Overview
In this role, you will provide administrative and coordination support to the Clinical Outreach Team, upholding governance and regulatory standards while enabling clinical strategy and service development. You will work closely with diverse healthcare stakeholders to ensure accurate information flow and timely decisions. The position focuses on governance, data quality, and efficient service delivery within the Spinal Injury Centre context. This is a hands-on, cross-functional support role at a national specialist centre with a clear impact on patient pathways and audits.
Responsibilities
- Act as the central administrative contact for the Clinical Outreach Team, handling calls and messages confidentially and promptly
- Record and relay accurate messages, routing to the correct person without delay
- Disseminate operational, governance and service information across the team
- Liaise with healthcare professionals, NHS organisations, hospitals, community services, patients and suppliers
- Provide administrative support for patient referral and service pathways
- Receive, record, validate and update referral information; maintain tracking lists
- Monitor outstanding actions and highlight delays or issues
- Obtain missing administrative information from relevant teams
- Ensure records reflect current referral, appointment and service activity status
- Support service capacity coordination with current administrative data
- Coordinate meetings for the team and clinicians; manage invites, rooms, agendas and documents
- Attend meetings and take minutes; maintain action logs and follow up actions
- Provide diary support to clinicians as required
- Maintain electronic and paper filing systems; ensure secure, named records accessible to authorised staff
- Maintain contact databases and distribution lists; support retention and disposal of documents
- Report information-governance incidents via internal processes
- Assist with records for audits, governance reviews, investigations, complaints or inspections
- Support data gathering for audits, dashboards and governance trackers
- Prepare internal governance and external stakeholder reports
- Monitor administrative indicators and flag data-quality issues
- Coordinate day-to-day administration of the Clinical Outreach Services function
- Maintain adequate administrative supplies and materials; prepare packs and documentation
- Carry out copying, scanning, filing, formatting; assist with training materials as needed
- Collaborate with administrative colleagues to ensure continuity of service
- Maintain confidentiality and uphold professional boundaries
Key requirements
- Education to A-Level standard (or equivalent)
- Degree or equivalent academic achievement (desirable)
- 2+ years administrative experience or similar role (desirable)
- Strong communication and organisational skills
- Ability to work independently and manage competing priorities
- Proficiency with Excel, Word, PowerPoint, and SharePoint
- Experience using patient record systems (EMIS/SystmOne)
- Ability to meet deadlines and adapt to evolving requirements
- Experience in a CQC-registered service with knowledge of Fundamental Standards
- Project management experience (preferred)
- Experience cross-functionally and supporting process improvements
- Experience in Registration Authority management or Smart Card sponsorship
- Ability to build effective working relationships across clinical teams
- clear communication
- organisational skills
- independence
- Excel
- Word
- PowerPoint
Clinical Services Strategic Administrator (Outreach Services) employer: National Health Service
Betsi Cadwaladr University Health Board is an exceptional employer, offering a supportive and collaborative work environment for healthcare professionals in North Wales. With a commitment to employee development and a focus on compassionate care, staff have access to continuous professional development opportunities and the chance to make a meaningful impact in both acute and community paediatrics. The Health Board's integrated approach ensures that employees are part of a dynamic team dedicated to improving health outcomes for the local population.
