Family and Administration Support Co-Ordinator
Haven House Children’s Hospice
Woodford Green, IG8 9LB
Salary
£26,936
Contract
Permanent
Hours
Not specified
Closing date
4 September 2026
4 days left
Job description
Haven House Childrens Hospice supports babies, children and young people with life-limiting and life-threatening conditions, and the families who care...
We are looking for an organised, compassionate and proactive Family & Administration Support Co-ordinator to join our Care directorate. This role is often the first point of contact for families, making it ideal for someone who combines strong administrative skills with empathy, professionalism and confidence communicating with people during challenging times.
You will provide high-quality administrative and data support to the Care team, help coordinate bookings and referrals, and ensure information is recorded accurately across our systems. You will also work closely with families and professionals to ensure enquiries are triaged effectively and support is timely.
- Acting as a first point of contact for families and professionals, triaging enquiries and ensuring they are passed to the right team promptly.
- Coordinating in-house and community bookings and maintaining accurate records on the Care Database.
- Liaising with families to provide information, reassurance and signposting to relevant services.
- Attending weekly multidisciplinary panel meetings and ensuring referrals are acknowledged and actioned.
- Supporting coordination of the Pharmacy Clinic alongside the Pharmacy Technician (including one Saturday morning per quarter).
- Providing day-to-day administrative support to the Care team, including minute taking and project work.
The Family Administration Support Team (FAST) provides day to day administration to the Care directorate. FAST acts as the first point of contact for families, ensuring smooth access to services as well as offering advice to families that are caring for a child with a life limiting or life-threatening condition to help address their individual needs.
The post holder will provide efficient and effective administrative support to the Care directorate and will support the provision of data for the organisation.
The Family Administration Support Co-ordinator will be responsible for working with all Care administrative systems within the hospice to support both Care staff and families.
To be responsible for triaging enquiries to the teams, ensuring they are
forwarded to the correct person and those enquiries are acted upon.
- To make In-house and Community bookings for families and ensure the appropriate data entry into The Care Database system.
- Ensure all changes and amendments to The Care Database are actioned in a timely manner and troubleshoot any problems.
- To liaise with parents/carers and professionals when required.
- To communicate with families, provide support and signpost them to relevant resources.
- To attend weekly multi-disciplinary panel meetings and ensure that referrals are acknowledged and actioned.
- To assist in coordinating the Pharmacy Clinic for families alongside the Pharmacy Technician. This will include working one Saturday per quarter, in the mornings only.
- To provide day to day general administrative team support.
- To provide wider support to the Senior Care team e.g., minute taking.
- To carry out project work as and when required.
- To support and provide data for reports using The Care Database.
- Support service volunteers.
General Requirements
- To safeguard all children and young people accessing services by responding to concerns raised in a timely and appropriate manner and effectively escalating them in accordance with Haven House policy and procedures.
- To maintain confidentiality in all areas of work at Haven House.
- To actively support and promote Haven House policies.
- To take responsibility for your continuing professional development.
- To co-operate with all staff in maintaining harmonious inter-personal relationships, internally and externally.
- To attend staff meetings and training as required.
- To ensure the respect, dignity and rights to privacy of children, young people and their families are respected as far as possible.
- To participate in supervision sessions and appraisals with your line manager.
- To be aware of Haven House policies and procedures and to adhere to these.
- To actively assist in education and training initiatives.
This job description is not a definitive or exhaustive list of responsibilities but identifies the key responsibilities and tasks of the post holder. The specific objectives of the post holder will be subject to review as part of the individual performance process.
Haven House is committed to Equal Opportunities in Employment and therefore it is our aim to ensure that no applicant or employee receives less favourable treatment on grounds of gender, disability, religion, race, colour, sexual orientation, and nationality, ethnic or national origins or is placed at a disadvantage by conditions or requirements which cannot be shown to be justifiable.
Haven House is responsible under the existing equality and diversity legislation to ensure equality issues are promoted and you are expected to work with Haven House to fulfil these obligations, policies and codes of good practice.
Employees must take reasonable care and be aware of the responsibilities placed on them under the Health & Safety at Work Act (1974) and to ensure that agreed safety procedures are carried out to maintain a safe environment for employees, patients and visitors.
Haven House is committed to safeguarding and promoting the welfare of children and young people and expects all staff to share this commitment. Employment is subject to receipt of satisfactory references and an enhanced DBS check.
As an employee you will be entitled to the following range of benefits:
- 27 days' annual leave
- Pension scheme (company matches contribution up to 7%)
- Free onsite parking
- Employee Assistance Programme
- Eye care voucher scheme
- Cycle to work scheme
- Interest free season ticket loan
- Blue Light Card discount scheme
- Life Cover at 2x salary
Haven House is committed to safeguarding and promoting the welfare of children and young people and expects all staff to share this commitment. Employment is subject to receipt of satisfactory references and an enhanced DBS check.
To apply for the role, please download the
application and job description and return to resourcing@havenhouse.org.uk
Haven House reserves the right to commence
the recruitment process before the closing date.
Closing date Friday 4 September 2026
Interviews week commencing 14 September
2026
Please note: We are only able to accept applications from applicants who have right to work in the UK and do not offer sponsorships
Skills and Abilities
Essential
- Proven IT skills, including basic troubleshooting and the ability to use a database, Word, Excel, Power Point, Access and Outlook.
- Excellent administrative planning and organisational skills and ability to work on own initiative and under direction
- Excellent written, verbal and telephone communication skills required with families, staff and external parties
- Adaptable to the changing needs of children and their families
- Ability to work as part of an inter-disciplinary team as well as on own initiative
- Positive attitude, proactive and innovative
Qualifications
Essential
- Good standard of secondary education including English and Maths
Desirable
- Evidence of continuing Professional Development
Experience
Essential
- 1 year of admin experience
- Understanding of the needs of children with special needs and their families
- Good interpersonal skills, with the ability to build relationships with colleagues at all levels.
Desirable
- Experience of working with volunteers
Personal Qualities
Essential
- Motivated and enthusiastic with a flexible approach to work and hours
- Ability to work under pressure and multitask to deal with stressful situations
- Diplomacy and advocacy skills in relation to families and other agencies, and within Haven House
- Willingness to take on new challenges and responsibilities
How to apply
Applications are handled entirely by the employer on the original advert. We do not collect CVs, supporting statements or application data.
Provenance
Source
NHS Jobs
First seen
13 August 2026
Last checked
17 August 2026
Salary, closing date and description are taken from the employer's advert. The original advert always takes precedence.
About the employer
NHS organisation
This listing was structured from NHS Jobs. Vacancy details and the application process remain the responsibility of the original source.
Similar roles
Explore related