At a Glance
- Tasks: Support clinical teams by managing rotas and coordinating patient care activities.
- Company: Join Helen & Douglas House, a compassionate hospice dedicated to children and families.
- Benefits: Competitive salary, supportive team environment, and opportunities for professional growth.
- Other info: Dynamic role with a focus on teamwork and impactful service delivery.
- Why this job: Make a real difference in the lives of children and families while developing your skills.
- Qualifications: Experience in healthcare administration and strong organisational skills required.
The predicted salary is between 32954 - 41048 £ per year.
Hours: 37.5 hours per week
Location: Oxford
Salary: £32,954 - £41,048 per annum
Closing date: 10th June 2026 at 12 noon
Play 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
- 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
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.
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.
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 children's 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.
Additional Criteria – 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
Helen & Douglas House
14a Magdalen Road
Oxford
Oxfordshire
OX4 1RW
United Kingdom
Clinical Administrator in Oxford employer: Job Search Place Limited
Helen & Douglas House is an exceptional employer dedicated to providing compassionate palliative care to children and families. Located in Oxford, the organisation fosters a collaborative work culture that values diversity and encourages professional growth through comprehensive training and development opportunities. Employees benefit from a supportive environment where their contributions directly enhance patient care, making it a truly rewarding place to work.
StudySmarter Expert Advice🤫
We think this is how you could land Clinical Administrator in Oxford
✨Tip Number 1
Network like a pro! Reach out to people in the healthcare sector, especially those who work in hospices or clinical administration. A friendly chat can lead to insider info about job openings and even referrals.
✨Tip Number 2
Prepare for interviews by researching Helen & Douglas House. Understand their values and how they deliver care. This will help you tailor your answers and show that you're genuinely interested in being part of their team.
✨Tip Number 3
Practice your communication skills! As a Clinical Administrator, you'll need to engage with families and colleagues. Role-play common interview scenarios with a friend to boost your confidence and clarity.
✨Tip Number 4
Don’t forget to apply through our website! It’s the best way to ensure your application gets noticed. Plus, it shows you’re serious about joining the team at Helen & Douglas House.
We think you need these skills to ace Clinical Administrator in Oxford
Some tips for your application 🫡
Tailor Your Application:Make sure to customise your CV and cover letter to highlight your relevant experience in healthcare administration. We want to see how your skills align with the role of Clinical Administrator, so don’t hold back on showcasing your strengths!
Showcase Your Data Skills:Since this role involves a lot of data management and analysis, be sure to mention any experience you have with electronic rostering systems or data reporting. We love seeing candidates who can demonstrate their proficiency in tools like Excel!
Communicate Clearly:Effective communication is key in this role, so make sure your application reflects that. Use clear and concise language, and don’t forget to proofread for any typos or errors. We appreciate attention to detail!
Apply Through Our Website:We encourage you to submit your application through our website for the best chance of being noticed. It’s super easy, and it helps us keep everything organised. Plus, we can’t wait to hear from you!
How to prepare for a job interview at Job Search Place Limited
✨Know Your Stuff
Make sure you understand the role of a Clinical Administrator inside out. Familiarise yourself with the key responsibilities, especially around managing staffing rotas and coordinating clinical activities. Brush up on your knowledge of electronic rostering systems like Rotageek, as this will likely come up in conversation.
✨Showcase Your Skills
Prepare to discuss your administrative and data management skills in detail. Think of specific examples from your past experience where you've successfully managed complex workloads or improved processes. Highlight your proficiency in Microsoft Excel, especially if you've created reports or dashboards before.
✨Communicate Effectively
Since you'll be a key point of contact for families and clinical teams, practice your communication skills. Be ready to demonstrate how you can engage sensitively and professionally with different stakeholders. Consider role-playing common scenarios to build your confidence.
✨Understand the Values
Research Helen & Douglas House and their commitment to compassionate care. Be prepared to discuss how your values align with theirs and how you can contribute to their mission. Showing that you understand and resonate with their ethos can set you apart from other candidates.
