Clinical Services Strategic Administrator; Outreach Services

Reference numberE Job locations

National Spinal Injuries Centre Stoke Mandeville Hospital Mandeville Road Aylesbury Buckinghamshire HP
21 8AL
United Kingdom Job description

Job responsibilities

Communication & Coordination Be the central administrative contact for the Clinical
Outreach Team, responding to phone calls, emails and other correspondence in a
professional, timely and confidential manner

Receive, record and communicate accurate messages, ensuring
matters are directed to the appropriate person without delay

Support the timely dissemination of operational, clinical
governance and service information across the Clinical Outreach Team Liaise appropriately with healthcare professionals, NHS
organisations, hospitals, community services, patients, relatives, suppliers
and other external stakeholders

Referral & Service Pathway Administration Provide administrative support for agreed patient
referral and service pathways managed or supported by Clinical Outreach
Services Receive, record, validate and update referral information
Maintain accurate referral, transfer, pending-action or
service-user tracking lists Monitor outstanding actions, highlighting delays,
incomplete information or potential service issues

Liaise with relevant teams to obtain missing
administrative information

Ensure that administrative records accurately reflect the
current status of referrals, appointments, transfers, follow-up requirements
and other agreed service activities

Support the coordination of service capacity by sharing
accurate and current administrative information

Meeting & Diary Administration Coordinate meetings for the Clinical Outreach Team and
other designated clinical colleagues

Manage meeting invitations, room or virtual-meeting
arrangements, agendas and supporting documentation

Attend designated meetings taking minutes/action notes

Maintain action logs and follow up outstanding actions
with individuals

Provide diary support to clinicians, where required

Records & Information Management Establish and maintain effective electronic and, where
required, paper-based filing systems

Ensure that clinical, governance and operational records
are appropriately named, securely stored and available to authorised team
members

Maintain accurate contact databases, distribution lists
and stakeholder records

Support appropriate document retention, archiving and
disposal Immediately report actual or suspected
information-governance incidents through the appropriate internal process

Support the preparation and retrieval of records required
for audits, governance reviews, investigations, complaints or regulatory
inspections

Data Quality, Audit & Reporting Support data gathering and validation for clinical
audits, reports, dashboards, governance trackers, service evaluations,
patient-experience reviews and operational reports

Maintain clear audit trails and support data gathering
for clinical audits Support the preparation of reports for internal
governance meetings, service reviews and external stakeholders

Monitor agreed administrative indicators, reporting emerging
issues, delays or data-quality concerns

General Office & Team Support Coordinate the day-to-day administrative operation of the
Clinical Outreach Services function

Maintain appropriate administrative supplies, forms,
information packs and other materials required by the team Prepare and assemble meeting packs, training materials,
patient information packs or other approved documentation

Undertake photocopying, scanning, filing, document
formatting and other administrative activities as required

Work collaboratively with other administrative colleagues,
sharing duties where required to maintain service continuity

Confidentiality & Professional Boundaries Maintain confidentiality in relation to patients,
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