• Job Description

  Req#: B0080-26-0005?language=en&page=840&sort=publicationDateDesc

  Job summary

  We are an ambitious organisation providing specialist palliative care services, completely free-of-charge, to patients and their families across a wide area stretching from Wrexham, Flintshire, and East Denbighshire to Barmouth and the border towns including Oswestry and Whitchurch.

  It costs £5.6m per year to run the Hospice, with only 20% of our funding provided by the government. We are reliant on the support of the community we serve to donate and fundraise to maintain our vital services.

  Over 400 volunteers give their time to the Hospice helping us run efficiently and effectively as part of the local community.

  We are looking for an experienced Clinical Administration Lead to join our team on a permanent basis. The role will support the Clinical Team to uphold excellent standards and processes across the organisation. Are you that person?

  The role will be based at the Hospice, and the ideal candidate will have Clinical Administration experience with strong leadership, organisation and communication skills.

  Main duties of the job

  Key Responsibilities

  Provide effective leadership, support and development for the Clinical Administrative Team.

  Provide administrative support to the Director of Clinical and Patient Services and Medical Director to a high standard, with a high level of confidentiality and efficiency

  To have excellent organisational skills to ensure workload is prioritised and tasks met in a timely manner.

  Ensure the clinical administration team provide general secretarial support, across all clinical departments including Rehabilitation, Family Support, Patient Flow, Medical, Inpatient and Outpatient departments.

  Risk Management & Security: Reviewing risks to data assets, implementing controls, and reporting incidents to the SIRO (Senior Information Risk Owner).

  Asset Governance: Maintaining an Information Asset Register (IAR) to know what information is held, where it resides, and who uses it.

  Compliance: Ensuring data is used legally, ethically, and in accordance with GDPR and the Data Protection Act 2018.

  Data Quality & Usage: Ensuring data is accurate, relevant, and securely destroyed when no longer needed.

  Access Control: Authorising and monitoring who has access to the information.

  About us

  • A positive and friendly working environment.

  • The opportunity to make a real difference.

  • Excellent training and development opportunities for those that want them.

  • Generous holiday allowance that increases with length of service.

  • Staff lunch Menu (Hospice based positions only).

  • Employee Assistance Programme.

  • Retail Discount Scheme.

  • Staff Discount in Caffi Cwtch

  Details

  Date posted

  10 March 2026

  Pay scheme

  Other

  Salary

  £30,000 a year

  Contract

  Permanent

  Working pattern

  Full-time

  Reference number

  B0080-26-0005

  Job locations

  Chester Road

  Wrexham

  Clwyd

  LL11 2SJ

  
  

  Job description

  Job responsibilities

  Key Relationships

  Director of Clinical and Patient Services

  Medical Director

  Clinical Administration Team

  Patient Flow Team

  Executive Assistant

  Clinical Leads

  Business Systems Co-ordinator

  Administration Assistant

  Marketing and Communications Manager

  Chief Executive Officer

  Facilities and Reception Team

  Grant and Trusts Fundraiser

  SCUK Operations Manager

  Duties and Responsibilities

  Clinical Administration

  Manage the roles of all clinical administrators and their duties across all clinical departments.

  Within the Clinical admin team ensure departmental cover is maintained and delegate duties as appropriate. Ensuring all staff absences are covered.

  Co-ordinate, prepare papers and minute take for monthly Clinical Leads, Clinical Effectiveness, Medicine Management and any other clinical meetings that require support.

  Working with the Administration Assistant with regards reporting of all patient incidents (logging, updating actions, closing and reporting).

  Oversee and manage the document control register for all Clinical Policies, Risk Assessments and SOPs, ensuring that all are reviewed before the review date within Clinical Effectiveness by the appropriate Lead. Coordinate the sign off process for all documents mentioned ensuring all documents use the up-to-date templates and are proofread and formatted correctly. Once fully signed off each document is to be added to Blue Stream and SharePoint and shared with the relevant staff members.

  Manage the clinical administrative team, to ensure a high standard of accurate and valid Management Information and KPI data is collected, reported and shared in a timely manner with relevant parties, including the Director of Clinical Services, the Medical Director, the CEO and the Clinical committee. The reports include but are not limited to:

  All Clinical Daily MI

  All Clinical Monthly MI

  All Clinical Quarterly MI

  Clinical Committee Report

  Hospices Funding Allocation KPIs

  Hospice UK data requests

  Hospice UK patient safety data

  MI to back up Proposals for Clinical Committee

  Grant Funding MI

  Organisation Charts

  Patient and Carer Feedback Report

  CDLIn Report

  Ad hoc requests from Income generation

  Comply with information governance regulations ensuring information is efficiently and legally managed.

  Be the Lead Super User on electronic patient records system (Nourish) and the Administrator of the Clinical area in SharePoint, ensuring all admin staff have received training and are competent using the systems. Oversee the record management of Nourish patient files: active, inactive, archive and the build / amendments of Nourish interactions for the whole clinical team.

  Oversee and manage the admin and coordination of all new Clinical staff / students/placements. Including but not limited to:

  Nourish logins / link to Custr

  SharePoint access

  Update Clinical organisation charts

  Induction packs

  Welcome tours / induction side by sides

  Uniforms

  Coordinate and oversee the following external group sessions:

  GP Trainee Day

  o Sixth Form Seren Day

  To manage and oversee the purchase order process (have a NHH credit card for purchases) for the Clinical team, ensuring POs and invoices are raised and signed off. Including but not limited to:

  Denbigh stores

  Amazon Business

  Medical suppliers

  Direct Support to Clinical and Medical Directors

  Provide a high-level administrative support to the Director of Clinical and Patient Services and the Medical Director, to include meeting support, document provision and support with other duties as required

  Work closely with the Executive Assistant and Executive Directors to manage the administration of clinical complaint handling, to include logging, tracking and supporting investigations.

  Management and Leadership

  To Lead the Clinical administrative team on a daily basis

  Plan and organise own workload, and to supervise and review the workload of the clinical administration team, while being responsible and flexible to the needs of the hospice clinical team.

  To ensure all staff within the team have the necessary knowledge and skills to undertake their roles effectively.

  To address any concerns regarding poor performance within the team in an appropriate ad timely manner

  To ensure periods of planned leave are coordinated in a manner appropriate to maintain service continuity

  To ensure all team members annual appraisals take place and provide worthwhile reflection and meaningful discussions, setting clear objectives for the year ahead that have been agreed by both parties

  Education and Training

  To demonstrate ongoing personal and professional development in accordance with own appraisal

  Attend annual mandatory training appropriate to role and responsibilities.

  To undertake IT training and to maintain appropriate computer-based skills in order to improve processes within the administration department.

  Have advanced knowledge of MS office with Word, Excel, PowerPoint, Outlook, Teams and SharePoint and share knowledge with Clinical teams.

  Requirements

  This post is subject to the Terms and Conditions of employment of the Hospice as specified in the staff handbook

  Competence You are responsible for limiting your actions to those that you feel competent to undertake. If you have any doubts about your competence during the course of your duties you should immediately speak to your line manager / supervisor.

  Risk Management

  It is a standard element of the role and responsibility of all staff of the Hospice that they fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards. It is a requirement that you adhere to Nightingale House Hospice Policies, Procedures, Protocols and guidelines at all times.

  Health and Safety Requirements of the Hospice

  All employees of the Hospice have a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions. Employees are required to co-operate with management to enable the Hospice to meet its own legal duties including attendance at mandatory training updates and also to report any hazardous situations or defective equipment.

  Data Protection and Confidentiality

  The post holder must treat all information, whether corporate, staff or patient information, in a discreet, secure and confidential manner in accordance with the provisions of the current data protection legislation and organisational policy. Any breach of such confidentiality is considered a serious disciplinary offence, which is liable to dismissal and / or prosecution under statutory legislation and the hospices disciplinary policy. This duty of confidence continues after the post holder leaves the organisation.

  Records Management

  As an employee of the hospice, the post holder is legally responsible for all records that they gather, create or use as part of their work within the organisation (including patient health, staff health or injury, financial, personal and administrative), whether paper based or on computer. The post holder should consult the IG Lead if they have any doubt as to the correct management of records with which they work.

  Flexibility Statement

  The content of this Job Description represents an outline of the post only and is therefore not a final list of duties and responsibilities. The Job Description is therefore intended to be flexible and is subject to review and amendment in the light of changing circumstances, following consultation with the post holder.

  Job description

  Job responsibilities

  Key Relationships

  Director of Clinical and Patient Services

  Medical Director

  Clinical Administration Team

  Patient Flow Team

  Executive Assistant

  Clinical Leads

  Business Systems Co-ordinator

  Administration Assistant

  Marketing and Communications Manager

  Chief Executive Officer

  Facilities and Reception Team

  Grant and Trusts Fundraiser

  SCUK Operations Manager

  Duties and Responsibilities

  Clinical Administration

  Manage the roles of all clinical administrators and their duties across all clinical departments.

  Within the Clinical admin team ensure departmental cover is maintained and delegate duties as appropriate. Ensuring all staff absences are covered.

  Co-ordinate, prepare papers and minute take for monthly Clinical Leads, Clinical Effectiveness, Medicine Management and any other clinical meetings that require support.

  Working with the Administration Assistant with regards reporting of all patient incidents (logging, updating actions, closing and reporting).

  Oversee and manage the document control register for all Clinical Policies, Risk Assessments and SOPs, ensuring that all are reviewed before the review date within Clinical Effectiveness by the appropriate Lead. Coordinate the sign off process for all documents mentioned ensuring all documents use the up-to-date templates and are proofread and formatted correctly. Once fully signed off each document is to be added to Blue Stream and SharePoint and shared with the relevant staff members.

  Manage the clinical administrative team, to ensure a high standard of accurate and valid Management Information and KPI data is collected, reported and shared in a timely manner with relevant parties, including the Director of Clinical Services, the Medical Director, the CEO and the Clinical committee. The reports include but are not limited to:

  All Clinical Daily MI

  All Clinical Monthly MI

  All Clinical Quarterly MI

  Clinical Committee Report

  Hospices Funding Allocation KPIs

  Hospice UK data requests

  Hospice UK patient safety data

  MI to back up Proposals for Clinical Committee

  Grant Funding MI

  Organisation Charts

  Patient and Carer Feedback Report

  CDLIn Report

  Ad hoc requests from Income generation

  Comply with information governance regulations ensuring information is efficiently and legally managed.

  Be the Lead Super User on electronic patient records system (Nourish) and the Administrator of the Clinical area in SharePoint, ensuring all admin staff have received training and are competent using the systems. Oversee the record management of Nourish patient files: active, inactive, archive and the build / amendments of Nourish interactions for the whole clinical team.

  Oversee and manage the admin and coordination of all new Clinical staff / students/placements. Including but not limited to:

  Nourish logins / link to Custr

  SharePoint access

  Update Clinical organisation charts

  Induction packs

  Welcome tours / induction side by sides

  Uniforms

  Coordinate and oversee the following external group sessions:

  GP Trainee Day

  o Sixth Form Seren Day

  To manage and oversee the purchase order process (have a NHH credit card for purchases) for the Clinical team, ensuring POs and invoices are raised and signed off. Including but not limited to:

  Denbigh stores

  Amazon Business

  Medical suppliers

  Direct Support to Clinical and Medical Directors

  Provide a high-level administrative support to the Director of Clinical and Patient Services and the Medical Director, to include meeting support, document provision and support with other duties as required

  Work closely with the Executive Assistant and Executive Directors to manage the administration of clinical complaint handling, to include logging, tracking and supporting investigations.

  Management and Leadership

  To Lead the Clinical administrative team on a daily basis

  Plan and organise own workload, and to supervise and review the workload of the clinical administration team, while being responsible and flexible to the needs of the hospice clinical team.

  To ensure all staff within the team have the necessary knowledge and skills to undertake their roles effectively.

  To address any concerns regarding poor performance within the team in an appropriate ad timely manner

  To ensure periods of planned leave are coordinated in a manner appropriate to maintain service continuity

  To ensure all team members annual appraisals take place and provide worthwhile reflection and meaningful discussions, setting clear objectives for the year ahead that have been agreed by both parties

  Education and Training

  To demonstrate ongoing personal and professional development in accordance with own appraisal

  Attend annual mandatory training appropriate to role and responsibilities.

  To undertake IT training and to maintain appropriate computer-based skills in order to improve processes within the administration department.

  Have advanced knowledge of MS office with Word, Excel, PowerPoint, Outlook, Teams and SharePoint and share knowledge with Clinical teams.

  Requirements

  This post is subject to the Terms and Conditions of employment of the Hospice as specified in the staff handbook

  Competence You are responsible for limiting your actions to those that you feel competent to undertake. If you have any doubts about your competence during the course of your duties you should immediately speak to your line manager / supervisor.

  Risk Management

  It is a standard element of the role and responsibility of all staff of the Hospice that they fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards. It is a requirement that you adhere to Nightingale House Hospice Policies, Procedures, Protocols and guidelines at all times.

  Health and Safety Requirements of the Hospice

  All employees of the Hospice have a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions. Employees are required to co-operate with management to enable the Hospice to meet its own legal duties including attendance at mandatory training updates and also to report any hazardous situations or defective equipment.

  Data Protection and Confidentiality

  The post holder must treat all information, whether corporate, staff or patient information, in a discreet, secure and confidential manner in accordance with the provisions of the current data protection legislation and organisational policy. Any breach of such confidentiality is considered a serious disciplinary offence, which is liable to dismissal and / or prosecution under statutory legislation and the hospices disciplinary policy. This duty of confidence continues after the post holder leaves the organisation.

  Records Management

  As an employee of the hospice, the post holder is legally responsible for all records that they gather, create or use as part of their work within the organisation (including patient health, staff health or injury, financial, personal and administrative), whether paper based or on computer. The post holder should consult the IG Lead if they have any doubt as to the correct management of records with which they work.

  Flexibility Statement

  The content of this Job Description represents an outline of the post only and is therefore not a final list of duties and responsibilities. The Job Description is therefore intended to be flexible and is subject to review and amendment in the light of changing circumstances, following consultation with the post holder.

  Person Specification

  Qualifications

  Essential

  • NVQ/Diploma in administration or business, level 5 or ability to demonstrate equivalent experience.
  • Have attended MS office Advance courses on Word, Excel, PowerPoint, Outlook, Teams and SharePoint or can use the software to this level.

  Experience

  Essential

  • Managing a team
  • Working in an office environment as part of an administrative team.
  • Substantial and demonstrable experience of administrating meetings (including full minute taking, producing agendas, paper collation and circulation and follow up of actions).
  • Producing management information and being able to interpret data to report against key performance indicators.
  • Handling telephone calls and written communication
  • Administration of complaints management.
  • Administration of monitoring systems.
  • Implementing new electronic systems

  Desirable

  • Previous employment in similar clinical role
  • Working within a health or public sector environment.
  • Understanding of the NHS and its partner organisations.
  • Administration of patient experience process.
  • Administration of patients experience monitoring systems.
  • Working as a Personal or Executive Assistant
  • Managing multiple diaries and inboxes at the same time.
  • Clinical administration systems.

  Knowledge

  Essential

  • Microsoft Office Software
  • Advanced knowledge of MS office with Word, Excel, PowerPoint, Outlook, Teams and SharePoint.

  Desirable

  • Working with multi agencies
  • Blue Stream trained for updating training and Policy / Governance documents.
  • Trained in the daily use of an electronic patient record system to a superuser level. Ideally Nourish Care.

  Skills

  Essential

  • Ability to communicate effectively with staff, managers, external agencies and the general public.
  • Good leadership, organisational, interpersonal and liaison skills.
  • Ability to administrate meetings to a high standard as requested (including full minute taking, producing agendas, paper collation and circulation and follow up of actions)
  • Able to demonstrate advanced use of software programmes including outlook / teams / excel / PowerPoint / word.
  • Ability to be able to produce data and management information against key performance indicators.
  • Ability to handle confidential information with the upmost discretion.
  • Ability to administer and manage the administration of complaints handling, including logging recording tracking, formatting and closing complaint responses.
  • Ability to carry out tasks to a high quality with a high degree of accuracy.
  • Ability to coordinate and arrange meetings of large groups in a quick and efficient manner.
  • Ability to establish systems and processes to manage a heavy workload within a fast-paced environment.
  • Ability to problem solve.
  • Excellent verbal and written communication skills (including spelling, grammar and punctuation).
  • Ability to work to deadlines.

  Person Specification

  Qualifications

  Essential

  • NVQ/Diploma in administration or business, level 5 or ability to demonstrate equivalent experience.
  • Have attended MS office Advance courses on Word, Excel, PowerPoint, Outlook, Teams and SharePoint or can use the software to this level.

  Experience

  Essential

  • Managing a team
  • Working in an office environment as part of an administrative team.
  • Substantial and demonstrable experience of administrating meetings (including full minute taking, producing agendas, paper collation and circulation and follow up of actions).
  • Producing management information and being able to interpret data to report against key performance indicators.
  • Handling telephone calls and written communication
  • Administration of complaints management.
  • Administration of monitoring systems.
  • Implementing new electronic systems

  Desirable

  • Previous employment in similar clinical role
  • Working within a health or public sector environment.
  • Understanding of the NHS and its partner organisations.
  • Administration of patient experience process.
  • Administration of patients experience monitoring systems.
  • Working as a Personal or Executive Assistant
  • Managing multiple diaries and inboxes at the same time.
  • Clinical administration systems.

  Knowledge

  Essential

  • Microsoft Office Software
  • Advanced knowledge of MS office with Word, Excel, PowerPoint, Outlook, Teams and SharePoint.

  Desirable

  • Working with multi agencies
  • Blue Stream trained for updating training and Policy / Governance documents.
  • Trained in the daily use of an electronic patient record system to a superuser level. Ideally Nourish Care.

  Skills

  Essential

  • Ability to communicate effectively with staff, managers, external agencies and the general public.
  • Good leadership, organisational, interpersonal and liaison skills.
  • Ability to administrate meetings to a high standard as requested (including full minute taking, producing agendas, paper collation and circulation and follow up of actions)
  • Able to demonstrate advanced use of software programmes including outlook / teams / excel / PowerPoint / word.
  • Ability to be able to produce data and management information against key performance indicators.
  • Ability to handle confidential information with the upmost discretion.
  • Ability to administer and manage the administration of complaints handling, including logging recording tracking, formatting and closing complaint responses.
  • Ability to carry out tasks to a high quality with a high degree of accuracy.
  • Ability to coordinate and arrange meetings of large groups in a quick and efficient manner.
  • Ability to establish systems and processes to manage a heavy workload within a fast-paced environment.
  • Ability to problem solve.
  • Excellent verbal and written communication skills (including spelling, grammar and punctuation).
  • Ability to work to deadlines.

  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

  Nightingale House Hospice

  Address

  Chester Road

  Wrexham

  Clwyd

  LL11 2SJ

  
  

  Employer's website

  https://www.nightingalehouse.co.uk/ (Opens in a new tab)

  Employer details

  Employer name

  Nightingale House Hospice

  Address

  Chester Road

  Wrexham

  Clwyd

  LL11 2SJ

  
  

  Employer's website

  https://www.nightingalehouse.co.uk/ (Opens in a new tab)

• About the company

  National Health Service (NHS) is the umbrella term for the publicly-funded healthcare systems of the United Kingdom (UK). The founding principles were that services should be comprehensive, universal and free at the point of delivery—a health service based on clinical need, not ability to pay. Each service provides a comprehensive range of health services, free at the point of use for people ordinarily resident in the United Kingdom apart from dental treatment and optical care.

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