About this role
Job summary
Clinical Administrator
Hours: 37.5 hours per weekLocation: OxfordSalary: £32,954 - £41,048 per annumClosing date: 10th June 2026 at 12 noonPlay 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.
Main duties of the job
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.
About us
We reserve the right to close the advert at any time should we receive sufficient applications, therefore we encourage applicants to apply as soon as possible.
Please note that everyone working for Helen & Douglas House are required to undertake a Disclosure and Barring Service check. 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.
Please contact [email protected] if you require any adjustments during the recruitment process.
Job description Job responsibilities
Summary of the Roles 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.
For the full job description, please refer to the supporting documents.
Person Specification
Qualifications Essential
Experience in an administrative or coordination role within healthcare, hospice, social care, or a related environment.
Experience Essential
Experience using electronic rostering systems. Experience maintaining databases, electronic records systems, or workforce management systems.
Desirable
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.
Additional Criteria Essential
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 part of a multidisciplinary team. Understanding of confidentiality, data protection, and professional boundaries.
Desirable
Knowledge of CQC standards, healthcare governance, and compliance requirements. Familiarity with electronic patient record systems. Understanding of safe staffing principles within healthcare services. Knowledge of data quality standards and healthcare information governance. Familiarity with workforce analytics or reporting tools.
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 Helen & Douglas House
Address 14a Magdalen Road
Oxford
Oxfordshire
OX4 1RW
United Kingdom
Employer's website https://www.helenanddouglas.org.uk/ (Opens in a new tab)