Clinical Services Strategic Administrator (Outreach Services)

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 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