Clinical Administrator

Job summary

Clinical Administrator

• Hours: 37.5 hours per week
• Location: Oxford
• Salary: £32,954 - £41,048 per annum
• Closing date: 10th June 2026 at 12 noon

Play a vital role in delivering compassionate, high-quality care to children and families by supporting clinical services. Join a collaborative hospice team where you'll manage staffing rotas, coordinate clinical activity, and analyse workforce data to directly impact patient care and service delivery.

What you'll be doing:

• Provide comprehensive administrative support to multidisciplinary clinical teams, ensuring accurate records and effective communication.
• Coordinate clinical activity including admissions, respite care, outreach services, and care planning.
• Create, maintain, and optimise staff rotas using Rotageek to ensure safe staffing levels and appropriate skill mix.
• Monitor staffing gaps and workforce pressures, supporting effective cover arrangements and rota compliance.
• Maintain and analyse workforce and service data, producing reports to support decision‑making and service improvement.
• Act as a key point of contact for clinical teams, families and external partners, ensuring responsive and professional communication.

Helen & Douglas House is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.

We are an equal opportunities employer and value the benefits of a diverse workforce. We positively encourage applications from all areas of the community.

Summary of the Role s Main

Purpose:

The Clinical Administrator at Helen & Douglas House plays a pivotal role in supporting the delivery of high-quality, compassionate palliative and respite care to children, young people, and their families. Working as part of the Clinical Services team, the post holder will provide comprehensive administrative, coordination, workforce rostering, and data management support to ensure the smooth and effective day‑to‑day operation of hospice services.

A key responsibility of the role is the management and optimisation of staff rotas using electronic rostering system, Rotageek, ensuring safe staffing levels, appropriate skill mix, continuity of care, and responsiveness to the complex and changing needs of children and families. The post holder will also support workforce data collection, reporting, and analysis, contributing to informed operational planning, service improvement, governance, and workforce efficiency.

The Clinical Administrator will act as a central point of coordination between clinical teams, operational services, families, and external professionals, supporting safe, responsive, and family‑centred care in line with the values and standards of the hospice.

• Experience in an administrative or coordination role within healthcare, hospice, social care, or a related environment.

• Experience using electronic rostering systems.
• Experience maintaining databases, electronic records systems, or workforce management systems.

• Experience working within childrens palliative care, hospice care, or complex care services.
• Experience in workforce planning, rota optimisation, or staffing coordination.
• Experience producing dashboards or management reports.
• Experience supporting audits, compliance reporting, or performance monitoring.

• Strong data management and administrative skills with a high level of accuracy.
• Excellent organisational skills with the ability to manage competing priorities and complex workloads.
• Ability to analyse and interpret workforce or operational data and present findings clearly.
• Excellent communication and interpersonal skills, with the ability to engage sensitively and professionally with families and colleagues.
• High level of accuracy and attention to detail.
• Proficient IT skills including Microsoft Office applications, particularly Excel, Outlook, and Teams.
• Advanced Microsoft Excel skills including spreadsheets, formulas, reporting, and data tracking.
• Ability to work effectively both independently and as…