About this role
Job summary
We are seeking an experienced and proactive Lead Clinical Administrator to support the delivery, administration, and operational requirements of the Oakhaven Community Nursing Team. This key role will lead and coordinate high-quality administrative provision across our clinical services, ensuring efficiency, accuracy, and compassionate support at all times.
Job Title: Lead Clinical Administrator
Location: Lymington, Hampshire
Hours: 37.5 hours per week, Monday to Friday, 9:00am 5:00pm (30-minute unpaid break)
Salary: £31,200 per annum
Closing Date: 28 June 2026
Start Date: Mid to late August 2026
Main duties of the job
As Lead Clinical Administrator, you will play a vital role in ensuring the smooth and effective running of clinical administrative services. You will lead a team of administrators, drive best practice, and support clinical colleagues and directors in delivering high-quality patient services.
Key responsibilities include
Leading, managing, and supporting the administrative team to deliver a flexible, responsive, and high-quality service across all clinical functions
Overseeing clinical administrative systems and processes to ensure they are efficient, compliant, and continuously improved
Supporting Directors and senior clinicians with the organisation, preparation, and accurate minuting of meetings
Handling complex and sensitive information, including patient data, in a confidential and secure manner
Building strong working relationships with internal teams and external stakeholders, attending meetings where appropriate
Providing compassionate and professional telephone support to patients, families, and external contacts, ensuring messages are handled appropriately
Supporting operational tasks such as CHC Fast Track (CHCF) applications, staff rota coordination, outpatient appointments, and referral processes
Acting as a SystmOne Champion, providing guidance and support to colleagues to maximise system use
Promoting consistency, accuracy, and compliance with organisational policies, including data protection and confidentiality standards
About us
Oakhaven Hospice serves the New Forest community, providing specialist palliative care through in-patient, day hospice, and community services. We support patients with life-limiting illnesses and provide vital care and guidance to their families and carers.
We are committed to equality, diversity, and inclusion. At Oakhaven, we strive to create a welcoming environment where everyone feels valued, respected, and able to be themselves at work.
Job description Job responsibilities
Maintain overall responsibility and supervision of the Clinical Administrators across clinical teams and provide a comprehensive administrative service to all clinical departments within the organisation.
To plan and coordinate administration procedures and systems and to continually review ways to streamline processes. Work with the clinical leads to support the services more effectively and efficiently.
To support the delivery, administration and operational requirements of the Oakhaven Community Nursing Team
To line manage the clinical administrators, including carrying out appraisals, managing performance and delegating tasks as appropriate
Arrange cover for clinical administrators annual leave and sickness absence
To be fully conversant with all aspects of the clinical administrator roles ensuring continuous, flexible and high standard of clinical administration across the services
To act as the first point of contact for any queries regarding staffing, procedures and processes for clinical administration teams at Oakhaven.
To lead in the design and implementation of any new procedures or processes in regard to the clinical administration services
To support the Head of Patient Services and Medical Director to ensure that clinical meetings are administrated to a high standard in a timely manner. This includes the preparation, development and production of correspondence, agendas, minutes, reports, patient lists, statistic and presentations as required to support clinical meetings.
To ensure that clinical administrators can provide cover to the clinical meetings for minute taking in the absence of this post holder.
To complete project work within specified deadline standards, at the request of key colleagues.
To provide a comprehensive administrative service to key team and other colleagues and service users of Oakhaven.
To deal with all enquiries (including telephone calls) promptly and efficiently, taking messages and ensuring these are passed on accurately to the relevant department/employees required.
In the absence of the Medical Secretary ensure all referrals are processed onto SystmOne accurately, ensuring urgent requests are given priority, processed immediately and raised with the IPU, Community and Medical team as required
Provide a comprehensive administrative service to ensure that IPU, Medical & Community colleagues are supported appropriately and in a timely manner.
Take appropriate action in managing emails and calls when other team members are unavailable i.e. at meetings, on annual leave or sick leave as required.
To communicate effectively with all disciplines by giving and receiving accurate information to ensure that all teams are kept fully informed as required
Communicate effectively in a sensitive and positive manner at all times, ensuring that any matters you are not able to resolve are directed to an appropriate colleague in a timely manner
Receive, exchange, and manage securely a range of complex and sensitive information, e.g.: financial information, performance data, patient records and confidential reports
Assist clinical and other employees in all aspects of word processing and systems compiling new forms/charts, tables using IT applications as required
In the absence of the Medical Secretary take responsibility for all incoming and outgoing post, ensuring that all outgoing post is correctly stamped and despatched each day as required
Maintaining supplies, stationary including booking forms, blood forms, death certificates etc
Printing of drug charts and monitoring of stocks and making any changes to chart templates as requested by the clinical team
To ensure the clinical administrators are adequately skilled and prepared to cross cover service gaps
Community
In addition to the above the post holder will support the day-to-day administration of the Community Nursing Team to include:
Attendance at the monthly Continuing Health Care Funding (CHCF) meeting
CHCF applications - monitor the response regarding applications sothat if any corrections are required they are made promptly. Keep the relevant team member informed of progress.
Start and address the 08.45hrs team meeting, gather data and provide updates to the team.
Be available to take calls in the Single Point of Access if required to - cover for meetings or if an elevated level of sick leave occurs
To organise, attend and administrate the Clinical Documentation Group (CDG) meetings on a 6 weekly basis
Order and distribute uniforms
SystmOne Administrator (training)
Outpatient clinic invite patients to initial appointments/follow up clinics, maintain an awareness of appropriate staffing for clinic days, book appropriate rooms.
Input information to the Oakhaven community nursing team intranet page
Ensure that the community team rota is created adding annual leave, requests and meetings. Liaising with the teams Clinical Supervisor to ensure that dates/contacts/rooms are agreed with team members.
Update and maintain the clinical admin team rota ensuring all annual leave, sickness, bank cover is kept fully up to date
Undertake training to assist with controlled drug destruction on IPU.
This role profile is not exhaustive. It will be subject to periodic review and may be amended following discussion between the postholder and employer
Person Specification
Qualifications Essential
Training will be given but ability to adapt to new tasks and eager to Learn A good level of formal education including GCSE Maths and English is essential (or equivalent)
Experience Essential
Proven experience of line management and managing a team Significant relevant experience in an administrative role. Experience of dealing directly with service users or experience in a customer service role. Experience of working for a healthcare provider or charitable organisation.
Skills and Knowledge Essential
Strong administrative and organisational skills Fully IT literate, including use of Microsoft Office applications. A good telephone manner and ability to project empathy Able to work effectively with minimum supervision and under pressure at times A working knowledge of confidentiality and data protection legislation
Employer details Employer name Oakhaven Hospice
Address Lower Pennington Lane
Pennington
Lymington
Hampshire
SO41 8ZZ
United Kingdom
Employer's website https://www.oakhavenhospice.co.uk/ (Opens in a new tab)