for the Clinical Administration Team. Prepare routine correspondence, letters and documents as directed. Take and distribute minutes and actions for internal team meetings, as required. Support the administration of rotas and annual leave records, under the direction of the Team Leader.

Office and Resource Support Undertake general office duties including photocopying, scanning, filing and arranging post. Monitor and report stock levels of stationery and office supplies, and assist with ordering as directed. Support the maintenance of a safe, tidy and organised office environment.

Governance and Compliance Support Follow current organisational policies and Standard Operating Procedures (SOPs) accurately in day-to-day work. Assist with routine audits by collating documentation and records as directed by the Team Leader. Raise suggestions for process improvement with the Clinical Administration Team Leader. Support compliance with clinical governance, GDPR and regulatory requirements within the scope of the role.

COMMUNICATION

Communicate clearly, accurately and courteously with patients, families, visitors, colleagues and external contacts, in person, by telephone, and in writing. Use tact, diplomacy and sensitivity when communicating…