About this role
Job summary
Summary
The Clinical Services Strategic Administrator provides essential administrative and coordination support to Clinical Services. The role focuses on maintaining governance standards, supporting regulatory compliance, and enabling effective delivery of clinical strategy and service development. The position requires strong organisational capability, relationship building skills, and attention to detail to ensure high quality support across clinical operations.
Main duties of the job
This role will provide excellent administrative support within a Spinal Injury Centre and Outreach Services
About us
Location: National Spinal Injuries Centre, Stoke Mandeville Hospital, Aylesbury
Contract: Permanent, working Monday to Friday, 37.5 hours
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, employees, healthcare professionals and company information
Recognise that the Clinical Services Administrator is a non-clinical role and must not provide clinical advice, interpret clinical information for patients or make clinical decisions
Risk, Safeguarding & Incident Awareness
Remain alert to information that could indicate a patient-safety, safeguarding, information-governance or operational risk
Follow company procedure for reporting incidents, complaints, safeguarding concerns, near misses and information-governance issues
Cooperate with audits, reviews and investigations by retrieving records, maintaining action trackers and coordinating documentation
Health, Safety & Infection Prevention
Take reasonable care of personal health and safety and that of others who may be affected by the post holders work
Comply with company health and safety requirements, infection-prevention and control requirements
Person Specification
Qualifications Essential
Education to A-Level standard (or equivalent) Degree or equivalent academic achievement (desirable)
Experience Desirable
2+ years administrative experience or experience in a similar role is desirable Strong communication and organisational skills Ability to work independently and manage competing priorities Proficiency with IT tools including Excel, Word, PowerPoint, and SharePoint Experience using patient record systems (EMIS/SystmOne) Ability to deliver work to deadlines and adapt to evolving requirements Experience in a CQC registered service with knowledge of Fundamental Standards Project management experience (preferred) Experience working cross functionally and supporting process improvements Experience in Registration Authority management or Smart Card sponsorship Ability to build effective working relationships across clinical teams
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.
Employer details Employer name Hollister Ltd
Address National Spinal Injuries Centre
Stoke Mandeville Hospital
Mandeville Road
Aylesbury
Buckinghamshire
HP21 8AL
United Kingdom
Employer's website https://www.hollister.co.uk/en-gb (Opens in a new tab)